This concept of “Documents of External Origin” usually frustrates clients.  They first worry that every brochure and binder ever dropped off by a sales rep. has to be controlled as a document of external origin.  Though these were created externally, most are just kept for reference only.  It is best to have these in a separate area designated as reference only.

Documents of External Origin are those important documents needed to operate your quality system, but they were created externally.  These could be ASME Codes, ASTM Standards, API Requirements, etc.  I certified a Crash Test Company and they had to control all the testing specs from customers like Ford, Nissan, etc.

One of my clients used a diamond rating guide for how the cut diamonds were evaluated to an industry standard.  This guidance document was created by someone like DeBeers and the client used it.  It was controlled as a document of external origin – and yes it had a revision date.

Also, you do not have to make sure that you always have the latest version.  You have to make sure you have the appropriate version.  I had one client that used an older API Spec, because it was dictated by their customer in the purchasing agreement.

What has been your experience?