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Control of Records (P-02)

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30 views3 pages

Control of Records (P-02)

Uploaded by

Jayhuangjie
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
You are on page 1/ 3

Document Number: Author: Page 1 of 3

Revision Number: Date:

Approved By:

QMS Procedure

Conrol of Records

Revision History

Revision No. Revision Revision Details (With section number)


Date
0 Initial Issue

1.
Document Number: Author: Page 2 of 3

Revision Number: Date:

Approved By:

CONTROL OF RECORDS

1.0 Introduction
1.1 Purpose
The purpose of this procedure is to detail the process for the control of identification, collection, alteration,
storage, protection, retrieval, retention, and disposition of records produced by Honghua Golden Coast
Equipment FZE and received form external sources to provide evidence for the services and service-related
product completed by Honghua Golden Coast Equipment FZE.

1.2 Scope
This procedure is applicable to all records produced / received within the Honghua Golden Coast Equipment
FZE Quality Management System in connection with services and service-related product completed for
Honghua Golden Coast Equipment FZE.

1.3 Responsibilities
1.3.1 It is the responsibility of Department Managers to ensure this procedure is followed within their area of
responsibility.

1.3.2 It is the responsibility of all Honghua Golden Coast Equipment FZE staff to complete all required records
during their daily tasks.

1.3.3 It is the responsibility of the Quality department to provide information and training on the requirements of
this procedure.

1.4 Definitions / Abbreviations

Definition / Abbreviation Definition


HGCE Honghua Golden Coast Equipment FZE
QMS Quality Management System
SRP Service-Related Product - Materials, equipment, and software
required for the execution of a service
Record Document detailing evidence internal/external process has been
completed for service and service-related product

1.5 References
API Q2, Latest Edition Quality Management System Requirements for Service Supply Organisations for the
Petroleum and Natural Gas Industries

2.0 Procedure
2.1 Identification of Records
2.1.1 All Formats used within the Organization shall be controlled through the procedure for Control of
Documents (P-01).
2.1.2 Formats when filled becomes a record, and they are identifiable through its title, document number,
revision number, revision date, as applicable.
Document Number: Author: Page 3 of 3

Revision Number: Date:

Approved By:

CONTROL OF RECORDS

2.2 Completion of Records


2.2.1 All HGCE employees shall complete records as defined in the QMS procedures as part of their daily routine
within their respective departments or specializations.
2.2.2 Records shall remain legible, readily identifiable, and retrievable.
2.2.3 The individual records shall be indexed in chronological order, date/serial number-wise, or by subject, as
deemed appropriate by the department managers.

2.3 Record Storage, Retention, Protection and Disposal


2.3.1 Records shall be stored electronically or in hard copy within the relevant department and is the
responsibility of the Department Manager.
2.3.2 The Department Manager is responsible for ensuring that hard and soft copy records are stored in a manner
that prevents damage, degradation or loss of the records. In addition, the records shall be controlled in a
manner that allows the records to be easily located.
2.3.3 Records required to show evidence of conforming to the requirements and effective operation of the QMS are
retained for 5 years or as required by customer, legal and other applicable requirements, whichever is longer.
2.3.4 The department manager will be responsible for ensuring that all records are disposed of according to the
retention period. Electronic records may be deleted from the company computer after the required retention
period. Hard copy records are shredded prior to disposal after the required retention period.

2.4 Record Alteration


2.4.1 If a record has been identified as inaccurate, a new / revised record shall be sought/completed and if this is
not possible, amendments can only be made by the Quality Manager. They shall sign and date the amendment.
2.4.2 Under no circumstances shall any record be altered by whitening out the incorrect data with correction fluids.

2.5 Retrieval of records


2.5.1 Records are to be stored in manner that makes retrieval simple. Typically, Records are retained in clearly
labelled files/cabinets until scanned and then may be placed into other types of controlled storage using clearly
identified boxes or other means that allows the records to be retrieved in a timely manner when needed.
2.5.2 Electronic Records are stored in the Department Shared Drive in the appropriate location.

3.0 Related Documents


P-01 Control of Documents

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