STANDARD OPERATING PROCEDURES

FOR
DOCUMENTS & RECORD CONTROL

QUALITY MANAGEMENT
SYSTEM
ISO 9001:2008
SYSTEM PROCEDURE
Prepared By

Manager Representative

Approved By

Chief Executive

Abedin International Abattior

Raiwand Bypass Chunian Road, Riwand Pakistan
Tel No +92 (0)423

Owner: M R

Authorized by: C E

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STANDARD OPERATING PROCEDURES

FOR
DOCUMENTS & RECORD CONTROL

QUALITY PROCEDURE

Document & Record Control

Issue No.

Owner: M R

01

Issue Date :

December 15th 2009

Rev. No.

00

Authorized by: C E

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STANDARD OPERATING PROCEDURES

FOR
DOCUMENTS & RECORD CONTROL

DISTRIBUTION LIST

Copy No.

Owner: M R

Issued to (Designation)

Authorized by: C E

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STANDARD OPERATING PROCEDURES

FOR
DOCUMENTS & RECORD CONTROL

AMENDMENT SHEET
Revision
No.
Date

Owner: M R

Issue No.

Page No

Nature of
Amendment

Authorized by: C E

Approved by

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STANDARD OPERATING PROCEDURES

FOR
DOCUMENTS & RECORD CONTROL

1. Purpose
The purpose of this procedure is to establish and maintain a system
to control all documents that relate to Company quality system.
2. Scope
This procedure applies to all the documents, which comprise
quality system documentation of Company.
3. References
Quality System Manual
4. Procedure
Procedure Owner
Quality Management Representative (QMR)
5. Numbering the Documents
Each document or procedure is identified by a
unique number, which indicates the procedure number, issue
number, issue date and the procedure title.
The issue number is used to show that the
complete procedure has been issued or re-issued.
The revision number is used to show that an
individual page has been revised.
Step - I.

Step - II.

Step - III.

Owner: M R

Identification of Need /Creation of new documents

Any person in Company can identify the need to create a
new document or request a revision to an existing document. The
person suggesting the change does so using the Document Change
Request Form (F-1) and sends it to the QMR through his Manager.
Review by Manager/HOD
Manager logs the request in a register and allocates a
registration number to the request. Manager then sends the request
to the person who originally issued the document i.e. the Process
Owner.
Approval
The process owner checks the proposed revision and may
approve or reject the revision. Whenever a revision is approved, a
draft text is requested. A change which is not approved is recorded
by the Manager on the Document Change Request Form
explaining why change was rejected. The Form is returned to the
Manager concerned for information of the person requesting the
change.

Authorized by: C E

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STANDARD OPERATING PROCEDURES

FOR
DOCUMENTS & RECORD CONTROL

Step - IV.

Preparation of Draft
The draft of the proposed revision is prepared by the
individual who requested the change, passes a copy of the revision
to the Manager concerned who passes the same to the process
Owner.

Step - V.

Review of the Proposed Draft

Process owner then reviews the draft for its completeness,
approves the proposed draft and sends it to the QMR. If the change
is not accepted by QMR then a dialogue takes place with the
affected department to confirm the need for the revision. When the
proposed change affects more than one department, it may be
referred to the concerned personnel and their approval obtained.

Step - VI.

Interface with other Documents

The process owner in consultation with the QMR obtains
views of other departmental heads whose documents might be
affected by the proposed change. If the change is approved, the
revised document is created, checked and distributed. Manager is
responsible for the distribution of the documents. QMR will update
the Master List of Documents (MLD). The change to the affected
document is indicated by a bold vertical line on the right hand side
of the page, or paragraph or section, which has been revised. One
copy of the old document is kept as a reference document by the
QMR. This reference document will be clearly marked
OBSOLETE / SUPERSEDED.

Step - VII.

Collection and disposition of Old documents

The MR circulates the new or amended document to the list
of holders shown on the Master List of Documents (MLD), who
are responsible for ensuring that the old copies are destroyed. If a
document cannot be found, the responsible Manager is notified to
ensure that the OBSOLETE or SUPERSEDED document is not
used. The QMR updates the Master List of Documents (MLD) to
show that the new document has been circulated. The new
document revision and date of issue or issue reference number is
given.

Step - VIII.

Training
If considered necessary, QMR will consult the Training
Officer and arrange training for all staff affected by the proposed
document changes. The QMR will ensure that the training is
recorded; and that the staffs training records are updated.

Owner: M R

Authorized by: C E

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STANDARD OPERATING PROCEDURES

FOR
DOCUMENTS & RECORD CONTROL

Step - IX.

Updating of Master List

The QMR will review the records and ensure that the change
request has been completed and that Master List of Documents
(MLD) has been updated.

Step - X.

Maintenance of Records (Procedure for record control)

The identification, protection, storage, retrieval, disposal and
filing of records is to be carried out as follows:
a. Identification:
The record is to be identified by its unique number.
b. Filing:
The record is to be filed by the owner in its appropriate
folder.
c. Protection:
The owner of the record is responsible to protect it
against its unauthorized access by anybody.
d. Storage:
The owner is to ensure that the records are stored at a
safe place.
e. Retrieval:
The record is to be kept in such a manner that it could be
retrieved by the owner in the time of need.
f. Disposal:
The records should be disposed off properly when it is
not required or at its specified retention time.

6. Associated Documentation
F-1 Document Change Request Form
List of Records.
Training Form Record.
Obsolete Documents File.
Master List of Documents.

Owner: M R

Authorized by: C E

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STANDARD OPERATING PROCEDURES

FOR
DOCUMENTS & RECORD CONTROL

F1

DOCUMENT CHANGE REQUEST FORM

Originator:

Department:

Date:

Document Name & No.:

Revision #:

Issue #:

Nature of Change with reasons:

Date:
Approval of the Manager:

Signatures

Date:
Approval by the Process Owner

Signatures

Date:
Approval by the QMR

Signatures

Date:
Rev. No. Of Document After Change (to be given by MR):

Signatures

Date:

Signatures

Owner: M R

Authorized by: C E

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