Document Management System Quiz! Trivia

1. The responsibility of the VP Technical is to review and approve temporary changes affecting product quality.

True

False

The responsibility of the VP Technical is to review and approve temporary changes affecting product quality. This means that it is true that the VP Technical is responsible for ensuring that any temporary changes made to the product do not compromise its quality. They have the authority to review and approve these changes, ensuring that they meet the necessary standards and do not negatively impact the overall quality of the product.

Explanation

The responsibility of the VP Technical is to review and approve temporary changes affecting product quality. This means that it is true that the VP Technical is responsible for ensuring that any temporary changes made to the product do not compromise its quality. They have the authority to review and approve these changes, ensuring that they meet the necessary standards and do not negatively impact the overall quality of the product.

2. The BMS Manager is responsible for ensuring that the controlled documents are available to all relevant personnel.

True

False

The BMS Manager plays a crucial role in ensuring that controlled documents are accessible to all relevant personnel. This responsibility includes tasks such as organizing and maintaining the document management system, updating documents as necessary, and ensuring that employees have the necessary permissions to access the documents they need. By ensuring that controlled documents are readily available, the BMS Manager helps to promote efficiency, consistency, and compliance within the organization.

Explanation

The BMS Manager plays a crucial role in ensuring that controlled documents are accessible to all relevant personnel. This responsibility includes tasks such as organizing and maintaining the document management system, updating documents as necessary, and ensuring that employees have the necessary permissions to access the documents they need. By ensuring that controlled documents are readily available, the BMS Manager helps to promote efficiency, consistency, and compliance within the organization.

3. Control documents of external origin for distribution only.

True

False

Control documents of external origin for distribution only means that these documents are managed and controlled within an organization, but they are intended to be shared with external parties. This can include documents such as contracts, agreements, or reports that need to be distributed to suppliers, customers, or other stakeholders outside of the organization. By controlling these documents, the organization ensures that the correct version is being distributed and that any changes or updates are properly communicated to the recipients. Therefore, the statement "True" is the correct answer, indicating that control documents of external origin are indeed intended for distribution only.

Explanation

Control documents of external origin for distribution only means that these documents are managed and controlled within an organization, but they are intended to be shared with external parties. This can include documents such as contracts, agreements, or reports that need to be distributed to suppliers, customers, or other stakeholders outside of the organization. By controlling these documents, the organization ensures that the correct version is being distributed and that any changes or updates are properly communicated to the recipients. Therefore, the statement "True" is the correct answer, indicating that control documents of external origin are indeed intended for distribution only.

4. You do not need to record the distribution of uncontrolled documents.

True

False

Recording the distribution of uncontrolled documents is not necessary because they are not regulated or monitored. Uncontrolled documents are typically drafts, copies, or outdated versions of controlled documents that are not intended for official use. Therefore, there is no need to keep track of their distribution as they are not considered official or authorized documents.

Explanation

Recording the distribution of uncontrolled documents is not necessary because they are not regulated or monitored. Uncontrolled documents are typically drafts, copies, or outdated versions of controlled documents that are not intended for official use. Therefore, there is no need to keep track of their distribution as they are not considered official or authorized documents.

5. Handwritten changes on quality management system documents are not allowed in any circumstances.

True

False

Handwritten changes on quality management system documents are allowed in certain circumstances. This is because it is common practice to make changes or updates to documents as new information becomes available or as processes evolve. However, it is important to ensure that any changes made are clearly documented, dated, and initialed by the person making the change. This helps to maintain the integrity and traceability of the document. Therefore, the statement that handwritten changes are not allowed in any circumstances is false.

Explanation

Handwritten changes on quality management system documents are allowed in certain circumstances. This is because it is common practice to make changes or updates to documents as new information becomes available or as processes evolve. However, it is important to ensure that any changes made are clearly documented, dated, and initialed by the person making the change. This helps to maintain the integrity and traceability of the document. Therefore, the statement that handwritten changes are not allowed in any circumstances is false.

6. Complete and sign Document Change _________Form stating proposed change and reason for change.

The correct answer is "REQUEST, Request, request" because the question is asking for the correct spelling of the word that should be used in the blank space. In this case, the word "Request" should be used, as it is the correct spelling and capitalization of the word that should be used in a formal document. The variations "REQUEST" and "request" are also acceptable, as they represent different capitalization options.

Explanation

The correct answer is "REQUEST, Request, request" because the question is asking for the correct spelling of the word that should be used in the blank space. In this case, the word "Request" should be used, as it is the correct spelling and capitalization of the word that should be used in a formal document. The variations "REQUEST" and "request" are also acceptable, as they represent different capitalization options.

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7. With regards to Document Location and Distribution, hard copies of the documents are kept in the Business Management System folders on the network.

True

False

The given statement is false because it states that hard copies of the documents are kept in the Business Management System folders on the network. However, hard copies refer to physical copies of documents, not digital copies. Therefore, it is incorrect to say that hard copies are stored on the network.

Explanation

The given statement is false because it states that hard copies of the documents are kept in the Business Management System folders on the network. However, hard copies refer to physical copies of documents, not digital copies. Therefore, it is incorrect to say that hard copies are stored on the network.

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9. The functions and the attendant responsibilities are recorded on the Document _________ List.

The functions and responsibilities are recorded on the Document MASTER List. The word "MASTER" is written in uppercase, suggesting that it is the correct answer. The variations "Master" and "master" are also given, but they are written in lowercase and may be incorrect.

Explanation

The functions and responsibilities are recorded on the Document MASTER List. The word "MASTER" is written in uppercase, suggesting that it is the correct answer. The variations "Master" and "master" are also given, but they are written in lowercase and may be incorrect.

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10. All documents are assigned with a revision number (for both internal and external reference documents).

True

False

The statement is false because not all documents are assigned with a revision number. While it is common for important documents to have revision numbers for tracking changes and updates, not all documents require or have a revision number. Some documents may be one-time or disposable and do not undergo revisions. Therefore, it is incorrect to assume that all documents are assigned with a revision number.

Explanation

The statement is false because not all documents are assigned with a revision number. While it is common for important documents to have revision numbers for tracking changes and updates, not all documents require or have a revision number. Some documents may be one-time or disposable and do not undergo revisions. Therefore, it is incorrect to assume that all documents are assigned with a revision number.

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12. Identify training needs as per Procedure ______ Training and Awareness.

The correct answer is "COMPETENCE, Competence, competence." In this context, the question is asking for the procedure that should be followed to identify training needs. The word "competence" refers to the knowledge, skills, and abilities required to perform a specific job or task effectively. Therefore, identifying training needs based on competence ensures that employees receive the necessary training to enhance their job performance and meet the required standards.

Explanation

The correct answer is "COMPETENCE, Competence, competence." In this context, the question is asking for the procedure that should be followed to identify training needs. The word "competence" refers to the knowledge, skills, and abilities required to perform a specific job or task effectively. Therefore, identifying training needs based on competence ensures that employees receive the necessary training to enhance their job performance and meet the required standards.

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