Document & Record Control

QP-01

Document & Data Control

Prepared by Approved by
DMR MR
SIG. SIG.

Remarks:

 Use this document only, if it is stamped with the Red One (Controlled
Copy Stamp).
 No part of this procedure may be reproduced in any form by print,
photocopy, microfilm or any other means wholly or partially, or disclosed
to any person outside Site Technology LTD. CO. without a written
permission.
 This Document is authorized by the CAO/ MR, and any change thereof
can only be made with his approval.

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1.0 PURPOSE:
The Purpose of this procedure is to:
1.1 Describe the methods used to generate quality procedures or work
instructions, which form part of the quality management system applied
at Site Technology LTD. CO.

1.2 Describe the methods used to ensure the review, authorization and
controlling issues of all quality management systems’ documentation
and the control of reference documents.

1.3 Describe the method of generating and controlling the records used in
Site Technology LTD. CO. It is designed to ensure that all such
records are identified, handled, collected, completed, filed, stored,
maintained, managed and disposed in a consistent manner.

2.0 SCOPE:
2.1 This procedure applies to the quality manual, quality procedures,
work instructions and forms related to Site Technology LTD. CO
quality management system.
2.2 This applies to all controlled documentation, whether hard or soft
copy.

Note:
Reference Document: is any document that is used as a reference
apart from the quality procedures, e.g. product specifications and
spare parts catalogues.

3.0 RESPONSIBILITIES:
3.1 It is the responsibility of the Management Representative to confirm
the need for a quality document, to prepare or nominate the person
who will prepare it and to manage the generation of quality documents
and their introduction into the QHSE management system.

3.2 The Management Representative (MR) is responsible for the approval

and the subsequent change control of the QHSE management system
documents and further responsible for the approval of documents prior
to their issue.

3.3 The Management Representative (MR) is responsible for the issue of

documents pertaining to the QHSE management system.

3.4 Each designated holder of quality management system documents is

responsible for acceptance of that document and the removal of any
previous issues of that document.

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4.0 PROCEDURE:
4.1 IDENTIFICATION OF THE DOCUMENTS:
The documents are identified by:
 Document Name
 Document Number
 Revision Number based on year of issue
 Document Issue Date (DOI)
 Page Control Number

4.2 DOCUMENTS APPROVAL, ISSUE AND RE-APPROVAL:

All documents that may affect the activities of the QHSE are properly
controlled, updated and authorized. Prior to issue and release,
documents are reviewed for adequacy, correctness and conformity to
policy and ISO 14001 & OHSAS 18001 standard. A document is
considered to be formally issued for implementation when:- Signed by
the authorized approving authority, see section 3.0 of this procedure,-
Stamped “Controlled Copy” at the back of the first page if the document
was the original one and at the front of the first page otherwise.

4.3 DOCUMENT MASTER LIST:

Master list of documents (QP01-F1) is prepared and maintained at all
times by the MR the list includes all the documents related to the QHSE
with their current revision status. The document master list identifies
each document by its name, number, reviewing and approving authority,
and current revision status.

4.4 REVISION IDENTIFICATION AND STATUS:

Revisions in the documents may be necessitated under the
following (but not limited to) circumstances:
 Changes necessitated by the introduction of new Process, Service
Product or Equipment.
 Revision required due to change in procedures approved in
management review meetings and/or on the basis of internal audits.
 Changes proposed by the relevant departments to improve the
Process, System, Efficiency, Productivity, Cost Reduction, etc.
 Any other source.
Approved changes in the documents are indicated by adding the symbol “
* ” near the new change / introduction or the title of the document if it was
totally revised.
The revision of the document is also changed as a result of the
modification along with the date of issue documented on each and every
paper of the procedure, work instruction or form. Any modification on the
quality manual will be page oriented which means the revision of the

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 page modified will be revised and the details of modification will be
documented on the change history attached to the quality manual.

4.5 DOCUMENTS AVAILABILITY:

Respective departmental/sectional head ensures that pertinent issues of

the appropriate documents are available at all places, activities or
locations where operations essential to the effective functioning of the
QHSE are performed.

4.6 IDENTIFICATION OF EXTERNAL DOCUMENTS AND

DISTRIBUTION:

MR identify the documents of external origin which has a direct relation to

the applied QHSE, and maintain a separate list using the List of
Reference Documents (QP01-F2) specifying the document name,
document reference # (if any), and distribution information.

4.7 UNCONTROLLED COPY:

The original system documents related to the QHSE are filed and
maintained with the MR after stamping the back of the first page of each
document with the “Controlled Copy” stamp. If documents are received
through email then print out will be considered as uncontrolled copy.

Copy status with respect to Controlled or Uncontrolled/for Information

only is identified clearly on the front of the first page of the documents.

4.8 DISTRIBUTION:
MR is responsible for the distribution of all the QHSE documents to the
concerned departments, projects and personnel as per the respective
distribution list. MR also retains the original copies in separate file.
Electronic copy of document can be distributed through email.

A “Document Distribution Sheet” (QP01-F3) accompanies the distribution

of all QHSE related documents. The recipient signs this sheet as an
acknowledgement.

4.9 OBSOLETE/CANCELLED COPIES:

Upon receipt of a revised copy of any document, the document holders
are responsible to return the issued copy (ies) to MR who destroys all
obsolete or invalid copies of document immediately. Whereas the
obsolete copy of the original document, identified with the stamp
“Obsolete” and signed by MR, is attached with the respective “Document
Change Request” (QP01-F4) form for knowledge-preservation purposes,

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 where this request is submitted by the one who requested that change,
introduction or deletion of a certain document.

4.10 NUMBERING SYSTEM:

The pattern of the numbering system used at Site Technology LTD.

CO for all the documents is as follows:

4.10.1 Quality Manual QM-00

4.10.2 QMS Procedure QPN-XX
4.10.3 QMS Forms QF-XX-YY
4.10.4 QMS Work Instructions WI-YY
4.10.5 Policy QPol
4.10.6 Quality Objective QObj
4.10.7 Organization Chart OC
4.10.8 Health & Safety Procedure OH&S-P-X
4.10.9 Health & Safety Forms OH&S-P-F-Y
4.10.0 Integrated Procedure QP-XX

4.11 RECORDS CONTROL:

4.11.1 IDENTIFICATION:
Forms are identified using the numbering system mentioned in
point 4.10, also forms are identified using the followings:
- Name,
- Date of issue,
- Revision or issue status based on year of issue.
All forms are listed in Master list of forms (QP01-F5), which
indicates the following information:
- Name of form,
- Form code,
- Retention period,
- Location.
4.11.2 FILING AND STORAGE:

All records are kept in files and marked properly. Department or

area that initially establishes the record normally stores it.
Records are stored in a dry and clean rooms. Cabinets
containing records are clearly labeled to display their contents.
Records and other Quality and OH&S documents are not stored

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 in private desk, drawers or other obscure locations that are not
generally known.

4.11.3 RECORDS COLLECTION:

All records are collected according to specified ways mentioned
in respective documents such as Manuals, Procedures, and
Technical documents or Work Instructions etc. These
documents ensure that a systematic way of collecting records is
established and used for further processing.

4.12.4 VIRUS CHECKS & SYSTEM BACK UPS:

All users of PCs are instructed to make virus check for any
brought disk from outside Site Technology Ltd. Co., At least on
a weekly basis, a full virus check is performed on the system
upon MR request.
MR maintains the original copy of all computer software
packages in safe place. A copy of all files or folders made or
updated during the month. At least on a monthly basis, MR
makes complete backup copies of all files or folders and
“Software Control Report” (QP01-F6) is updated accordingly.
CDs and Floppy Diskettes are used for backup and placed on a
safe location, which protects them from any dust, direct sunlight,
magnetic field and any extreme temperatures.

5.0 REFERENCE DOCUMENT & RECORDS:

5.1 The Quality and OH&S manual, Quality and OH&S procedures,
work instructions, reference documents and forms.

6.0 RETENTION PERIOD OF RECORDS:

Record Code Retention Period Holder/Place

Master List of Documents QP01-F1
List of Reference Documents QP01-F2 Management
Distribution Sheet QP01-F3 Two Years Representative
Document Change Request QP01-F4 (MR)
Master List of Records QP01-F5

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