TIALOC GROUP

EHS PROCEDURE Sheet: 1 of 7

Doc No.: EP-04-01
TITLE: CONTROL OF DOCUMENT
Rev. No.: 00

1.0 Purpose

To define a procedure for the control of documents, issued and changes/

modification used in the Management Systems.

2.0 Scope

This procedure applies to all documents used in the company such as

Manual, Procedures, Standard Work Methods, Plan and Standard Documents
in Environmental, Health and Safety Management system.

3.0 Reference

3.1 Manual and Procedure.

4.0 Definitions

4.1 Documents
Documents shall include Policy, Manual, Procedures, Standard Work
Methods (Work Instructions), Plans and Standards Documents.

4.2 Manual (M)

It is a document stating the policy and objectives of the company. It describes
the management systems and procedures of the organization, which may be
used for internal I external purposes.

4.3 Procedure (P)

It is a document detailing the purpose and scope of an activity, specifying by
whom and how the activity is to be managed correctly.

4.4 Standard Work Methods (SWM)/ Work Instruction (WI)

Standard Work Methods/ Instruction are meant for the operators and workers
to follow when they perform a specific job.

4.5 Record (R)

Records means data collected in forms for EHS management system

4.6 Plan (PL)

A document setting out the inspection and test points, criteria, the responsible
parties and EHS Records to be maintained.

4.7 Program (PRG)

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EHS PROCEDURE Sheet: 2 of 7
Doc No.: EP-04-01
TITLE: CONTROL OF DOCUMENT
Rev. No.: 00

A document setting out the planned series of future events or performances

4.8 Standards Document (SD)

Standards Documents such as Malaysia Standards (MS), Singapore
Standards (SS) and British Standards (BS) are meant to provide
recommendations and general guidelines or criteria for relevant area of works
or materials.

4.9 Controlled Copy

An identifiable copy of the Documents that is approved, distributed, revised
and replaced through authorization to assure that it reflects all current
requirements.

5.0 Responsibility

5.1 The MD/ CEO is responsible for approving the Manual and Procedure.

5.2 The Management Representative is responsible for reviewing all the Manual
and procedure and responsible for the control and distribution of the Manual,
Procedures, Standard Work Methods and Standard Documents.

5.3 The Department Head (HOD) is responsible for updating / reviewing individual
procedure periodically and keeps the MR informed for the changes to be
approved

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EHS PROCEDURE Sheet: 3 of 7
Doc No.: EP-04-01
TITLE: CONTROL OF DOCUMENT
Rev. No.: 00

6.0 Procedure

6.1 Document Issuance/ Distribution/ Control Process Flow

Responsible Process Flow Description Forms

Staff as per P r e p a re / R e v i s e
Document 6.1 The documents should be
Appendix C
p r e p a re d / re v i s e d b y s t a f f a s p e r
Appendix C below.
No t
6.2 Once the document has been
MR/ DMR/ DC OK
Check p r e p a re d i t s h o u l d b e s u b m i t t e d t o
staff as per Appendix C below to
OK c h e c k t h a t i t c o m p l i e s wi t h s t a n d a r d
Re q u i r e m e n t s .
NO 6.3 The documents need to get final
CEO/ MR Approval approval from Management as per
A p p e n d i x C b e l o w, b e f o re i t c a n b e
issued out.
YES
6 . 4 T h e DC s h a l l u p d a t e t h e Do c u m e n t
Document
Issue & Do c u m e n t M a s t e rl i s t / Re v i s i o n M a s t e rl i s t /
C o n t r o l l e r/
R e c o rd Re c o rd a c c o rd i n g l y . Re v i s i o n Re c o rd
Assignee
6 . 4 . 1 A l l c o n t ro l l e d d o c u m e n t s m u s t (ER-04-02)
b e s t a m p e d wi t h a b l u e d o c u m e n t
control stamp on the second page.
Document 6 . 4 . 2 T h e DC s h a l l d i s t ri b u t e t h e
Stamp &
C o n t r o l l e r/ controlled documents to staff as per
D i s t ri b u t e
Assignee A p p e n d i x A b e l o w.
6 . 5 Re c e i v e r o f d o c u m e n t s h a l l Co n t r o l l e d
Staff as per Acknowledge & a c k n o wl e d g e t h i s i n t h e D o c u m e n t Do c u m e n t
appendix A Return Obsolete Di s t ri b u t i o n l o g . Di s t ri b u t i o n L o g
C o p y (i f a n y ) 6.5.1 The obsolete copy (if any) (ER-04-01)
s h a l l b e re t u r n e d p ro m p t l y t o D C.
6.5.2 Obsolete Documents shall be
s t a m p e d O b s o l e t e Co p y a n d D C
NO
All Changes shall file one copy for a retention
p e ri o d o f 3 y e a rs .
Ch a n g e Re q u e s t
YES 6.6 All document changes shall be
End Form
re q u e s t e d v i a t h e c h a n g e re q u e s t
(ER-04-03)
f o rm t o t h e M R .
NO 6 . 6 . 1 T h e c h a n g e re q u e s t h a s t o b e
Staff as per Approval
Appendix C re v i e we d a n d a p p r o v e d b e f o r e t h e
YES d o c u m e n t i s re v i s e d a c c o rd i n g l y .

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EHS PROCEDURE Sheet: 4 of 7
Doc No.: EP-04-01
TITLE: CONTROL OF DOCUMENT
Rev. No.: 00

6.7 Document Indexing System

6.7.1 The Manual shall be indexed as follows:

XM-01

XM = X Manual, When
EM = E for EHS (Environmental, Health and Safety)
OHSM = OHS for Occupational Health and Safety
01 = 2-digit Running Section Number
Rev = Initial Release default at 00, followed by 01, 02, 03..., for each
subsequent revision

6.7.2 The Procedure shall be indexed as follows:

XP-xx-00

XP = Procedures, when
EP-xx-00 (EHS related procedure)
xx = Related Clause Number & other management system
00 = 2 Digit Running Procedure Number
Rev = Initial Release default at 00, followed by 01, 02, 03..., for each
subsequent revision

6.7.3 The Forms shall be indexed as follows:

XR-xx-00
XR = Records, when
ER-xx-00 (EHS related)
xx = Related Clause Number & other management system
00 = 2 Digit Running Form Number.
Rev = Initial Release default at 00, followed by 01, 02, 03..., for each
subsequent revision

6.7.4 The Standard Work Methods and instruction shall be indexed as follows:
SWM-xx-00
SWM = Standard Work Method
xx = Related Clause Number if Quality relevant
00 = 2 Digit Running Work Instruction Number

EHS-WI-00
EHS = Environmental, Health and Safety
WI = Work Instruction
00 = 2 Digit Running Work Instruction Number
6.8 Electronic Data Control

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EHS PROCEDURE Sheet: 5 of 7
Doc No.: EP-04-01
TITLE: CONTROL OF DOCUMENT
Rev. No.: 00

6.8.1 Password is set on computers dealing with sensitive information, such as

accounts data, company's profit and loss data.

6.8.2 Important files will be saved and back-up is done at the end of every week.

6.8.3 Back-up is done via back-up diskettes and media storage.

6.8.4 An anti-virus software system shall be installed in every computer system to

detect and remove viruses.

6.8.5 Upgrade of anti-virus software will be done as and when necessary.

6.8.6 All external-source diskettes shall be scanned before use.

6.8 Control of external origin document on Standards I Codes

6.8.1 A masterlist should be kept in each office for Standards I Codes (i.e. MS, SS,
BS Standard or Code of Practices) currently in use. Appropriate department
heads shall seek confirmation with the relevant Standard Body or check on
official web site, for the latest status of revision.

7.0 Records

7.1 ER-04-01 Controlled Document Distribution Log.

7.2 ER-04-02 Document Master list/ Revision Record.
7.3 ER-04-03 Change Request Form.

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EHS PROCEDURE Sheet: 6 of 7
Doc No.: EP-04-01
TITLE: CONTROL OF DOCUMENT
Rev. No.: 00

Appendix A : Docum ent Distribution List

Document Distribution
Engineering/ Admin/ Supply
Originator
Operation/ Production Chain/ Sales
EHS Plan (EM) One Set One Set MR
O H S Ma n u a l ( O H S M) One Set One Set MR
EHS Procedure (EP) One Full Set One Full Set All
S t a n d a r d W o r k Me t h o d
One Set NA All
( SW M)
O r g a n i za t i o n C h a r t ( O C ) One Set One Set Ma n a g e m e n t
C o m p e t e n c y Ma t r i x / J D One Set One Set H R Ma n a g e r
EHS Records (ER) One Set One Set All
One Set in Offices
E xt e r n a l S t a n d a r d / C o d e One Set in Offices and E xt e r n a l
and one Set in
one Set in Factories Parties
Factories

N o t e : G r o u p MR w i l l h a ve t h e o r i g i n a l c o p y o f X M, X P , SW M, O C , J D a n d f o r m s

Appendix B : Docum ent Ident if ication

Document Identification Stamp – in blue/ red ink

Original Copy = Unsigned, passwor d protected sof t copies, kept by

MR

Master Copy = Hardcopies stamped “ Mast er Copy”, kept by DC/

Deput y MR

Distr ibut ed Copy = Hardcopies stamped “Document Control” with blue

ink.

Old Copy = Hardcopies stamped “Obsolete Copy” with blue

ink.

Ref erence Copy = Copies stamped “Uncontrolled C opy” with red ink.

Note: Records/ Forms not included

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EHS PROCEDURE Sheet: 7 of 7
Doc No.: EP-04-01
TITLE: CONTROL OF DOCUMENT
Rev. No.: 00

Appendix C : Docum ent Review & Approval

Doc um ent P re pa r ed b y Che c ke d b y Ap p rov e d b y

De p ut y- /
Ma n ag em en t Ch i ef Ex ec ut i v e
Ma n ua l Ma n ag em en t
Re pr es e n ta t i ve O f f ic er
Re pr es e n ta t i ve
De p ut y- /
Ch i ef Ex ec ut i v e
Pr oc e d ur e All Ma n ag em en t
O f f ic er
Re pr es e n ta t i ve
Ma n ag em en t
SW M All De p artm en t He a d
Re pr es e n ta t i ve
Ma n ag em en t Ch i ef Ex ec ut i v e
O rg an is at i o n Ch ar t All
Re pr es e n ta t i ve O f f ic er
Com pe te nc y M a tr ix / Ma n ag em en t Ch i ef Ex ec ut i v e
HR M a na g er
JD Re pr es e n ta t i ve O f f ic er
O p era t io ns Ch i ef Ex ec ut i v e
P la n EH S Ma n ag er
Ma n ag er O f f ic er

R e vi s i o n H i s t o r y Approval
Retention
Rev Change E f f e c t i ve Prepared Checked Approved Period
By
No. Description date by by by
Name
00 New Issue 15/09/20 MR Sign Chitra.A Ya l i s SJ Chen 3 yr s
Date
Name
Sign
Date
Name
Sign
Date
Name
Sign
Date

DOCUMENT CONTROL