HUQAS APPAREL

System Procedure For Documented Information

Document #: HA-SP-01 Issue No. 01 Issue Date: 01-04-2022

System Procedure for

Documented Information

In Compliance with ISO 9001:2015 and ISO 14001:2015 Standards

(Clause # 7.5 and Sub Clauses)

Copyright

The copyright of this procedure, together with all confidential information contained herein is the
sole property of Huqas Apparel.

It may be copied in full or in parts only by the Management / personnel and only for the purpose
of textile products manufacturing related activities. Disclosure and copying of any information
contained within this procedure to any person(s) outside the employee of Huqas Apparel without
written permission/authorization of the Manager HR & Admin or CEO is strictly prohibited.

Prepared By: _________________________ 01st April 2022

Manager HR & Admin/MR

Reviewed By: _________________________ 05th April 2022

Director

Approved By: _________________________ 11th April 2022

CEO

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 HUQAS APPAREL
System Procedure For Documented Information
Document #: HA-SP-01 Issue No. 01 Issue Date: 01-04-2022

Amendment Sheet

Section Amendment
Date Revision # Amendment Detail Signature
Affected Approved by

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 HUQAS APPAREL
System Procedure For Documented Information
Document #: HA-SP-01 Issue No. 01 Issue Date: 01-04-2022

1.0 PURPOSE:

The purpose of this procedure is to;

 Provide mechanism for creating and updating documented information which
includes identification and description, appropriate format, review and approval
prior to issue.
 To ensure documented information availability and suitability for use, where and
when it is needed, adequate protection, applicable distribution, access, retrieval,
usage, storage, preservation, control of changes, traceability, retention and
disposition of documented information.
 For communication of information
 To maintain evidence of conformity
 For knowledge sharing
 To disseminate and preserve the organization’s knowledge and works.
 To ensure the controlling of documented information required by ISO 9001:2015
and ISO 14001:2015 standards.

2.0 SCOPE:

This procedure covers the generation, review, approve, control, distribute and
change mechanism for all internal and external documents of HA.

3.0 DEFINITIONS, ABBREVIATIONS AND CONCEPTS:

HA Huqas Apparel
IMS Integrated Management System (Quality Management System and
Environmental Management System)
QMS Quality Management System
EMS Environmental Management System

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 HUQAS APPAREL
System Procedure For Documented Information
Document #: HA-SP-01 Issue No. 01 Issue Date: 01-04-2022
SP System Procedures (Quality Management System and Environmental
Management System combine procedure as per requirement of ISO
9001:2015 and ISO 14001:2015 Standards)
QP Quality Procedures (Quality Management System Procedure as per of
ISO 9001:2015 Standard)
EP Environmental Procedures (Environmental Management System
Procedure as per of ISO 14001:2015 Standard)
MR Management Representative
HOD Head of Department
JD Job Description
WI Work Instructions
CR Common Record (Integrated Management System Record)

4.0 RESPONSIBILITIES AND AUTHORITIES:

4.1 CEO
4.2 Director
4.3 Manager HR & Admin/MR
4.4 Production Manager
4.5 Manager PPC
4.6 QA Manager
4.7 Departmental HODs

5.0 PROCEDURE

5.1 Documents Hierarchy:

The IMS documented information is categorized into four levels due to their nature.

Level 1 Quality Policy, Environmental Policy, Other Related Policies, Quality

Objectives, Environmental Objectives and IMS Scope
Level 2 System Procedures, Quality Procedures, Environmental Procedures
And Process Flow Chart

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 HUQAS APPAREL
System Procedure For Documented Information
Document #: HA-SP-01 Issue No. 01 Issue Date: 01-04-2022
Level 3 Job Descriptions and Work Instructions
Level 4 Records and Formats
5.2 Documents creating and updating:
Manager HR & Admin is responsible for creating and updating of integrated
management system documents. While creating and updating, it will be ensured
that document title, issue/review date, author designation, reviewed & approved by
etc. are mentioned on it. It will also be ensured that document is properly identified
and a number is allotted according to the Document Management Chart.

5.3 Review of documents:

After creating/updating, Manager HR & Admin will ensure that that all quality,
environmental compliance obligations and other applicable requirements are
included and forward the document to Director for review the draft version of
documents for suitability. Director will review the draft version of the document for
its suitability and if he finds any changes needed, he will instruct to Manager HR &
Admin for amendments incorporation.

5.4 Approval of documents:

After amendments Manager HR & Admin will check the document finally for
contents, style, correction, completeness and comprehensiveness. If acceptable,
the system document will be approved and signed by CEO.

5.5 Documents controlling:

All integrated management system documents (except forms) will be
controlled by stamping “Controlled Document” in green. All integrated management
system documents will be issued control number according to the Document
Management Chart. Controlled documents shall not be photo copied by recipients.
Any one requiring an extra copy or any information must obtain the same from
Manager HR & Admin who will issue an uncontrolled copy. This will be stamped in
blue as” Uncontrolled Document”. Forms may be photocopied. Manager HR &
Admin will maintain one set of current forms format.

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 HUQAS APPAREL
System Procedure For Documented Information
Document #: HA-SP-01 Issue No. 01 Issue Date: 01-04-2022
Computer data will be stored in server hard disk. Backup of server is stored
on separate Hard Disk in offsite facility.
IT Officer will take back up of server regularly normally at the end of week and
maintain record. All sensitive and confidential data will be stored in an
encrypted format.
All Oracle Base Data will be stored for long life and internal working data will
be stored for at least 3 years. After completion of retention period, internal
working data will be deleted with the approval of CEO.

5.6 Initial release of documents:

Manager HR & Admin will be responsible for distribution of approved
document. All documents will be stamped as “Controlled Document” in green
colour. Manager HR & Admin will distribute the documents by taking
acknowledgment in Document Distribution List and distribute these documents to
concerned staff. Document Master List contains the information as follows:

 Document Number
 Document Title
 Retention Period
 Responsibility
 Location

5.7 Change mechanism of documented information:

Document Update Request can be raised by any employee in case of any
changes identified within system documents on the basis of their needs. Document
Update Request will be submitted to Manager HR & Admin.
Manager HR & Admin will forward the same Document Update Request for
necessary approval to designee who will initially approve the same documents. In

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 HUQAS APPAREL
System Procedure For Documented Information
Document #: HA-SP-01 Issue No. 01 Issue Date: 01-04-2022
case of new document creation, the Document Management Chart will be followed
for preparation, review and approval.
If the Document Update Request is approved, the said document will be
prepared/updated, reviewed and approved by designee as per Document
Management Chart.
Manager HR & Admin will verify the revision status of revised system document and
releases it on current status. Manager HR & Admin will update the Document
Master list accordingly and he will distribute the documents as per defined
mechanism. In case of updated document distribution, he will ensure that all
obsolete documents are removed and destroyed.
Manager HR & Admin will keep one original copy of old document as record with
“Obsolete Document” stamp in red color at least for one year after obsolete.
If Document Update Request is rejected, Manager HR & Admin will inform the
concerned person about the status and reason of rejection.

5.8 Availability of documents:

Manager HR & Admin will ensure that all points of use have the relevant
version of the applicable documents. In case of system generated documents, IT
Officer will give the access to relevant employees and provided trainings to use it.

Manager HR & Admin will have one set of complete integrated management
system documents. Photocopies of formats are allowed for routine use.
Manager HR & Admin is authorized to make minor hand written amendments
(addition/deletion of words, spelling mistakes etc) on documents with his initial, and
in next issue the document will be updated.
Manager HR & Admin will be responsible for ensuring prompt removal of all
obsolete documents from all points of use and prior to issuing of new document or
revisions destroying them except one copy, which will be kept for record. Such
copies will be stamped in Red as “Obsolete Document”.

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System Procedure For Documented Information
Document #: HA-SP-01 Issue No. 01 Issue Date: 01-04-2022
5.9 Controlling of External Origin documented information:
Manager HR & Admin will control all relevant external origin documents and
prepare the Master list for External Origin Documents.
Documents of external origin will be identified by their original name. Their
distribution will be controlled in the same manner as the controlled documents. All
documents of external origin will be allotted Controlled No. as per defined in
external origin document list and stamped in green as “Controlled Document” on
the first page.

5.10 Indexing and Filing.

All data will be collected on forms and registers generated as integrated
management system record. All records will be properly index, fill and collect in all
departments as identified in the end of relevant procedures. All files will be
arranged in an orderly manner.

5.11 Access to records.

Manager HR & Admin will be responsible to ensure that accessibility to
integrated management system records is restricted to authorized staff only.
Manager HR & Admin and Internal Audit team members and any other personnel
(with the approval of Manager HR & Admin) are authorized to check integrated
management system records at any time as needs arise.

5.12 Retention and Disposition.

The records in hard form will be kept for 3 years or till the retention period as
mentioned in the end of relevant procedure related document section or Document
Master List. After the defined retention period, Manager HR & Admin will review the
documents and if the document is needed then it will remain as it is and if it is not
necessary to retain it, it will be discarded after approval from CEO on Record
Disposal Request. Manager HR & Admin will destroy the records after the
completion of its retention period.

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 HUQAS APPAREL
System Procedure For Documented Information
Document #: HA-SP-01 Issue No. 01 Issue Date: 01-04-2022
6.0. RELATED DOCUMENTATION

Sr. Document name Document Number Retention Period

#

01 Document Master List SP01-CR-01 3 Years

02 Document Distribution List SP01-CR-02 3 Years
03 List of External Origin Documents SP01-CR-03 3 Years
04 Document Update Request SP01-CR-04 3 Years
05 Document Management Chart SP01-CR-05 3 Years
06 Request for Records Disposal SP01-CR-06 3 Years
07 Data Backup Log Sheet SP01-CR-07 3 Years

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