Document Holder
What is document holder?
Document holder is used to holding full-page documents, the main purpose of which is to preserve the document and make it neat and standardized. It is a tool used in laboratory operations for the storage, protection, and standard management of paper documents.
File holder is a container of stationery used to categorize and place documents such as papers and printouts. It is usually available at stationery stores. Usually, students and offices need to use folders. The general folder is just a paper clip for easy carrying, some will have two rings, and you need to nail holes to use.
Modern business activities are given to the image of the function of display, which can be used to hold all kinds of paper documents but not limited to this. Materials include PP, PVC, and cardboard; and some are imitation leather, cloth, etc. The ones available in the market are usually bound with standard A4 documents.
There are many different categories of document holders, including single-strength folders, double-strength folders, information books, two-inch folders, three-inch folders, double-open folders of different sizes, single-page folders (also called L-shaped folders), and multi-page folders.
Management and control of laboratory documents with document holder
The Laboratory shall establish and maintain procedures to control all documents (internally developed or externally sourced) that comprise its management systems, such as regulations, standards, other normative documents, test and/or calibration methods, and drawings, software, specifications, instructions, and manuals. Documents are information and the media that carry it. The media can be paper, computer disks, CD-ROMs or other electronic media, photographs, or a combination thereof.
The control of documents with the document holder mainly includes the classification, preparation, review, approval, issuance, retention, use, change, rejection, recycling, loan, periodic review, identification, and control of foreign documents, etc.
Paper holder stand
A. Classification of documents
Documents are divided into controlled and non-controlled documents according to the way they are managed. Controlled documents are those that are registered and distributed according to the scope of issuance and can be guaranteed to be recovered.
Documents are divided into internal documents and external documents according to their sources.
Internal documents refer to the documents in the company, divided into four layers of documents; the first layer is the quality manual: refers to the programmatic documents consistent with the objectives of the company’s management system; the second layer of documents are procedural documents: the refinement and supplementation of the management manual; the third layer of documents are operating instructions and specifications: the supplementation of the manual and procedural documents to clarify the specific requirements, is the key information to make the management system may be implemented; the fourth layer of documents are Forms, records: refers to various forms and records.
External documents refer to documents outside the company; including international/national/industry/local standards/laws and regulations, drawings and requirements provided by customers, forms designated for use by customers or relevant organizations, etc. Timely access to external documents is the basis for the laboratory to carry out testing/calibration activities, especially the validity of technical regulations is a prerequisite to ensure the validity of testing/calibration methods. The laboratory must open up information source channels to ensure that the latest information is available in the shortest possible time.
B. Approval and release of documents
All documents issued to laboratory personnel as part of the management system should be reviewed and approved for use by authorized personnel prior to release. A control list or equivalent document control procedure that identifies the current revision status and distribution of documents in the management system shall be established and made readily available to prevent the use of invalid and/or obsolete documents.
Document control procedures should ensure the following.
a. Authorized versions of appropriate documents are available at all operating sites that play an important role in the effective operation of the laboratory.
b. Documents are reviewed periodically and revised as necessary to ensure their continued applicability and to meet the requirements for use.
c. Timely removal of invalid or obsolete documents from all uses or releases or other methods to prevent misuse.
d. Voided documents retained for legal or knowledge preservation purposes should be appropriately marked.
Laboratory-developed management system documents shall be uniquely identified. The identification should include the date of publication and/or revision mark, page number, the total number of pages or end of the document mark, and the issuing agency.
C. Issuance, preservation, and use of documents
Each place and position that plays an important role in the effective operation of the management system should be issued in a timely manner to ensure that relevant personnel can access and use the current valid documents. The documents are issued with controlled signs and records.
Paper documents for departmental use are stored in designated locations by the personnel designated by the department, and the group members are supervised to access and return the documents. If a document is lost or defaced or an information leakage incident, it should be reported in time to collaborate to deal with and save. During the use of the document, it shall ensure that the document will not be lost or information leakage.
Electronic documents shall be issued with the following in mind.
a. Clarify the departments and personnel for document control and specify the relevant departments and personnel with the responsibility and authority to change and control the documents kept in the computer system.
b. Protect electronic documents from unauthorized intrusion and modification.
c. For documents issued in both paper and electronic form and both used as controlled documents, synchronization of the two versions should be achieved to avoid confusion among executors.
D. Changes, recycling, voiding and destruction of documents
Unless specifically designated otherwise, changes to documents shall be reviewed and approved by the person responsible for the original review. The person designated shall be provided with the relevant background information on which to base the review and approval. Where feasible, changes or new content shall be identified in the document or appropriate attachments.
Revised documents shall be formally released as soon as possible, and old versions of documents shall be recycled and documented in a timely manner after the release of new versions to ensure that the most current and valid documents are used. Controlled obsolete documents are dated and marked as obsolete, and at least one copy of the controlled obsolete document is retained for the specified period or as required by the applicable regulations.
Documents need to be destroyed and recorded after the retention period, and the destruction method is generally shredded by means of a shredder to ensure that document information is protected.
E. Periodic review of documents
a. To ensure the current validity of all documents, document review should be organized for each department according to the document review plan. Each department should confirm, revise and improve the existing documents in the department with the actual operation process, technical parameters, and valid version number; if there is operation but no documents to regulate its operation process, the documents should be supplemented.
If there are changes in the actual process or technical parameters, the documents should be revised.
If necessary, processes with poor communication, unclear rules or links with risks should be identified, refined and standardized.
Combing all existing documents in the department to ensure their validity.
Documents can continue to be used directly when the actual process or technical parameters are not changed without modification.
External documents such as laws and regulations and technical documents, they should be updated in the document review process.
Types and management of non-internal laboratory documents with document holder
File holder for desk
Access to non-internal documents and requirements for use
a. Test technical standards: purchase genuine documents from regular publishers or download them from the official website. Documents need to be controlled, regularly checked, and updated, with the latest version of documents to replace old ones in a timely manner; keep the documents current and valid, expired documents are destroyed or marked with obvious marks, documents are kept easily accessible on-site, documents are issued under control, plus unique identification.
b. CNAS/CMA documents, download from CNAS/Market Bureau website, or purchase genuine documents through regular publishers. Documents need to be controlled, regularly checked, and updated, with the latest version of documents to replace old ones in a timely manner. Keep the documents current and valid, expired documents are destroyed or marked clearly, documents are kept on-site for easy access, documents are issued under control, and unique markings are added.
c. Calibration and verification certificates of instruments and equipment are calibrated from calibration institutions with CNAS qualification and the scope of competence covers the instruments in this laboratory. The calibration certificate should be confirmed, and if the calibration certificate has correction value or correction factor, it should be updated in the corresponding equipment.
d. The certificate of standard substances and the instruction manual of reagents and consumables are obtained from the manufacturer or seller of standard substances. Keep the certificate under control, and keep the correspondence between the certificate and the corresponding standard substances and reagent consumables.
e. Manuals for the equipment, obtained from the equipment manufacturer or seller. The manuals of the equipment are archived and stored in a way that facilitates easy access by equipment users, and the manuals of the equipment can be managed as non-controlled documents.
f. Industry meetings, notices, and correspondence from authorities are obtained from the department corresponding to the issuance of notices, and correspondence. The public notices and letters are sent to the relevant personnel in a timely manner, and the notices, and letters are managed as non-controlled documents.
How to buy document holder?
If you are interested in our Document Holder or have any questions, please write an e-mail to info@antiteck.com, we will reply to you as soon as possible.