Document Control - Frequently Asked Questions


Table of Contents

  1. How do I insert the document header template into my document?
  2. Where can I find guidance to writing technical or operating procedures?
  3. Why doesn't the header appear correctly in my document or not at all?
  4. Who maintains the controlled document?
  5. How do I obtain a document number?
  6. Do I need to keep track of the controlled document I am responsible for?
  7. I need help preparing my controlled document.  Who can I ask?

If any of the questions, answers, or solutions listed does not resolve your issues, please contact Mike Buckley (X8097) for additional support.


How do I insert the document header template into my document?

Answer: Inserting the header template into an existing document will not work well.

Solution: The solution to this problem is to copy and paste the document text into the header template.

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Answer: The copy and paste method works well when using text from another MS Word document.  Other program formats are not accepted as well into MS Word and may need to be pasted using the "Paste Special" command.

Solution:  Copy the text from the original document.  In the new MS Word document, place the cursor where the new text will appear.  Select the "Paste Special" command and then the "Unformatted Text" option.  If this method is used, reformatting may be needed.

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Where can I find guidance to writing technical or operating procedures?

[The SBMS exhibit titled "Guidelines for Developing Procedures" in the subject area "Document Control" provides such guidance.]

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Why doesn't the header appear correctly in my document or not at all?

Answer:  The text pasted into the new header template was not completely accepted by MS Word.

Solution:  Copy the text from the original document.  In the new MS Word document, place the cursor where the new text will appear.  Select the "Paste Special" command and then the "Unformatted Text" option.  If this method is used, reformatting may be needed.

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Answer:  The version of the document header used is corrupted or not compatible with the version of MS Word being used.

Solution: Download an updated version of the header template.

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Answer:  The source document for which the content is being copied has section breaks and/or headers/footers that conflict with the target document.

Solution: Delete the section breaks and footers/headers in the source document prior to copying content and pasting into target document.

 

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Who maintains the controlled document?

[The Quality Control Coordinator (QCC) maintains the documents in the master file room at the NSLS.  The NSLS Quality Manager and the QCC also inventory the records in accordance with QA procedure NSLS EMS Records Management (LS-QAP-1003) and/or the Records Management subject area.]

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How do I obtain a document number?

[The Quality Control Coordinator (QCC) assigns NSLS controlled document numbers.  Contact the QCC via e-mail, telephone, or in person in the design room.

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Do I need to keep track of the controlled document I am responsible for?

[Yes.  However, all controlled documents submitted to the QCC will be maintained, monitored, and tracked for you.  The QCC will print out monthly reports from the QA database to monitor the status of the controlled documents.  Upon two months prior to a documents review due date, the QCC will send a notice out to the responsible individual to remind them that the document requires review.]

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I need help preparing my controlled document in the correct format.  Who can I ask?

[Your administrative assistant/secretary can help you place your written procedure/policy into the required format.  Contact the NSLS Quality Manager for all other questions.]

 


This page is maintained by Mike Buckley

Last updated on 04/12/12

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