Escolar Documentos
Profissional Documentos
Cultura Documentos
No: ESCL-QSP-001
Rev. No: 00
Issue Date:12th Nov, 2012
Page 1 of 7
DOCUMENTS CONTROL
PROCEDURE
Issue Date
Revision
12/11/2012
Identification
First Issue
Prepared by
Management
Representative
(MR)
Reviewed
Approved by
by
Production
Manager
Managing
Director
Change/Amendment No.
Date
Page
Description of Change/Amendment
Rev. No: 00
Issue Date:12th Nov, 2012
Page 3 of 7
1.0
PURPOSE
The purpose of this procedure is to define the controls needed for the approval, issue,
review, update, revision, and withdrawal of all documents associated with any work
activity carried out in the company.
2.0
SCOPE
This procedure covers all documents required to demonstrate implementation of
ESCL Quality Management System and fulfillment of project requirements.
3.0
REFERENCES
NIS ISO 9001: 2008, Quality Management Systems Requirements.
NIS ISO 9000: 2005, Quality Management Systems - Fundamentals and Vocabulary
ESCL Quality Manual (ESCL-QM-001)
Form 101, Master list of ESCL Quality Management System Documents.
Form 102, Distribution Record of Documents.
Form 103, Document Change Request
Form 104, Document Transmittal
4.0
4.1
4.2
4.3
4.4
4.5
Document: Information and its supporting medium. This includes but is not limited to
Quality Manual, procedures, specifications, drawings and records in any form or type
of medium.
4.6
4.7
4.8
5.0
5.1
5.2
MR: Responsible for the distribution, control and maintenance of ESCL Quality
Manual, applicable procedures and other relevant documentation of the Quality
Management System.
5.3
5.4
All Staff:
applicable documents.
6.0
PROCEDURE
6.1
6.1.1 All documents required by the Quality Management System are approved before
issue.
6.1.2 Relevant documents, their updates or revisions are issued to department/unit heads.
They are responsible for making the documents available to various points of use or to
individuals in their areas of activities required to use them.
6.1.3 The MR maintains the master copies, master list and distribution records of the quality
management system documents distributed by him with issue dates and revision
status of the documents (see Forms 101 and 102). The master list and master copies
are maintained and made readily available to preclude the use of invalid and/or
obsolete documents.
6.1.4 The department/unit heads maintain distribution lists and master copies of all
documents originating and distributed by them.
6.1.5 Every maintained document as a minimum has identity (title) and status (date). Every
document holder handles, protects and stores such a document in order to remain
legible, readily identifiable and retrievable.
6.1.6 Every personnel ensure that he is in possession of the latest issue of a particular
document and that he understands and are fully conversant with the documents
relevant to his function and activities.
6.1.7 Documents of external origin necessary for planning and operation such as client
specifications are identified (e.g. by stamping date received), recorded and handled
confidentially and distributed only to the personnel whose job requires they have such
information and not for distribution outside the company.
6.1.8 Every document for distribution outside the company is accompanied by document
transmittal (Form 104).
6.1.9 Document Numbering
6.1.9.1 Quality Management System documents are identified by means of an
Alpha-
(b)
6.1.9.4 Documents generated for specific client project are numbered in accordance with
established project requirements.
6.2
(a)
Rewrite the document or page in question to submit for review and approval as
appropriate.
6.2.6 Where a change is accepted and approved by the appropriate person(s), then the
document or page thereof is issued for use.
6.2.7 The MR and other management function(s) assess the effect of any proposed change
on contractual, statutory and regulatory requirements and the Quality Management
System and its continued compliance with the requirements of NIS ISO 9001: 2008.
6.2.8 Amendments/changes to documents are numbered consecutively until such time a
new revision or version incorporates all such changes. Such a revision is made after
twenty amendments to a document when the document is re-issued or when changes
have taken place in the organization that warrants review and revision of appropriate
documents or when a new revision of applicable standard is issued.
6.2.9 A change/revision to a document that warrants a change/revision to related
documents is carried out at the same time (e.g. Quality Manual and procedures).
6.3
6.3.1 The revision status and issue date of a document is indicated on the document as
appropriate.
6.3.2 A change/amendment page to identify changes/amendments made in a document is
maintained when appropriate. The page indicates all the changes/amendments made
in the current revision of the document.
6.4
6.4.1 Obsolete documents are removed from the point of use or issue, or otherwise
controlled to prevent unintended use.
6.4.2 All holders of updated controlled documents are issued with amendments as they
arise by the document controller. It is then the responsibility of the registered holder to
ensure that the amendment is included in the appropriate document and superseded
copies (pages) removed / destroyed.
6.4.3 Department/unit heads are responsible for the removal or control of obsolete working
documents as it relates to their various departments/ units.
6.4.4 Where there is a need to retain an obsolete document e.g. for legal or knowledge
preservation purposes, it is the duty and responsibility of the personnel retaining the
obsolete document to identify the document by writing FOR REFERENCE ONLY, or
HISTORY or REVISED on the document as appropriate.
7.0
RECORDS
7.1 Master list of ESCL Quality Management System documents (Form 101)
7.2 Distribution record of ESCL documents (Form 102)
7.3 Master copy of documents.
7.4 Document Change Request (Form 103)
7.5 Identification of obsolete documents
7.6 Identification of documents of external origin.
7.7 Document Transmittal (Form 104).