Departmental Instructions Example
The purpose of this procedure is to provide instructions, and
assign responsibilities for controlling the release of product documentation.
It will also provide the instructions for preparing and submitting
the Document Release Notice form
Appendix B:
Departmental
Instructions Example
I have included an actual departmental instruction template that
is filled in to show you how it is developed. Each of the departmental
instruction elements is covered in the template. I have also included an
example of a Document Release Notice.
See Ch. 3 for more examples of departmental instructions.
148
Appendix B: Departmental Instructions Example 149
Departmental Instruction
Title: Document Release Dept. Inst. No.: D-02
Release Date: 2/19/00 Page: 1 of 6
1.0 Purpose
The purpose of this procedure is to provide instructions, and
assign responsibilities for controlling the release of product documen-
tation. It will also provide the instructions for preparing and submitting
the Document Release Notice form.
2.0 Definitions
Product Documentation: Documents that are prepared and
released by Engineering for the purpose of defining and controlling the
manufacture and inspection of company products. The documents
that will need to be controlled are: specifications and drawings.
Release: The process of transferring custody of product
documentation from the originator to engineering document control.
Document Release Notice Form: The Document Release
Notice authorizes formal release and distribution of new and revised
documents. Processed Document Release Notice forms are available
for review in engineering document control.
Prepared By:
Engineer: Date:
Approved By:
Engineering Manager: Date:
Example–Department Instruction Template Page 1
150 Developing and Managing Engineering Procedures
Departmental Instruction
Title: Document Release Dept. Inst. No.: D-02
Release Date: 2/19/00 Page: 2 of 6
2.0 Definitions (Cont’d.)
Control of Documents: After documents are released, the
originator relinquishes physical control and tracking responsibilities
by submitting them to engineering document control for recording,
copying, distributing, and filing.
Distribution: Copies of documents bearing the official stamp
that identifies them as having been released. As revisions to docu-
ments are released, they will receive the same distribution as their last
distribution, unless requested otherwise.
3.0 Document Release Procedure
This procedure is divided into the following parts:
• Document Release Notice Procedure
• How to Prepare the Document Release Notice
form
The following procedure describes who is responsible and what they
are supposed to do for each processing step.
3.1 Engineer
Steps
1. Prepare the Document Release Notice form
to release new or revised documents into the
documentation system.
Example–Departmental Instruction Page 2
Appendix B: Departmental Instructions Example 151
Departmental Instruction
Title: Document Release Dept. Inst. No.: D-02
Release Date: 2/19/00 Page: 3 of 6
3.1 Engineer (Cont’d.)
Steps
2. Forward the completed Document Release
Notice form to the Engineering Manager for
review and approval.
3.2 Engineering Manager
3. Verify that the Document Release Notice form is
complete and correct. If approved, sign and date,
then return the form to the Engineer for further
processing.
3.3 Engineer
4. Attach document originals to the Document Release
Notice form then forward the package to engineering
document control for further processing.
3.4 Engineering Document Control
5. Enter the next available number in the logbook and on
the Document Release Notice form.
Example–Departmental Instruction Page 3
152 Developing and Managing Engineering Procedures
Departmental Instruction
Title: Document Release Dept. Inst. No.: D-02
Release Date: 2/19/00 Page: 4 of 6
3.4 Document Control (Cont’d.)
6. Log the document information from the Document
Release Notice form into the database.
7. Run copies of the documents that are attached to
the Document Release Notice form and red stamp
them with the appropriate stamp and date. The
stamp is determined by the type of release:
Development, Prototype, or Production.
8. Sign and date the form. This date is the official
release of documents into the system.
9. Forward a copy of the form to the Engineer.
10. Attach copies of the released documents to the
Document Release Notice form and forward it to
either a or b:
a. Production Control for distribution to
manufacturing. Down level copies of the documents
shall be returned to engineering document control to
be destroyed.
b. Purchasing for distribution to vendors, as
necessary. Purchasing is responsible for notifying
vendors about destroying copies of superseded
documents.
11. File the Document Release Notice form and the
new or revised document originals that are attached
to the form.
12. Red stamp “OBSOLETE” on the down level originals
that are on file, then date.
13. Destroy all copies of the superseded documents
that are on file throughout the company.
Example–Departmental Instruction Page 4
Appendix B: Departmental Instructions Example 153
Departmental Instruction
Title: Document Release Dept. Inst. No.: D-02
Release Date: 2/19/00 Page: 5 of 6
5.0 Overview
The procedure for processing the Where-Used input form
shall be followed by each individual responsible for entering informa-
tion on the form. Each circled number below corresponds to the
circled number on the following Where-Used Input form E023.
5.1 Engineer
❶ Enter your name and date that the Where-
Used Input form was completed.
❷ Enter the next available sequential number.
5.2 Engineering Manager
Enter your name and date if approved.
5.3 Engineer
❹ Mark the appropriate box:
Routine – will be processed within five days.
Urgent – will be processed the same day they
are received.
❺ Mark the appropriate box. The type of release
determines this.
❻ Enter the document number of each document
being released. Attach a separate sheet, if
releasing more documents than are allowed
for on the form.
Enter the revision letter of each document
being released, such as: “A”, “B”, etc. The
release process does not cause the document’s
revision letter to advance.
Enter the title of each document being released.
Example–Departmental Instruction Page 5
154 Developing and Managing Engineering Procedures
Departmental Instruction
Title: Document Release Dept. Inst. No.: D-02
Release Date: 2/19/00 Page: 6 of 6
❻ (Cont’d.)
Enter the document letter size of each
document being released, such as: A = (8½"
× 11"), B = (11" × 17"), C = (17" × 24"), or D
= (24" × 36").
Enter the number of pages for each document
that is being released.
5.4 Engineering Document Control
❼ Sign and date the Document Release Notice
form. This is the official release date of the
documentation into the system.
Example–Departmental Instruction Page 6
Appendix B: Departmental Instructions Example 155
Document Release Notice
Engineer: ❶ Date: DRN No.: ❷
Priority: ❹
Engineering Manager: ❸ Date: Routine Urgent
Document Release: Development Preproduction Production ❺
Documents To Be Released
Document Revision Document Title Size No. of
No. ❻ Pages
Engineering Document Control: ❼ Release Date:
Form E044 (Procedure EP-07-02) 6/15/00
Example–Document Release Notice
