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why we need documentation

Why Do We Need Documentation?

Let’s know the effects of not having a documentation system in place:

From the definition of Quality, we have to have a quality system in our place. Without a system to manage quality, one can expect quality problems. In the other hand, if one have no systems in place to ensure quality in his system and also in his processing, processes will become intrinsic and dysfunctional. This will cause a huge quality problems.

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Same as, if one don’t have any documented methods of operations, he can expect quality problems.  If you don’t control your process documentation and records, you can expect quality problems too. If you have no controls over your documentation—which almost hard to imagine—people will make mistakes as well as that will affect his productivity, will increase the cost of production.


Let’s know the benefits:

Doing documentation on standards, procedures, work instructions and policies, it ensure that some of your most critical business processes are performed in a consistent way that meets the company’s needs and requirements as well.

Writing things down as document also gives management a chance to provide guidance and review save cost performance data for effectiveness. Just think if there are no dates or revision levels on drawings or specifications; people finding their SOPs (Standard Operating Procedures) blowing around in the production floor. No records would mean that you could not recover any evidence of contractual agreements, no evidence of work completed or going to be completed, no evidence of inspection or test results, no evidence of your yield production, cost of production, etc. and this certainly not promising for your company.



Whether your organization is large or small, chances are you’re flooded with information in the form of content, documents and records Information drives the whole business capabilities, and this is the asset that the companies frequently neglect. Every organization relies on repetitive tasks to accomplish business goals. And when you put the exact information in the competent hands at the right time when it is required, personnel related to the system can make better decisions about issues that impact your organization’s bottom line which directly or indirectly improves your organization system with the profitability and productivity. All the modern Quality Management Systems have quite good integration of documentation.

Organizations that effectively manage their documented information get pleasure from a definite competitive advantage, not to mention a more efficient quality team, increased product quality, improved complete equity, and, ultimately, a reduced price of compliance. For several, it is an easy as knowing that documents have to be compelled to be controlled and that don’t. Whereas this appears quite basic, it is smart once one considers the huge quantity of documentation which may need management inside a company.

Wali Alam

Wali is a degreed engineer with 45 years of leadership experience in manufacturing that included leadership roles in manufacturing engineering, manufacturing, supply-chain, and quality systems. He has spent an additional 23 years working continuously as a certification auditor, consultant, and trainer in North America, UK and Asia. He was one of the first registered auditors in the USA for Lloyds. Mr. Alam has been very active in professional societies, starting with AIIE (American Institute of Industrial Engineers), and the APICS (American Production & Inventory Control Society) where he had leadership roles since 1983. He has had leadership roles in ASQ (American Society for Quality) since 1992, and has been section Chair and the Conference Chair of Quality Management Division in Houston, Texas, USA.

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