Types of internal documentation
To study any written document it is necessary to analyze all the elements that can provide information. It is necessary to pay attention to the external and internal characters of the documents.
In the Western world, parchment (specially treated animal skin) and paper (invented in China in the 2nd century A.D. and brought to Europe through al-Andalus and Italy in the 12th century) have been used.
It will be necessary to use all the means of this science to analyze the characteristics of the writing of the texts being worked on. The form will be observed (through the ductus, the layout of the letters, the weight and modulus of the spellings, links…) but also the punctuation, the arrangement of the writing and the text layout.
The seals are used to validate and authenticate the content of the documents and have various shapes, materials and ways of being applied on the document support. They are made of wax or lead and hang from a ribbon at the bottom of the parchment; or they are made of paper (plate stamp) applied to the document by means of a matrix; and they can also be made of ink applied directly to the paper (stamped paper, common from the 17th century onwards).
Internal and external documentation
It compiles the norms issued by the National Government by virtue of its regulatory powers, referring to the national archives system, secondary transfers and final provisions on archival matters.
Develops articles of Law 594 of 2000 related to the creation, organization, preservation and control of archives, taking into account the principles of origin and original order, the life cycle of documents and archival regulations.
Regulates Law 80 of 1989 regarding the secondary transfers of documents of historical value to the General Archive of the Nation, to the general archives of the territorial entities, repealing Decrees 1382 of 1995, 998 of 1997 and other provisions.
Partially regulates Law 1581 of 2012, regarding the treatment of data in the personal or domestic sphere, the collection of personal data, the policies for the treatment of information, the responsibility demonstrated in the handling of information, among other aspects.
Examples of internal documentation
You may be wondering what is externally sourced documented information. It is simply documented information relevant to the Quality Management System and issued by an external entity. Examples of issuers may be: customers, suppliers, legislators, regulators, standardization bodies or business partners. You may be interested in reading the following post for more information ISO 9001 2015. Document coding.
Records issued by a third party can be a customer order, a calibration certificate or a maintenance report. Relevant records must be determined, and control rules defined.
Documents of external origin that are relevant to the Quality Management System can be, for example, product specifications, logistics specifications, material safety data sheets, legislation, permits, standards, platform rules or work instructions.
A Quality Management System should determine which are the relevant externally sourced documents. For example, a company may use a register that in each relevant document must include:
External documentation in programming
The documentation of the Quality Management System can be composed of different types of documents. Generally this includes documents such as the quality policy, quality manual, procedures, technical instructions, quality plans, and records. The Quality Management System documentation can be represented as the hierarchy shown in the diagram below:
The international standard ISO 10013:2001 Guide for the documentation of Quality Management Systems gives guidelines for an effective dimensioning of the documentation of a Quality Management System, as well as a summary of recommended contents and structure of different types of Quality Management System documents. The following recommendations are taken into account in the ISO 10013 guidelines.
The quality manual should include most of the following elements: title and table of contents; scope of the Quality Management System; ISO 9001 exclusions, versioning information and approval; quality policy and objectives; description of the Quality Management System, the organization’s business process model; definition of responsibilities for all personnel; references to relevant documents and relevant annexes. For more information about how to document an effective quality manual, you can read this article: Writing a brief Quality Manual.