Documented Information Part 2

The annex to ISO 9001 (A.6) says that "Where ISO 9001:2008 would have referred to documented procedures ... this is now expressed as a requirement to maintain documented information”, and "Where ISO 9001:2008 would have referred to records this is now expressed as a requirement to retain documented information".?Note: Just a little history lesson.

So, whenever the standard asks you to maintain documented information, it's talking about what used to be referred to as procedures, and whenever it asks you to retain this information, it's talking about what used to be called records

The broadening of the term documents reflects changes in technology and the way we share knowledge.?Today, most information is stored digitally, and it may not consist of the written word.?Videos and photos, for example, are powerful communication tools. Most organisations have a website, MS SharePoint, MS Teams, intranets and more.

Your organisation will still need to retain documented information (née records) to demonstrate conformity to the standard, but, as always, the most important reason for keeping records is that they contain valuable information.?Having said that, be aware that there are twenty-two entries in the standard where documented information is required.

This shift in thinking has hopefully resulted in your organisation’s documentation being more tailored to your particular needs and led more generally to a broader consideration of how to communicate knowledge to employees and customers.?Depending on what one wishes to communicate, a video on YouTube or an image, for example, may be better than the written word.