Company Name

(100% Export Oriented Sweater factory)

DOC. NO: NSVL-SOP-QAD-241

DOCUMENTATION CONTROL PROCEDURE
Issued-02/01/2019 Revision: 00 Version: 001/19

Document Control Procedure

1. Purpose:
The purpose of this procedure is to ensure all departments keep the valid version of documents
and to standardize the document control procedure.
2. Scope:
This procedure applies to the management of controlled documents within the company.
3. Definition:
3.1 QM : Quality Manual;
3.2 QP : Quality Procedure;
3.3 WI : Work Instruction (Including Management System and Standared Operating
Procedure);
3.4 F : Form.
4. Responsibility:
4.1 Each department:
4.1.1 Responsible for composing the major operating procedures of the department;
4.1.2 Responsible for composing and reviewing the internal operation guidelines;
4.1.3 Responsible for composing the inter-departmental operation guidelines.
4.2 Representative of Management:
4.2.1 Responsible for approval procedure;
4.2.2 Responsible for composing the Quality Manual;
4.2.3 Responsible for the approval of document change request;
4.2.4 Responsible for reviewing the departmental operation guidelines.
4.3 General Manager:
4.3.1 Responsible for the approval of departmental operation guidelines;
4.3.2 Responsible for the approval of Standard Operating Procedures (SOP) and
Quality Manual.
4.3.3 Responsible for the management of the soft copy of the documents to ensure they
are up-to-date.
5. Procedures:
5.1 Categorization of Document
5.1.1 Management Document: Quality Manual, SOP and related operation guidelines;

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 Company Name
(100% Export Oriented Sweater factory)

5.1.2 Technical Document: Inspection Standard, Knitting Chart, Specification and work
instructions, etc,;
5.1.3 External Document: Including quality, environmental law, National /
International standard and clients’ standard, etc.;
5.1.4 Other Document: Including contract, certification, etc.
5.2 Coding of Document No.
5.2.1 QM is the short form of Quality Manual and coding is not applicable to this
document.
5.2.2 The format of the document no. of Quality Procedure document is QP-XX, where
XX is the sequential no., which starts from 01.;
5.2.3 The format of the document no. of Work Instruction is WI-QC-XXX, where
WI means this document belongs to Work Instruction.
QC is the department code.
XXX is the sequential no., which starts from 01.
5.3 Composition and Approval of Documents
5.3.1 Quality Manual is composed by Office, reviewed by Management Representative
and approved by the General Manager.
5.3.2 SOP is composed by the related departments, reviewed by Management
Representative and approved by the General Manager.
5.3.3 Internal guideline is composed by the related departments. The reviewing and
approval authorities are in accordance with Section 4 above.
5.4 Issuance of Documents, Record and Release of Digital Documents
5.4.1 Controlled documents include latest manual, procedure, operation guideline,
regulation, workflow, etc. Office is responsible to manage the controlled
documents. Any digital documents saved anywhere without Office authorization,
any document without company chop are all invalid. Original document must be
approved first, then the soft copy can be released to related departments via email
by Office. Only through this channel, the documents are considered as controlled
documents.
5.4.2 For any new or amended manual, procedure, operation guideline, workflow,
regulation, etc., the corresponding department need to complete and submit the
Distribution Form for Control Document to Office. The document needs to have
a red colour “Controlled Document” chop.
5.4.3 Office review and update the Master List of Documents once a year to show the
latest status of all documents.
5.5 Amendment of Document
5.5.1 When someone wants to make any change to quality manual, SOP and the
operation guideline, the applicant has to complete “Document Request Form”
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 Company Name
(100% Export Oriented Sweater factory)

with mentioning the reason of making the change. Change will be made after
reviewed by the department head and approved by the representative of
controller.
5.5.2 When making any change to quality manual, SOP and the operation guideline, the
version number has to be changed accordingly. The sequence of version number
is A, B, C, ….., Z, AA, AB, ….. and so forth.
5.5.3 After the version is updated, the approval process will be executed according to
section 5.3 above. The distribution process will be in accordance with section
5.4, Office will distributed the updated documents to the departments as listed in
“Distribution List of Controlled Document” and collect the expired document
back from each deparment.
5.5.4 Applicant fills up “Change Request Form”, then submits it together with the “to
be amended / superseded” document to department head to review and then to
representative of controller for approval.
5.5.5 Amendment and Cancellation of Form
A. The rules for amending and cancelling the ver
1) When amending a document, the version number needs to be updated in a
sequence of A, B, C, ….., Z, AA, AB, ….. and so forth.
2) Version no. is suspended if the document is cancelled.
B. Representative of Controller has the right to decide the change as stipulated
in “Change Request Form” would be effective or not. Once the change is
approved, the amended document is passed to Office to control and for
further distribution to the corresponding departments.
C. Any new / superseded documents must be recorded in “List of Controlled
Documents” immediately.
D. Once the application of having a new document / superseding a document
becomes effective, the old document would be superseded immediately.
E. If the contents of the old version form is basically the same as the new
version, users can still use the leftover old version forms.
5.6 Control of External Document
5.6.1 External document refers to the non-inhouse document or information received by
any department, e.g. national standard, law and regulation, tech pack that
provided by client, etc.
5.6.2 About the level 3 document and tech pack provided by the client, the responsible
person of the receiving department should verify it, then put an “External
Document” chop onto the document and then use it. The issuance procedure is
the same as other controlled documents. The original document should be
controlled and kept properly At the same time, it should be recorded in Master
List of Document with highlighting it is an external document.
5.7 Management and Update of Document
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 Company Name
(100% Export Oriented Sweater factory)

5.7.1 No one is allowed to amend and lend the controlled documents. Everyone should
ensure all controlled doucments are clear, neat and complete;
5.7.2 Should there be any changes to the company’s internal procedure, external law,
regulation and standard, the responsible person should amend the corresponding
documents timely.
6. Supporting Documents: Nil
7. Records:
7.1 Master List of Documents NH-AD-001-A
7.2 Document Control Record NH-AD-002-A
7.3 Application Form for Documents NH-AD-003-A
7.4 List of Obsolete Documents NH-AD-004-A
7.5 List of Controlled Documents NH-AD-005-A
8. Appendix: See attached form for details.

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confidentiality except when absolutely necessary and should be consistent with intended use. Page 4 of 4