Why You Should Never Use “For Reference Only” In Your QMS

BY: ANDY NICHOLS

Since ISO 9001 appeared on the manufacturing scene in 1987, organizations have been vexed by the need to control two fundamental elements of the Quality Management System (QMS): Documentation Controls and Measuring Equipment Controls. These QMS elements can have a significant impact on the ability to meet requirements, thereby contributing to customers satisfaction.

“CONTROL” LEADS TO CONFIDENCE

The basic requirements for these clauses in ISO 9001 are prepared to ensure the organization extends control over the documents and measuring equipment. If these items are part of the organization’s QMS and are important to controlling process(es) and/or deciding if requirements for products and processes are met, then those items need to be controlled. In this context, being under “control” means management provides the workforce with the most up-to-date, documented information to do their assignments and ensure any equipment used by them can demonstrate how requirements (often defined in documentation) are being met. These two simple concepts allow manufacturing personnel and others to be confident in the decisions they make regarding the control of process(es) and the resulting products. When there’s certainty, time is saved, and costs are controlled.

WHEN “FOR REFERENCE ONLY” WORKS AGAINST YOUR BUSINESS

This basic tenet of an organization’s QMS – to provide confidence – is frequently undermined by using markings on documented information and measuring equipment which state “For Reference Only.” Such markings are common and have been adopted to pass external audits, yet their very appearance can conspire against confidence in use:

• What does “For Reference Only” mean? Aren’t all documents or items of measuring equipment “referenced” when being used?
• Why is the warning only applied to specific items? Are they special in some way? What makes them special?

When users are left questioning the validity of these important resources, it indicates a lack of confidence. This, in turn, may lead to wrong decisions being made about products and/or processes (at worst) or time being lost (at best) checking the veracity of what has been provided. Affixing such warnings is the equivalent of passive-aggressive behavior but applied to the QMS! It conveys no useful information about the actual control status – controlled or uncontrolled (documents), calibrated/verified or not (measuring equipment) – however, it has all the appearance of a genuine status, at least enough to convince some!

In fact, it’s abdication of control. It places responsibility on the user to determine if the document is the correct version, or if the equipment is calibrated or verified. If extrapolated to other areas of the quality system, we can see that using such a premise – that of operators checking to see if they have the correct “stuff” – it would stretch to:

• Checking if the materials they process are correct
• Checking that they’ve received the correct training
• Checking to see if the work instructions were approved
• Checking to see if the equipment has been maintained
• Checking to see if the quantity of product being made is correct

Such practices would be completely ineffective, yet for some reason, that’s exactly what some organizations espouse and some auditors endorse.

So, when setting up processes, be clear about the status of documents and equipment – people need to be confident in using them to do their work. Ensure the QMS gives them the right tools, information, materials, etc., and allow them to do what they are paid for!

For additional support with your Quality Management System, visit The-Center.org or contact inquiry@the-center.org.
 

Since 1991, the Michigan Manufacturing Technology Center has assisted Michigan’s small and medium-sized businesses to successfully compete and grow. Through personalized services designed to meet the needs of clients, we develop more effective business leaders, drive product and process innovation, promote company-wide operational excellence and foster creative strategies for business growth and greater profitability. Find us at www.the-center.org.
 

MEET OUR EXPERT: Andy Nichols, Program Manager
To The Center’s clients, Andy Nichols, CQP MCQI, brings 40 years of expertise in a wide variety of roles and industries, with a particular focus on quality management systems in manufacturing organizations. Prior to joining the Michigan Manufacturing Technology Center, he was the East Coast Regional Sales Manager for NQA, a “Top 5” Global Certification Body, responsible for significant sales growth in a highly competitive marketplace. He has authored two books, “Exploding the Myths Surrounding ISO 9000 – A Practical Implementation Guide” (published by ITG in April 2013) and “A Guide to Effective Internal Management Systems Audits" (published May 2014).

Since 1991, the Michigan Manufacturing Technology Center has assisted Michigan’s small and medium-sized businesses to successfully compete and grow. Through personalized services designed to meet the needs of clients, we develop more effective business leaders, drive product and process innovation, promote company-wide operational excellence and foster creative strategies for business growth and greater profitability. Find us at www.the-center.org.