17.3 Paraphrased Class II Characteristics

Another technique commonly used to paraphrase is to put the language into a table of contents format. A typical pattern for 7.6: Control of Monitoring and Measuring Devices is as follows:

Paraphrased example

The Excellent Corporation's control of monitoring and measuring devices procedure demonstrates that we do the following (refer to Doc. # MET-2-005):

Determine the measurements to be made and accuracy required;
Identify all monitoring and measuring devices that can affect product quality;
Define the process employed for the calibration of monitoring and measuring devices;
Identify monitoring and measuring devices with suitable indicators or approved ID records;
Maintain calibration records;
Assess and document the validity of previous inspection and test results when monitoring and measuring devices are found to be out of calibration;
Etc, etc, etc.

17.3.1 Discussion of the TOC Approach to Paraphrasing— Class II

The table of contents approach at first glance almost sounds and looks like a prescriptive set of quality policy statements. If we rewrite a few of the bullets, it will become easier to see the difference when responsive statements are actually used.

Recommended Quality Policy Statement Response

The identification, calibration, and adjustment of all equipment at the Excellent Corporation are the responsibility of operations engineering. Calibration plans are managed via logs that are maintained to indicate calibration cycles and frequency.
Calibration labels are used on all test, measurement, and inspection equipment to alert operators that calibration is adequate or due. If calibration is overdue, operators are to immediately alert operations engineering and suspend using the equipment until calibration is completed.
All equipment is sent out for independent calibration to companies selected on their capability with regard to using nationally known standards. Operations engineering maintains logs of all of these transactions. A Paradox database file, CALIBRAT.DB, is maintained listing calibration status for all equipment on a calibration cycle.
Etc, etc, etc.

17.3.2 Comment

Obviously, the feel is very different in the nonparaphrased response, and the information transmitted is far more useful to any reader of this manual. The rules of the house are clearly stated with respect to monitoring and measuring devices.

A quality-assurance manager who was interested in gauging the technical depth and metrological competency of the Excellent Corporation would be favorably impressed. In actual practice, they are deeply impressed.

It is important to note that this response requires that the section be written by those who are experts in the monitoring and measuring area. An experienced third-party assessor can tell within minutes the manual's authorship and whether it is technically sound. For example, a manual that has been written by the quality-assurance manager has one voice. The sections dealing with quality-assurance issues are interesting and informative. The rest of the manual can sound hollow and more like a summary of the Standard.