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Control of Records SOP

This document outlines procedures for controlling records at Biz-Partner Group Co., Ltd. It assigns responsibilities for maintaining records to various managers and describes the procedures for identifying, storing, retaining, and disposing of records. Key responsibilities include the logistic manager recording goods records, the store man recording monitoring devices and orders, and the finance manager recording invoices and waybills. The procedures specify how records are maintained, identified, stored in a secure filing system or register, retained for the required periods, and disposed of after the retention time is exceeded.

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339 views3 pages

Control of Records SOP

This document outlines procedures for controlling records at Biz-Partner Group Co., Ltd. It assigns responsibilities for maintaining records to various managers and describes the procedures for identifying, storing, retaining, and disposing of records. Key responsibilities include the logistic manager recording goods records, the store man recording monitoring devices and orders, and the finance manager recording invoices and waybills. The procedures specify how records are maintained, identified, stored in a secure filing system or register, retained for the required periods, and disposed of after the retention time is exceeded.

Uploaded by

BPG Service
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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SOP : Control of Records

Version 1

Biz-Partner Group Co.,Ltd

SOP Title Control of Records

Date of
10 January 2020
Issue/Implementation

Written by Name: Phyo Wai

Position: Business Manager/Service Operation Manager


Date: 10- 01- 2020

Signature:

Name: Mr.Sithu Aung


Position: CEO
Date: 10-01-2020

Signature:
Approved by

Version Number Version 1

Page 1 of 3
SOP : Control of Records
Version 1

1. Objective

To ensure uniform records management and maintain comprehensive records to standardize


administrative procedures.

2. Scope

This SOP shall outline the procedure for the controlling the records and address identification,
access, filing, storage, retention and disposal records.

3. Responsibility

Logistic manager is responsible to keep the records of incoming goods, packing lists and pack-
out goods and register them.
Store man records the monitoring devices, delivery notes and the orders.
Finance manager is responsible to keep the records of Invoices, Waybills.
RA manager records Licenses, FDA Approvals, and documents from Suppliers

4. Procedure

- Records are maintained to provide evidence of the conformity, implementation, and


effective operation of the quality management system.
- All records are required to be legible, accurate, readily identifiable and appropriately
retrievable.
- Capturing a record is achieved by placing it within a structured filing system, either in a
paper based or electronic record system. In this way the document is connected to other
documents providing context for the person who will subsequently retrieve the information.
- Records are identified with a descriptive title that clearly labels the records.
- Each record is assigned a unique name, a reference number or alphanumeric identification
to distinguish it from the other records.
- Records should be saved in the files and prevent duplication.
- A record register is required to track unstructured records to enable important records to be
located and effectively managed.
- A register must be functionally structured and in an appropriate format
- The register must be developed and maintained over time as part of a routine process.
- All records that have been created must be stored in a safe environment which is conductive
for preservation of records.

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SOP : Control of Records
Version 1
- Storage place must be lockable to prevent unauthorized entry.
- When file covers have been worn out, they must be replaced to ensure effective protection
records.
- When records are sent to off-site archiving, they must be appropriately packaged and
recorded.
- Records are disposed when the retention time has been exceeded. Disposition may be to
discard or destroy the records or to put them in long-term storage.

Page 3 of 3

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