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Document and records control procedure.

Purpose: This procedure ensures that all controlled documents are authorized prior to issue and that only documents of current revision status are being used.
Controls are put in place to ensure that documents kept are adequate for the purpose of identifying trends in quality improvement and measuring the need for and effectiveness of corrective action.



Scope: The procedure covers all referenced documentation used to fulfill the requirements of the Quality Management System.

Responsibility and authority: It is the responsibility of the Quality Assurance Manager to ensure a representative is nominated in order that all controlled manuals are maintained in accordance with this procedure.

Procedure: This procedure applies to all records that are generated by the Quality System and that are used for its monitoring. The Quality Assurance Manager has the authority to issue or amend documents as needed for the improvement of the Quality System. Approval is given by the Department Head and Quality Assurance Manager.

All controlled copies of the Quality Manuals and Procedure Manual & Work Instruction Manual are numbered and recorded in a register of manual holders, which is retained by the nominated representative.

When a change to a procedure is required, a review meeting may be held or a procedure amendment form is completed and given to the representative.

If all parties concerned agree to the amendment, the representative will amend the procedure and assign a new revision number. Before issuing the amended procedure the representative will collect all controlled manuals and remove the old procedures before inserting the new revision.

Records of procedure amendments are logged on the procedures manual amendment history.

If changes to documents contained in the master documents file are required then a new reference number will be assigned to all amended documents.

The representative will supervise all document amendments and will recall all previous issues.
These will then be stamped 'obsolete' and filed in the obsolete records file.
Any copy of the quality manual/procedure manual/work instruction manual issued purely for reference purposes, will be stamped 'uncontrolled copy', and will not receive any amendments, as controlled manuals will.

v  All procedures are identified by the four-letter code ABCD (As company name code) QP (Quality Procedures) followed by the two-number reference code that identifies the main references of the process. Three digit numbers are used to identify the individual procedures, separated by each reference.
v  All quality documents and records are identified by the four-letter code QR Quality Requirements followed by the two-letter department code that identifies the department generating the record.

Department codes currently used are as follows: -
v   QA: Quality Assurance
v   HR: Human Resources
v   TD: Technical Department
v   PO: Planning Office
v   MF: Manufacturing Department
v   MD: Maintenance Department
Three digit serial numbers are used to identify individual recodes generated by each department.

v  All Work Instructions are identified by the Company code - WI (Company name - Work Instructions) letter followed by the two-letter apartment code that identifies the department generating the instructions.

Department codes are as follows: -
QA: Quality Assurance
TD: Technical Department

Three digit serial numbers are used to identify individual recodes generated by each department.

N.B. - The Revision No identifies any amendments on the Procedures, Documents, Records and Work Instructions.

Related Procedures
v  Control of Quality Records
v  Control of IT.

Related Documents
v  Document Amendment Request Form
v  Document Amendment History
v  Testing Requisition
v  Weekly PM efficiency graph
v  Weekly Lots pcs category
v  Daily Line wise efficiency graph

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