Document and Data Control Procedure

Code: 

-- QP-4.05

Approved By: 

Managing Director

2 Supporting Documents

Quality Manual of  PPF, Section 4.2
ISO 9001:2008 Manual, Section 4.2.3
Master Documents List & Distribution Record (MDL-004)
Document/Format Revision/Updating Request Sheet (DR-0006)
Quality Record List (QRL-0023)

3 Procedure
3.1 Control Procedure for Documents and Data

All documents (internal and external) are numbered to identify different documents unique identification numbers are allocated. All the documents bear date of issue and implementation, revision number, and signature of writer, reviewer and approver.

3.2 Control Procedure for Documents and Data
The covering page of system manual bears:  (not applicable for Online QMS Documents)

• PPF Logo

• Document number.

• Issue number.

• Revision number.

• Writer.

• Revision date.

• Approver.

• Head office address.

• Control copy numbers.

Each page of the manual bears following.
Header:

• PPF Logo.
• Quality Manual.
• Document number.
• Issue number.
• Revision number.

Footer:

• Page number

3.2.2 Quality Procedure

MR is responsible for document and data control by maintaining a record of applicable procedures, revisions and their distribution. All departmental heads are responsible to keep and follow the relevant latest procedures.

3.2.3 Work Instruction
The departmental heads will display the work instructions in any easily accessible manner.

3.3 Document and Data Review, Approval and issue
Quality documents shall be written, reviewed and approved as per following:

All QMS Online Documents are subject to MDL-004 record.

Prior to issue of quality documents they are,
• Signed by authorized personnel after their review and approval respectively.
• Distributed to the concerned staff after taking signature on MDL-004. See section 3.4.
• Obsolete copies of the documents are retrieved immediately and disposed off by MR by shredding, but where necessary, he may retain them for legal reasons or for knowledge. He will maintain the MDL-004 signed by recipients of all documents. The rare distribution of obsolete documents shall be controlled via recorded memorandums.
• Documents for knowledge/legal purposes (if any) will be hand written or stamped “For Reference Only”.
MR shall ensure availability of pertinent documents to all sections.

3.4 Master Documents List & Quality Record List

An updated Master Documents List is maintained by MR, which controls the following documents:
• System Manual.
• Procedures.
• Work Instruction/Job Descriptions.

•Formats and Flowcharts

The list shall be refreshed whenever a change is made in the documents. A Master Distribution Record is also maintained which maintains the receipt of the documents issued to different departments at PPF. Two copies are prepared, one being kept with production department and the other with the department to which the documents are issued.
Whenever any sketch or drawing is obtained than the record of that will also be maintained, however this happen usually.

A similar list called the Quality Record List is also maintained for the different records being used at different departments of PPF.

3.5 Revision/Change/Addition/Deletion of documents

The head of the department can initiate revision/change/addition/deletion of the documents through the Document/Format Revision/Updating Request Sheet (DR-0006). The method of approval will be same as in 3.2.

4 Amendments

4.1 Changes in System Manual

Minor change up to one line can be made without affecting the issue number. If the change affects a significant part of the Manual, it will be changed with revision number, date etc.

4.2 Change in Procedures, Work instruction and Other Documents

MR will keep a record and put up the proposed change before management committee. If committee approves the change, the head of the department will update the documents. The changes are marked with vertical line on the side of the text when a document is completely revised; otherwise the change in the document is identified on the appropriate attachment. MR retains and maintains all the revision records. MR will log the revision of the documents in the Master Documents List.

5 External Documents

5.1 Receiving and Control
GM will receive and record all documents from customers. Documents relevant to production, inclusive of amendments, complaints standards and drawings, shall be forwarded to In Charge PP&C who will retain their record for three more years starting from the date the job is completed (See QP-4.16).
The specimen or any art work (usually this do not happen) when ever received from the client will be documented and a separate list of the documents will be made.
The composing department will take daily/ weekly back up of the computer in order to keep the information up to date and meet any miss-happening.

5.2 Amendments and Implementation

GM shall review the documents and ensure the customer a timely relevant response to his request. He shall have the customer requests reviewed by the pertinent department representatives for feasibility check. After approval, the amended and updated production documents will be distributed to the relevant department/section heads for implementation. Consequently I/C QA&C will update the Product Specification Sheet if it be affected.