Technical Services

Document #: TS-0002
Document Control Procedure Version# 01

1. Purpose
The purpose of this procedure is to define the process used to control the
documents used by the Quality Management System for Technical Services.

2. Scope
This procedure applies to all documents used by Technical Services in the Quality
Management System as outlined in the Document Master List.

Any documents and forms required and supplied by Memorial University are
exempt from this procedure and must be used in accordance with the university
policies and procedures.

3. Definitions and Acronyms

Document Master List – a list of the controlled documents used by Technical
Services. The list is also used to record the document number, version number,
author, and approval information for each document.

Documents and Forms Webpage – a webpage, accessed from the Technical

Services website, where documents open to all members of Technical Services are
located.

Master Document Drive – a server drive space used to store the current and
archived documents used by Technical Services.

Internal Document Drives – a server drive space for documents that has
restricted access. These are on the mechcommon and eleccommon drives used by
the Mechanical and Electronics divisions respectively.

Printed copies of this document are considered uncontrolled documents.

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Technical Services
Document #: TS-0002
Document Control Procedure Version# 01
4. Responsibility
Document Control Coordinator – is responsible for implementing and
maintaining the document control system. This duty will be performed by the
Quality Assurance Project Manager.

Management – is responsible for identifying and establishing the documentation

required by the Quality Management System.

All Employees – are responsible for ensuring that only current versions of
documents and forms are used on the job, and for identifying and suggesting any
needed changes.

5. Procedure
5.1. Controlled Documents

5.1.1. The following types of documents are considered controlled and must
be maintained in accordance with this procedure:

- Quality Manual
- Procedures
- Work Instructions
- Forms

5.1.2. A Master Document List will be maintained by the Document Control

Coordinator. This list will include all the required information for
each controlled document.

5.2. Changing a Document

5.2.1. Changes to the Quality Manual, Procedures, Work Instructions, and

Forms may be initiated as a result of:

- A corrective or preventive action

- An opportunity for improvement
- The result of an internal or external audit

Printed copies of this document are considered uncontrolled documents.

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Technical Services
Document #: TS-0002
Document Control Procedure Version# 01

5.2.2. Changes to documents can only be implemented after they have been
reviewed and approved by the appropriate individuals.
5.2.3. All changes to controlled documents must be submitted to the
Document Control Coordinator using the Document Change Request
Form.
5.2.4. The Document Control Coordinator will inform the Division Managers
of the release date of changed documents. The Division Managers will
inform their respective personnel of the change.

5.3. Legibility and Identification

5.3.1. All documents are to be maintained in a legible manner. This includes

documents that may be handwritten or contain handwritten
information.
5.3.2. All controlled documents are to be identified by a title, document
number, and version number.
5.3.3. The document number will be in the form, TS-XXXX. The number
will be assigned as documents are added to the system.
5.3.4. The appropriate version number will be assigned by the Document
Control Coordinator.

5.4. Responsibilities and Approvals

5.4.1. The following responsibilities and approvals are required for the
outlined document types:

- Quality System Documents – Department Director and Document

Control Coordinator.
- Procedures – Division Manager and Document Control
Coordinator.
- Work Instructions – Division Manager and Document Control
Coordinator.
- Forms – Division Manager and Document Control Coordinator.

5.5. Document Distribution

5.5.1. The Document Control Coordinator will be responsible for the

distribution, maintenance, and removal of all controlled documents.
Printed copies of this document are considered uncontrolled documents.

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Technical Services
Document #: TS-0002
Document Control Procedure Version# 01

5.5.2. All employees will have access to the Document Master List, to verify
that they are using the latest version of a document.

5.6. Periodic Review

5.6.1. On an annual basis, all the controlled documents used by Technical

Services will be reviewed, unless specified on the document.
5.6.2. The documents will be reviewed by the Director and Division
Managers, and discussed as part of the Administrative Meeting
process.
5.6.3. The record of the review will be contained in the Administrative
Meeting minutes.

5.7. Temporary Documents

5.7.1. Temporary documents such as postings, memos, etc. providing

temporary requirements, deviations, reminders, etc. pertaining to the
Quality Control System must be signed and dated when posted.
5.7.2. Temporary documents do not need to be logged in the Document
Master List, and must be removed when no longer needed or within 12
months of posting, whichever comes first.

5.8. Obsolete Documents

5.8.1. Obsolete documents are to be removed from use when a new version
of the document is distributed.
5.8.2. Historical copies of obsolete documents will be maintained by the
Document Control Coordinator.
5.8.3. Historical Documents will be maintained for a minimum period of 5
years and then destroyed as per university policy and procedure.

5.9. External Documents

5.9.1. It is the responsibility of the Division Manager to ensure that external

documents, such as standards, regulations, and customer supplied data
is clearly identified, properly stored, and regularly maintained.

Printed copies of this document are considered uncontrolled documents.

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Technical Services
Document #: TS-0002
Document Control Procedure Version# 01

6. Document Storage Locations

Master Document Drive QAcommon

Documents and Forms Webpage http://www.mun.ca/ts/Quality_Assurance/
mechcommon/documents mechcommon
eleccommon/documents eleccommon
Projects projects

7. Quality Records
Record Name Record Location Record Access Storage Method Retention Time
Document Change QAcommon Document Control Scan to locked As per Control
Request Coordinator, PDF file. of Records
Director, Managers
Review Minutes Main Office Document Control Administrate As per Control
Coordinator, Meeting Minutes of Records
Director, Managers

8. Reference Documents
8.1.Document Change Request Form TS-0020
8.2. Document Master List TS-0021

9. Change Log

Revision Date Approval Description of Change

Oct. 15, 2012 Rick Meaney Initial Release

Printed copies of this document are considered uncontrolled documents.

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