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FSMS 003 Document Control

Introduction

It is company policy to operate a document control system within the

scope of the Food Safety Quality Management System and to meet the
requirements of international standard ISO 22000:2018.

Scope

All documents determined by the company to be necessary to ensure

the effective planning, operation and control of the processes are
controlled within the food safety quality management system.

Procedure

The documentation which defines the Food Safety Quality Management

System is controlled. The company operates a system of document
control for procedures and standards which will enable the following
activities:

- All documentation is reviewed for adequacy before approval be

authorised personnel
- Document amendments shall show evidence of change or
modification. Deleted words will be are denoted with strikethrough.
Changes are highlighted.
- Identification of reasons for changes and revision codes
- Issuing new or amended documents to point of use
- Maintaining legibility of issued documents
- Ensuring controlled status of externally sourced documents
- Identification and record disposition of obsolete documentation
- Periodic document review
- Documents are re-issued after a practical number of changes have
been made
- Only approved documentation is used in the Quality Management
System
- A Master List of documents shall be kept to identify status of all
documentation.

Document Reference QM 003 Document Control Revision 2

26 February 2009
Owned by: Technical Manager 1
Authorised By: Site Director
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FSMS 003 Document Control

- Checking and approval of adequacy

All documents are reviewed for adequacy before approval be

authorised personnel. Department Managers are responsible for
documents used in their department.

- Identification of changes, reasons and revision codes

Changes to documents are recorded in the record amendment

register. Record amendments result in the issue of a new revision.
The new revision number, date of revision and reason for change
is clearly identified in a table at the bottom of the document.

See example below

Revision Summary of Changes made from previous Requested By: Authorised By:
Number revision
5 Revised Critical Control Parameters Production Technical
Manager Manager

- Issuing new or amended documents to point of use

The Technical Manager issues new or revised documents to the

point of use. The Master Copy of the previous revision is
withdrawn and filed. The Department Manager signs acceptance
of the new revision and is responsible for the disposal of all copies
of the previous revision.

- Maintaining legibility and accuracy of issued documents

The Technical Manager is responsible for reviewing and

authorising all documents for legibility and accuracy.

- Identification, retrieval and disposal of obsolete documents

The Department Manager identifies obsolete documents during

routine review or formal review with the Technical Manager
annually. The Quality Manager issues a document retrieval
request to the point of use and ensures the document is

Document Reference QM 003 Document Control Revision 2

26 February 2009
Owned by: Technical Manager 1
Authorised By: Site Director
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FSMS 003 Document Control

withdrawn. The Master Document list is updated and the document
declared as obsolete and withdrawn. Withdrawn and obsolete
documents are held in the Withdrawn/Obsolete Document file and
retained for a specific period with a minimum period of 3 years.
Computer documents are backed up on the company file server
and stored for a minimum period of 5 years

- Periodic document review

The relevant Department Manager and Technical Manager

conduct a formal review all documents at least annually. The
results of these reviews are documented. Documents are also
reviewed during Internal and External Audit.

- Documents are re-issued after a practical number of changes have

been made

The Technical Manager is responsible for the re-issue of

documents. All documents are reissued after 9 changes have been
made.

- Only approved documents are used in the Quality Management

System

The Technical Manager is responsible for approval of adequacy of

new documents, for updating amendment registers, circulation of
amended documents and control of obsolete documents. Regular
audits are carried out to ensure only approved document are being
used.

- A Master List of documents shall be kept to identify status of all

documentation.

Each document shall be given a unique reference code. The prefix

letters of the code refer to a particular kind of document, as shown
below:

Company Quality Manual - QM

Production Procedure - PRO
Document Reference QM 003 Document Control Revision 2
26 February 2009
Owned by: Technical Manager 1
Authorised By: Site Director
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FSMS 003 Document Control

Quality Record - QRC
Cleaning Schedule - CLS
Work Instruction - WI
Laboratory Document - LAB
Specification - SPC
Testing Schedule - TST
Food Safety - FS

Documents for the specific areas are sequentially numbered and a

Master List for each area is maintained by the Technical Manager.

These procedures which relate to document control ensure that pertinent

issues of appropriate documents are available at all locations where
operations that are essential to the effective functioning of the Quality
Management System are carried out and to ensure that all obsolete
documents are removed from the point of issue or use.

Responsibility

Any document changes or modifications that are proposed and

subsequently implemented are controlled by the Technical Manager who
is responsible for authorisation of any change that relates to
manufacturing or the Food Safety Quality Management System and the
issue of new documents.

The Technical Manager is responsible for the amendment and approval

of all specifications including review to ensure adequacy and status.

Revision Summary of Changes made from previous Requested By: Authorised By:
Number revision
2 Update to meet the requirements of ISO Technical Site Director
9001:2008 Manager

Document Reference QM 003 Document Control Revision 2

26 February 2009
Owned by: Technical Manager 1
Authorised By: Site Director