AS9100 Documentation
AS9100 documentation structure is outlined in the ISO 10013 Standard - Guidelines for quality management system documentation. This standard recommends using a three-level hierarchy. In practice, many businesses use a 4-level documentation model that includes records: AS9100 Quality Manual, level 1; AS9100 Procedures, level 2; AS9100 Instructions, level 3, and AS9100 Records - level 4.by MarkKaganov
AS9100 documentation structure is outlined in the ISO 10013 Standard - Guidelines for quality management system documentation. This standard recommends using a three-level hierarchy. In practice, many businesses use a 4-level documentation model that includes records: AS9100 Quality Manual, level 1; AS9100 Procedures, level 2; AS9100 Instructions, level 3, and AS9100 Records - level 4.
Actually, the documentation structure starts from the policy. The AS9100 policy defines, among others, the standards and regulations that an organization intends to comply with. If we choose to use this approach, our quality management system will have five levels, similar to the structure below:
SAE AS9100 Quality Policy - level 1
AS9100 Quality Manual - level 2
9100 Procedures - level 3
AS9100 Instructions - level 4
9100 Records - level 5
AS9100 - Naming your documents
Some companies use very "wordy" titles for their documents. One of airspace companies I worked with named their Infrastructure procedure as "Standard Operating Procedure for Infrastructure and Work Environment." While extremely descriptive, this title is not practical.
This tendency to use long titles and document identifiers like "Standard Operating Procedure" most likely comes from regulated industries. Even though I could not find a requirement for such title formats, overwhelming majority of companies still use these apparently outdated and ineffective conventions. If a short name sufficiently describes a document, let's use it. I suggest streamlining all elements of AS9100 management systems. Consider this and do not make your AS QMS more complicated than it can be.
Numbering your documents
No standard prescribes to give a part or a document its number. It is an industry standard to give a document or a component its name, number and a revision level. Similar to part titles that we discussed above, document numbering conventions are often also may be optimized and simplified.
Once I worked with a company of less than 100 people, manufacturing fairly simple devices. Their documentation system consisted of a few numeration systems depending on the type of document. One of the procedures had a number 0000057-001, which they simply called "fifty seven." A drawing was numbered 327-856-99-17.
Do these long numbers identify documents? Yes, they do! Are they economical? No, they are not! My customer's system above allowed seven digits and therefore could deal with ten million documents or part numbers. When I worked with this business, they used some 300 documents. If one plans to grow from 200 - 300 documents to a million, one has a long way to go! It is not only how many documents your QMS uses, reading these long strings with five sequential zeros gave everybody headache. Even though this example looks too complicated,
Matt Cullen Jersey, "The Worst Part Number" Grand Prize won my other client. They used 14-digit alphanumeric part numbers!
If you are designing and building a Trident-class submarine, a MIG-27 jet fighter or an international space station, you, most likely, will need millions of parts, so a long part number format would be needed and will make sense. Otherwise,
Ryan Miller Jersey, save yourself the trouble of reading all those zeros and make your numbering system practical. One of my customers, who won my "The Best Part Number" Grand Prize, numbered their documents as 101, 102, 103, and so on. Short and sweet!
So far we explored opportunities for improvements in the area of AS document titles and numbers. Yet, there is another issue with part numbers. Many companies relate a document number to a document type. For example,
Paul Stastny Jersey, AS20-xxxx indicates a procedure, AS30-xxxx indicates a drawing, ASPOP-xxxx indicates a Production Operating Procedure, etc.
Several QMS that used designation I have worked with have failed. Not long ago,
Steve Ott Jersey, one of my clients mentioned that they ran out of range in their document numbering format. The QMS initially permitted for identifying suppliers through a two-digit identifier within the part number. While the company grew, the number of supplier increased beyond expectations and eventually the company needed more than 99 suppliers. This resulted in the document number format to being able to support new needs.
To get around this issue, there is a simple solution - a "no designation" system. Part or document numbers in such AS9100 systems are assigned sequential unique numbers. Areas of use,
Rick Nash Jersey, materials, suppliers, and other attributes are not reflected in part numbers. Moving in this direction, you can simplify your system even more. I worked with a company that did not use document No. at all. That documentation system used just document name followed by a revision number, like FAA inspection Procedure 01.
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