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06-Control of Documents Word Document

DOCUMENT CONTROL

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88 views

06-Control of Documents Word Document

DOCUMENT CONTROL

Uploaded by

Dinakaran
Copyright
© © All Rights Reserved
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
You are on page 1/ 5

Standard: ISO

9001:2015 SRI VINAYAGA FUTURA TECHNOLOGIES


Issue No/Date:
01/09.04.2021
Document Ref No: QSP- 06
Rev. No/Date: 00/09.04.2021 Title: Control of Documented Information

1.0 Purpose

To define the methodology to control the documents which includes


identification, review, approval, and availability of latest versions and used at
relevant points of use

2.0 Scope

This procedure is applicable to all the documents identified in the quality


management system.

3.0 Responsibility

Managing Partner

4.0 Procedure

Identification
The documents are identified by the information provided in the header of all
documents developed for effective implementation of the documentation. The
identification methodology is as follows:

# Document Codification Explanation


Description
Quality Manual QM-Quality Manual
1 (Level-1) QM/XX XX – Serial Number

2 Quality System Procedure QSP/XX QSP-Quality System Procedure


(Level-2) XX – Serial Number
SVFT- SRI VINAYAGA FUTURA TECHNOLOGIES
3 Work Instruction SVFT/YY/WI/XX YY- Department
(Level-3) WI– Work Instruction
XX- Serial No.

4 Document SVFT/YY/D-XX SVFT- SRI VINAYAGA FUTURA TECHNOLOGIES


(Level-4) YY-Department
D– Document,
XX – Serial No.

5 Record SVFT/YY/R-XX SVFT- SRI VINAYAGA FUTURA TECHNOLOGIES

Quality System Procedure Page 1 of 5


Standard: ISO
9001:2015 SRI VINAYAGA FUTURA TECHNOLOGIES
Issue No/Date:
01/09.04.2021
Document Ref No: QSP- 06
Rev. No/Date: 00/09.04.2021 Title: Control of Documented Information

(Level-4) YY-Department
R– Record,
XX – Serial No.
Review and Approval

The documents required for Quality Management System include Quality


Manual, Quality System Procedures, work Instruction and Documented
information.

The Quality Manual and Quality System Procedure are approved by Managing
Partner. The work instructions are prepared by process head approved by
Managing Partner.

Generation and issue control

The requirement for any new documents is informed to Managing Partner,


where the concerned personnel are consulted for the development of required
document.

After the development of document it is reviewed and submitted for approval


from the authority as explained above.

On approval Managing Partner receives the approved copy and identifies as


Master Copy. Relevant photo-copies are taken and issued to the concerned
functions by identifying them as Controlled Copy.

MANAGING PARTNER maintains a List of Document, and List of Record


maintained which contains the details of Revision Status, Doc No &
Responsibility for preparing & approving the documents where the new
documents are added into the list or modified documents are updated. The
modified documents are issued through Document Change Note.

When any modified documents are issued, the documents of previous version
are taken back and identified as Obsolete Copy. The obsolete copies are
either retained for reference purpose or destroyed.

Control of documented information

Quality System Procedure Page 2 of 5


Standard: ISO
9001:2015 SRI VINAYAGA FUTURA TECHNOLOGIES
Issue No/Date:
01/09.04.2021
Document Ref No: QSP- 06
Rev. No/Date: 00/09.04.2021 Title: Control of Documented Information

a) Identification:

Reference number and unique identification is given to a documented information to ease


retrieval as well as traceability. For example, reference serial number and / or the
Documented information Title.
b) Storage:

Medium of storage of information should be appropriate to its distribution needs, frequency of


retrieval, regulatory requirements and company policy. All the operational documents are
scanned and uploaded in the system. Hard copies of the documented information /
documents also stored in the office room.

c) Protection:

Documented information should be preserved to ensure Protection against access (to


information) and damage / loss of data. The soft copies of documents / documented
information are protected through the system and the hard copies of the documents are
protected through storage of the documents in the office room.

d) Retention time:

Time duration up to which documented information are kept should be decided taking in to
consideration requirements for Analysis of data (frequency) The retention period of the
documented information and documents are defined on the List of Records.

e) Disposition:

Method followed to dispose the documented information should ensure that the confidentiality
is maintained or information is not made public which otherwise may affect the business
interest of the organization. For example, after retention period, documented information may
be kept in documented information room for 3 years and then shredded OR soon after the
retention time, they are shred to avoid its unintended use.

Quality System Procedure Page 3 of 5


Standard: ISO
9001:2015 SRI VINAYAGA FUTURA TECHNOLOGIES
Issue No/Date:
01/09.04.2021
Document Ref No: QSP- 06
Rev. No/Date: 00/09.04.2021 Title: Control of Documented Information

f) The details of documented information Identification, Storage, Protection, Retrieval, and


Retention Time, Disposition method, medium of documented information (Hard or soft) and
responsibility are documented.
g) In respect of quality documented information maintained on computer system password
protection will be maintained. Maintains the approved copy of quality documented information
with current revision number.

h) When the documented information are to be maintained in electronic media, the following
Controls are provided,

a) Access control through password,


b) Back up media & frequency,
c) Use of anti-virus software for virus controls

Change control

Any changes in the documents are requested with functional head through
Document Change Note. Managing Partner reviews the nature of change
requested and in case of clarifications required the concerned personnel are
consulted.

On satisfactory review, the relevant documents are amended accordingly and


re-approved by the concerned authority as explained in the above. After the
approval, the same is issued to concerned personnel as explained in the
above.

Control of external organization documents

Documents from external origin like national /international agencies etc. is


maintained by respective functional heads as applicable to their scope of
work. The documents of external organization are maintained by Managing
Partner.

5.0 Reference Documented Information

Quality System Procedure Page 4 of 5


Standard: ISO
9001:2015 SRI VINAYAGA FUTURA TECHNOLOGIES
Issue No/Date:
01/09.04.2021
Document Ref No: QSP- 06
Rev. No/Date: 00/09.04.2021 Title: Control of Documented Information

1. List of Document
2. List of Record
3. List of External Organization Document
4. Document Change Note
5. Amendment Register

Prepared by:
Approved by:

Quality System Procedure Page 5 of 5

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