Doc.

No : QP:4:01
QUALITY SYSTEM PROCEDURE Rev. No. : 01
A1Engineers
Chennai-106. Page : 1 of 8
Control of Documents
Date : 19/01/2008
1.0 PURPOSE
 To ensure that all documents of QMS are controlled
 To ensure that relevant versions of applicable documents are available at points of use
2.0 SCOPE
2.1 DOCUMENTS OF INTERNAL ORIGIN.
2.1.1QMS Documents
 Quality Manual
 Quality System Procedure
 Work Instructions
 QMS formats
 Preventive Maintenance Plan Equipment.
 Preventive Maintenance Plan Tools Jigs & Fixtures.
 Competency Matrix.
 Master List of Documents.
 Lists
 Basis of Inspection.
 Capacity Data
 Audit Program
 Document Distribution Matrix

2.1.2 Product Related Documents

 Internal Drawings
 Process Flow Diagram
 Quality Plan
- Receiving
- QCPC
- Final
 Standard Operating Procedure
2.2 Documents Of External Origin
 Customer drawings / specification
 Agreement of Inspection
 National / International codes and standard
 Supplier Development Manual of Lucas -TVS
3 RESPONSIBILITY
Management Representative
4 RESOURCES
-
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QUALITY SYSTEM PROCEDURE Rev. No. : 01
A1Engineers
Chennai-106. Page : 2 of 8
Control of Documents
Date : 19/01/2008
5.0 PROCESS
5.1 PROCESS FLOW CHART
5.1.1 Internal Documents Preparation and Issue

ISO /TS 16949 Prepare QMS Customer Prepare Product

system of Documents & Drawings / Documents &
identification of Identify Specifications Identify
documents

Approve Documents

Distribution List Issue of New Documents Controlled Copies

Prepare and maintain

Set of documents Master List Master List

5.1.2 Internal Documents Change and Issue

Review of Quality Identify need DCN
Management, Change in for change
external Documents, System
and Product requirements

Review No Existing
Changes Documents

Yes
DCN & background Approve DCN
Information

Incorporate Revised Documents

Changes

Revised Documents Approve Approved Documents and

documents Amendment Record

Distribution Matrix Issue of new documents & Controlled Copies

Retrieve of old documents

Update
Master List

]
 Doc. No : QP:4:01
QUALITY SYSTEM PROCEDURE Rev. No. : 01
A1Engineers
Chennai-106. Page : 3 of 8
Control of Documents
Date : 19/01/2008
5.1.3 External Documents Change and accessibility

Document issued by Prepare Master List

external sources

Ensure accessibility by
user

Customer amendments, Update External Updated documents

Information from Document
publishing agency

Update Master List

5.2 PROCESS FLOW TABLE

5.2.1 Internal Documents Preparation and Issue

Sl.
Activity Input Output Res.
No.
1. Prepare QMS ISO/TS 16949 Prepared
documents and documents System of Documents
identify with Identification of Refer
unique code documents 5.3.1
(Refer 5.3.1) responsibil
Customer Prepared documents ity table
Product
Requirements and
Documents
Specification
2. Approve QMS Refer
documents for documents Approved 5.3.1
adequacy prior Prepared documents
Product documents responsibil
to issue Documents ity table
Issue of new documents Document
3. Controlled Copies MR
(Refer 5.3.2) Distribution Record
Master List of
Prepare and maintain Master Documents
4. Set of Documents MR
List of Documents & Lists. (ML:Doc)&
Respective Lists.
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Control of Documents
Date : 19/01/2008

5.2.2 Internal Documents Change and Issue

Sl.
Activity Input Output Res.
No.
1. Identify need for change Review of quality Document Change
management, Note
change in external
Initiator
documents, system
and product
requirements
2. Review Changes If Yes Document Change Approved DCN Refer 5.3.1
Note(DCN) with
responsibility
supporting
If No Existing Documents table
Information

3. Incorporate Changes Approved DCN Revised Documents MR

QMS Re-approved
documents Documents and
Refer 5.3.1
Approve Document
4. Revised Documents responsibility
documents Product Distribution Record
table
document Including
Amendments
Document
Issue of new documents and Distribution Record
5. Controlled Copies MR
retrieval of old documents (DDR)
Refer 5.3.2
Master List of
Prepare and maintain
Documents
6. Master List of Documents Set of Documents MR
(ML:Doc)&
& Lists.
Respective Lists.
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Chennai-106. Page : 5 of 8
Control of Documents
Date : 19/01/2008
5.2.3 External Documents Change and Accessibility
Sl.
Activity Input Output Res.
No.
1. Prepare Lists Documents issued Lists Prepared MR
by external sources
2. Ensure Accessibility to user External Documents - SM(O)
(Refer 5.3.3)
Customer Drg. / Customer
Updated Documents MR
specification/ AOI Amendments
Update
3. External Standards, codes Updated Standards,
document and statutory & Information from codes and statutory
MR
regulatory Publishing Agency & regulatory
requirements requirements
4. Update Lists Existing Lists Updated Lists MR
5.3 ACTIVITY NARATION
5.3.1 Responsibility Table
Responsibility Document
Document
Preparation Approval Identification system
Quality Manual MR CEO QM:sl
Quality System
MR CEO QP:X:sl
Procedures
Functional
Work Instructions M (O) WI:X:sl
Head
Functional
QMS QMS Formats MR. FM:X:sl
Head
documents
Preventive PMP:AA
Maintenance Plan
Equipment
Preventive FH M (O)
Maintenance Plan PMP: TL
Tools
Competency Matrix M (O) CEO CM:X:sl
Basis of Inspection. QA M (O) BI : PM
Capacity Data QA M (O) OP : CD
Audit Program MR MR Audit : PGM
Document
MR MR DD : DM
Distribution Matrix
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Responsibility Document
Document
Preparation Approval Identification system
Mater List of Documents MR MR ML: Doc.
List MR MR L:ABR:sl
Internal Drawings FH M (O) A1E:sl
Process Flow PFD: last three numbers of
QA QA
Diagram Part number: sl
Receiving QA QA QPR:YY :sl
Product
Related QCPC: last three numbers of
Quality In-process QA QA
Documents Plan Part number: sl
QPF: last three numbers of
Final QA QA
Part number:sl
Standard Operating SOP: last three numbers of
QA QA
Procedures Part number:sl
ABBREVIATIONS USED IN ABOVE TABLE
QM Quality Manual
QP Quality System Procedure
WI Work Instructions
FM Formats
PFD Process Flow Diagram
QPR Quality Plan – Receiving
QCPC Quality Control Process Chart
QPF Quality Plan – Final
PGM Program
SOP Standard Operating Procedures
AOI Agreement of Inspection
PMP Preventive Maintenance Plan
CM Competency Matrix.
A1E A1Engineers
BI : PM Basis of Inspection ; Purchased Material
OP : CD Operations ; Capacity Data
DD : DM Document Distribution ; Distribution Matrix
TL Tool
X Element of ISO/ TS 16949:2002 expressed up to one element (Ex. 4 etc)
YY Section expressed as PS(Press shop ),CNC( CNC Lathe shop & M/C(Machine Shop)
Sl Running serial number expressed as 01,02 etc,
Equipment expressed as DR(Drilling m/c),CNC( CNC Lathe m/c) LA(Lathe) GR(Grinding m/c)
AA
PS(Power Press),MI(Milling m/c) , CR(Compressor),DG(Generator)
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5.3.2 DISTRIBUTION, REVISION AND RE-DISTRIBUTION OF DOCUMENTS

 Distribution of documents
 Identify Master copy as “MASTER COPY” on the reverse side in Green Color on all
pages
 Identify Controlled copy as “CONTROLLED COPY” on the front side in Blue Color on
all pages
 Ensure all documents and re-produced copies are legible and clearly identifiable
 Distribute documents as per document distribution matrix.
 Maintain Document Distribution Record indicating, document type, document
number, revision, date and list of recipients
 On issue of new or revised documents, obtain the acknowledge of recipients
 Revision of documents
 At the time of preparation, start a new document with revision ‘00’
 Whenever changes are made, raise the revision number to next higher level (e.g.
01,02 etc.)
 Update Document Distribution Record and Record details of Amendments. Each
Document provided with Amendment Details column in the Last Page of the
respective Document.
 List of documents ( All the respective lists) will be updated by making pen
corrections as when required and revised once in three months.
 Re-Distribution of documents
 Distribute documents a per the instructions given in “Distribution of documents”
 It is the responsibility of the recipient to destroy the obsolete document
Incase it is required to retain obsolete document, retain the same after identifying the
document as “OBSOLETE COPY” in red color on all pages
 Engineering Change Specification
 Customer Engineering Standards / Specifications Changes to be reviewed and
Customer to be Communicated with in 15 Days from the receipt of change.
5.3.3 External Documents Change and Accessibility
 Contact M(O) for getting the documents in case of reference
 Contact Publishing Agency / Customer at least once in a year to obtain revised
documents /Amendments.
5.4 ACTIVITY GUIDE LINES
---
6.0 MONITORING, MEASUREMENT AND ANALYSIS

6.1. Monitor

Relevant Version of Documents are available at the points of use.

6.2. Measurement
 No. of NCR related to Document Control
6.3. Analysis
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 Doc. No : QP:4:01
QUALITY SYSTEM PROCEDURE Rev. No. : 01
A1Engineers
Chennai-106. Page : 8 of 8
Control of Documents
Date : 19/01/2008

7. DOCUMENTATION

7.1 Documents

SI Document title Document No.

No
1 Master list of Documents ML : Doc

2 Document Distribution Matrix DD : DM

7.2 Records

Sl Record title Format No. Retention

No Period Responsibility
1 Document Change Note FM:4.2:01 One Year Excluding MR
the year of creation.
2 Document Distribution FM:4.2:02 Life time MR
Record
3 Engineering Change FM:4.2:03 One Year Excluding M (O)
Notification the year of creation

Amendment Details
DCN Rev. Details DCN Ref. Rev. Details
Ref. No. No.
01 Formal review done & CEO name
amended

Approved & R. Narayanan

Date:
Issued By CEO&MR