Document Control & Information Management Flashcards
7 cards from real MSP practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Document Control & Information Management flashcards as text
When establishing retention periods for records in a management system, which factor should be given HIGHEST priority?
Answer: Legal, regulatory, and contractual requirements
Legal, regulatory, and contractual requirements must drive retention periods to ensure compliance and protect the organization from liability.
In the context of ISO 9001:2015, 'documented information' replaces which two older terms used in ISO 9001:2008?
Answer: Documents and records
The 2015 revision introduced 'documented information' as a single term replacing 'documents' (to maintain) and 'records' (to retain) from the 2008 version.
An auditor finds that a critical work instruction was updated but the revision history section was not completed. This finding would be classified as:
Answer: A nonconformity against document control requirements
Incomplete revision history violates the document control requirement to identify changes and current revision status, making it a nonconformity.
Which of the following is an example of 'externally originated' documented information that must be controlled?
Answer: A customer-supplied engineering drawing used in production
Customer-supplied drawings are externally originated documented information that organizations must identify and control per ISO requirements.
In a digital document management system, what is the best control to prevent unauthorized modification of approved documents?
Answer: Implementing role-based access controls with read-only permissions for non-approvers
Role-based access controls ensure only authorized personnel can modify documents, while others have read-only access, satisfying the protection requirement.
According to ISO management system standards, who is ultimately responsible for approving documented information before its issue?
Answer: The organization must determine appropriate persons within its own structure
ISO standards require organizations to determine their own approval authority for documented information; the standard does not prescribe who specifically must approve.
Which term describes the practice of systematically indexing, storing, and retrieving documented information to support management system performance and audits?
Answer: Records management
Records management involves the systematic creation, maintenance, use, and disposal of records as evidence of management system performance.