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Oscar combs here from the ISO 9001 group today we're going to talk about a very important topic how to organize all of those documents that are in your organization part of your management system we've got policies we've got procedures forms so it's very important that we have a good structure to place those documents in so that the people that we want to read them the employees can find them so here is a very simple straightforward structure for your documents it's broken up into four levels level one is all of our important documents you can think of it like a top hat your policies your quality manual your objectives very high level documents these are the ones that we place in level one and they set the tone for the entire management system level two is where we put all those procedures and work instructions all the detailed things that tell people within the organization how to do things we put those into level two then level three level three is where we have all of the forms and the records so we have the procedures the procedures tell people what to do and the forms provide a record that those things were actually done they provide what we call objective evidence and then level four is where we put all the reference information things like your product specifications industry standards customer drawings all of these things so every document all those big volume of documents that you have in your company they all fit very nicely in one of these four buckets either level 1 level 2 level 3 level 4 ok and you see here in this slide here it provides a nice structure for your documents so what I would recommend that you do is that you structure all of your documents find all of your documents bring them in consolidate them on the network somewhere build a level for structure level one two three four folders on the network somewhere put those documents in the appropriate levels and you can also create sub levels so let's say in level one you had documents for the engineering department documents for the purchasing department so within level one you can you could create self folders for those other departments to even make it easier but now with Microsoft it does all the sorting and everything for you and really be necessary with a good smart naming convention so hopefully this video was helpful to you provide you with some pointers and tips on how to better structure your documents