Document Code.

EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

Work Instructions
Issue No. 01 Issue Date 01‐11‐2017

NAME DESIGNATION SIGNATURE DATE

WRITTEN BY: Tariq Javed General Manager GM 01‐11‐2017
REVIEWED BY: Tariq Javed General Manager GM 01‐11‐2017
APPROVED BY: Ansar Mahmood Managing Director GM 01‐11‐2017

Distribution List
Copy # 1 CEO, Head Office EIOSH
Copy # 2 Director Education & Training DET, Head Office EIOSH
Copy # 3 Director Administration DA, Head Office EIOSH
Copy # 4 Director Quality Assurance DQA, Head office EIOSH
Copy # 5 Director Finance & Marketing DFM, Head Office EIOSH
Copy # 6 Director Information Technology DIT, Head Office EIOSH
Copy # 7 Institute Head, Concerned Campus
Copy # 8 N/A
Copy # 9 N/A
Copy # 10 N/A

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

Amendment Sheet
DOC. STATUS AMENDED PAGES(S) STATUS
CHG Issue Amended Date Authorized
# No. Para(s) Signature

10
1

9
00 01 X X X X X X Nil 01‐10‐2010 M‐A

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

Index

1. PURPOSE 4

2. APPLICABILITY 4

3. RESPONSIBILTIES 4

4. PROCEDURE 4

4.1. CONTROL OF RECORDS 4

4.2. FILING SYSTEM 4

4.3. RETENTION OF RECORDS 6

4.4. DISPOSITION OF EXPIRED / OLD RECORDS 6

5. RECORDS RELATED TO DOCUMENT AND DATA CONTROL 6

 LIST OF FILES EIOSH-ADM-WI-01(01) -

 LIST OF DOCUMENTS EIOSH-ADM-WI-01(02) -

 LIST OF RECORDS EIOSH-ADM-WI-01(03) -

 ARCHIVES FOLDER EIOSH-ADM-WI-01(04) -

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

1. PURPOSE
To ensure that:
 The documents used and referred are the most up‐to‐date versions.
 Standardized formats are used.
 All documents, data and formats related to the institute functioning are available at appropriate
locations, properly filed, stored, retained and disposed.
2. APPLICABILITY
This procedure is applicable to all the documents and records needed for efficient operations of EIOSH
Private Limited (EIOSH).

3. RESPONSIBILITIES

 The Institute Head, hereafter called “IH” oversees the control of all documents, keeps a master list
and location of all the documents himself or through his designated staff member.
 IH is responsible for ensuring that all procedures are revised and approved as required.

4. PROCEDURE
4.1. Control of Records
4.1.1. Institute will maintain a list of all the records and documents and ensure that they are indentified
and retrievable.

4.1.2. Following are the main types of document:

 Quality System Manual QSM
 Quality System Procedures QSP
 Work Instructions WI

4.2. Filing System

4.2.1. Institute will establish and maintain a filing system for organizing documents and records. All
documents and records are maintained, controlled, retained and disposed under this filling
system.
4. 2.2. The institute departments and their codes are given hereunder:

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

 Administration ADM
 Academics ACA
 Accounts ACC

4.2.3. Institute Head will maintain a List of Files EIOSH‐ADM‐WI‐01(01) for a subject wise listing of files
and folders.

4.2.4. These files contain documents and records held by the institute. Institute Head will also maintain
List of Documents EIOSH‐ADM‐WI‐01(02) and List of Records EIOSH‐ADM‐WI‐01(03) to
effectively control and manage all files, documents and records.

4.2.5. Each file / folder must be contain the list of relevant documents and records. A list of record is an
index documents and records contained in the file. All the institute files and folders will bear Title
Tag and Rib Tag in order to identify them easily.

4.2.6. The formats of Title Tag and Rib Tag are given below:

Department Code: File / Folder Level:

Level‐1 Level‐2 Level‐3
File / Folder Level Code: Document / Record Title:

Volume: Document / Record Code:

Location:
Keeper / Maintained by:

Opening Date:
Closing Date:

4.2.7. Institute will maintain following system of files / folders documents and records, which is
appended in the “Master Document List” to this document:

Deptt. File / Folder Level & Code Document / Document /

Record Record Code
Level‐1 Level‐2 Level‐3
ADM 01‐00‐00

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

ACA 02‐00‐00

ACA 03‐00‐00

4.3. Retention of Records

4.3.1. The retention period of records are established for certain periods during which the record may
be required for study or verification.

4.3.2. Retention period is defined based on frequency of record generation, Contractual, legal or
warrantee obligations etc.

4.3.3. Retention periods are mentioned in the List of Records. Institute Head is responsible to make
sure that all records remain legible.

4.3.4. Access to these records is given to the custodian and departmental head concerned. Any other
needing an access to the records or needs a copy of the records gets permission from the
Institute Head.

4.4. Disposition of Expired / Old Records

4.4.1. After the expiry of retention period of records, concerned head of department reviews its validity
and usefulness.

4.4.2. He then decides in consultation with Institute Head whether to destroy the record or shift it to
archives.

4.4.3. If Institute Head decides that the records should not be destroyed then these records will be sent
to the Archives Folder EIOSH‐ADM‐WI‐02(04).

4.4.4. If school Head decides that these records should be no more required and the retention time of
these records is also over then the records will be destroyed as per directions.

5. RECORDS RELATED TO DOCUMENTS AND DATA CONTROL

 LIST OF FILES EIOSH‐ADM‐WI‐01(01)

 LIST OF DOCUMENTS EIOSH‐ADM‐WI‐01(02)
 LIST OF RECORDS EIOSH‐ADM‐WI‐01(03)
 ARCHIVES FOLDER EIOSH‐ADM‐WI‐01(04)

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

RECORD(S) KEEPING CHART

RECORD TITLE FILE CODE INITIATOR KEEPER

List of Files 01‐02‐01 I/C A&A Institute Head

List of Documents 01‐02‐02 I/C A&A Institute Head
List of Records 01‐02‐03 I/C A&A Institute Head
Archive Folder 01‐02‐04 I/C A&A Institute Head

TERMS / ABBRIVIATIONS USED IN THIS INSTRUCTION

FULL DESCRIPTION TERM / ABBRIVIATION

Administration ADM
Academics ACA
Accounts ACC
Institute Head IH
In‐Charge Administration & Accounts I/C A&A
EIOSH Private Limited EIOSH
Quality System Manual QSM
Quality System procedure QSP
Work Instruction WI
Any record that has been preserved after expiry date Archive

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

Master Document List

ANNEXURE TO DOCUMENT AND DATA CONTROL

Deptt. File/ Folder Level & Code Document / Record Document / Record Code
Level‐1 Level‐2 Level‐3
ADM 01‐00‐00 ADMINISTRATION
01‐01‐00 Creation & Revision of EIOSH‐ADM‐WI‐01
Documents
01‐01‐01 Documents Evolvement form EIOSH‐ADM‐WI‐01(01)
01‐01‐02 Master Document List EIOSH‐ADM‐WI‐01(02)
01‐01‐03 Document Distribution List EIOSH‐ADM‐WI‐01(03)
01‐01‐04 Obsolete Document File EIOSH‐ADM‐WI‐01(04)
01‐02‐00 Document & Data Control EIOSH‐ADM‐WI‐02
Annexure –A EIOSH‐ADM‐WI‐02(0A)
System of folder, Files &
Records
01‐02‐01 List of Files EIOSH‐ADM‐WI‐02(01)
01‐02‐02 List of Documents EIOSH‐ADM‐WI‐02(02)
01‐02‐03 List of Records EIOSH‐ADM‐WI‐02(03)
01‐02‐04 Archive Folder EIOSH‐ADM‐WI‐02(04)
01‐03‐00 Internal & External EIOSH‐ADM‐WI‐03
Communication
01‐03‐01 Incoming Mail Register EIOSH‐ADM‐WI‐03(01)
01‐03‐02 Outgoing Mail Register EIOSH‐ADM‐WI‐03(02)
01‐03‐03 Official Letters EIOSH‐ADM‐WI‐03(03)
01‐03‐04 Office Orders EIOSH‐ADM‐WI‐03(04)
01‐03‐05 Circulars EIOSH‐ADM‐WI‐03(05)
01‐03‐06 Minutes of Meeting EIOSH‐ADM‐WI‐03(06)
01‐04‐00 Admission, Withdrawal & EIOSH‐ADM‐WI‐04
Transfer
Annexure‐A EIOSH‐ADM‐WI‐04(A)

School Prospectus
Annexure‐B EIOSH‐ADM‐WI‐04(B)

Admission Test Papers

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

Master Document List

ANNEXURE TO DOCUMENT AND DATA CONTROL

01‐04‐01 Registration Form EIOSH‐ADM‐WI‐04(01)
01‐04‐02 Admission Assessment Form EIOSH‐ADM‐WI‐04(02)
01‐04‐03 Admission Form EIOSH‐ADM‐WI‐04(03)
01‐04‐04 Student Directory Form EIOSH‐ADM‐WI‐04(04)
01‐04‐05 Admission Order EIOSH‐ADM‐WI‐04(05)
01‐04‐06 Transfer Letter EIOSH‐ADM‐WI‐04(06)
01‐04‐07 Withdrawal Letter EIOSH‐ADM‐WI‐04(07)
01‐04‐08 Clearance Form EIOSH‐ADM‐WI‐04(08)
01‐04‐09 Withdrawal Order EIOSH‐ADM‐WI‐04(09)
01‐05‐00 Staff Hiring & Job Descriptions EIOSH‐ADM‐WI‐05
Annexure‐A EIOSH‐ADM‐WI‐05(A)
HR Required Competence
Annexure‐B EIOSH‐ADM‐WI‐05(B)
Job Descriptions
01‐05‐01 Shortlist Candidates EIOSH‐ADM‐WI‐05(01)
01‐05‐02 Interview Call Letter EIOSH‐ADM‐WI‐05(02)
01‐05‐03 Application Form EIOSH‐ADM‐WI‐05(03)
01‐05‐04 Interview Rating Performa EIOSH‐ADM‐WI‐05(04)
01‐05‐05 Application Offer Letter EIOSH‐ADM‐WI‐05(05)
01‐05‐06 Joining Report EIOSH‐ADM‐WI‐05(06)
01‐05‐07 Institute Employee Register EIOSH‐ADM‐WI‐05(07)
01‐05‐08 Institute Staff Status Report EIOSH‐ADM‐WI‐05(08)
01‐06‐00 Staff Leave, Benefits and Rules EIOSH‐ADM‐WI‐06
& Regulations
01‐06‐01 Confirmation Letter EIOSH‐ADM‐WI‐06(01)
01‐06‐02 Salary Plan EIOSH‐ADM‐WI‐06(02)
01‐06‐03 Leave Application Form EIOSH‐ADM‐WI‐06(03)
01‐06‐04 Annual Holidays Plan EIOSH‐ADM‐WI‐06(04)
01‐07‐00 Institute Event Management EIOSH‐ADM‐WI‐07
01‐07‐01 Institute Activity Calender EIOSH‐ADM‐WI‐07(01)

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

Master Document List

ANNEXURE TO DOCUMENT AND DATA CONTROL

01‐07‐02 Invitation Card EIOSH‐ADM‐WI‐07(02)
01‐07‐03 Event Information Sheet EIOSH‐ADM‐WI‐07(03)
01‐07‐04 Event Report Sheet EIOSH‐ADM‐WI‐07(04)
01‐08‐00 Health, Safety & Environment EIOSH‐ADM‐WI‐08
01‐08‐01 Student Medical History EIOSH‐ADM‐WI‐08(01)
01‐08‐02 Medical Assessment Form EIOSH‐ADM‐WI‐08(02)
01‐08‐03 Parent Identity Card EIOSH‐ADM‐WI‐08(03)
01‐08‐04 Visitors Book EIOSH‐ADM‐WI‐08(04)
01‐08‐05 Visitor Card EIOSH‐ADM‐WI‐08(05)
01‐09‐00 Internal Quality Audit EIOSH‐ADM‐WI‐09
01‐09‐01 Institute Internal Audit EIOSH‐ADM‐WI‐09(01)
01‐09‐02 Audit Plan EIOSH‐ADM‐WI‐09(02)
01‐09‐03 Observation Sheet EIOSH‐ADM‐WI‐09(03)
01‐09‐04 Audit Report EIOSH‐ADM‐WI‐09(04)
01‐10‐00 Institute Management Meetings EIOSH‐ADM‐WI‐10
01‐10‐01 Agenda of the Meeting EIOSH‐ADM‐WI‐10(01)
01‐10‐02 Notification of the Meeting EIOSH‐ADM‐WI‐10(02)
01‐10‐03 Minutes of the Meeting EIOSH‐ADM‐WI‐10(03)
01‐10‐04 Action Item Form EIOSH‐ADM‐WI‐10(04)
01‐10‐05 Meeting Log Sheet EIOSH‐ADM‐WI‐10(05)
01‐11‐00 Control of Nonconformance EIOSH‐ADM‐WI‐11
01‐11‐01 Observation Letter EIOSH‐ADM‐WI‐11(01)
01‐11‐02 Warning Letter EIOSH‐ADM‐WI‐11(02)
01‐11‐03 Explanation Letter EIOSH‐ADM‐WI‐11(03)
01‐11‐04 Show‐cause Notice EIOSH‐ADM‐WI‐11(04)
01‐11‐05 Inquiry Report EIOSH‐ADM‐WI‐11(05)
01‐12‐00 Monitoring & Evaluation EIOSH‐ADM‐WI‐12
01‐12‐01 Corrective & Preventive Action EIOSH‐ADM‐WI‐12(01)
Form

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

Master Document List

ANNEXURE TO DOCUMENT AND DATA CONTROL

01‐12‐02 CPA Log Sheet EIOSH‐ADM‐WI‐12(02)
01‐12‐03 Daily Duty Performa EIOSH‐ADM‐WI‐12(03)
01‐12‐04 Teacher Monitoring Form EIOSH‐ADM‐WI‐12(04)
01‐12‐05 Annual Confidential Report EIOSH‐ADM‐WI‐12(05)
ACA 02‐00‐00 ACADEMICS
02‐01‐00 Scheme of Studies EIOSH‐ACA‐WI‐01
02‐02‐00 Institute Curriculum EIOSH‐ACA‐WI‐02
02‐03‐00 Time Tabling & Staffing EIOSH‐ACA‐WI‐03
02‐04‐00 Lesson Planning EIOSH‐ACA‐WI‐04
02‐05‐00 Student Evaluation System EIOSH‐ACA‐WI‐05
02‐06‐00 Display‐board Management EIOSH‐ACA‐WI‐06
02‐07‐00 Morning Assembly EIOSH‐ACA‐WI‐07
02‐08‐00 Discilpine & Conduct EIOSH‐ACA‐WI‐08
02‐09‐00 Co‐curricular Activities EIOSH‐ACA‐WI‐09
02‐10‐00 Labs & Library EIOSH‐ACA‐WI‐10
02‐11‐00 Teacher Training & Workshops EIOSH‐ACA‐WI‐11
02‐12‐00 Student Attendance, Homework EIOSH‐ACA‐WI‐12
& Interaction
ACC 03‐00‐00 ACCOUNTS
03‐01‐00 Accounting Record EIOSH‐ACC‐WI‐01
03‐01‐01 Cash Receipt Voucher EIOSH‐ACC‐WI‐01(01)
03‐01‐02 Bank Receipt Voucher EIOSH‐ACC‐WI‐01(02)
03‐01‐03 Cash payment Voucher EIOSH‐ACC‐WI‐01(03)
03‐01‐04 Bank Payment Voucher EIOSH‐ACC‐WI‐01(04)
03‐01‐05 Journal Voucher EIOSH‐ACC‐WI‐01(05)
03‐02‐00 Bank of Accounts EIOSH‐ACC‐WI‐02
03‐02‐01 CashBook EIOSH‐ACC‐WI‐02(01)
03‐02‐02 BankBook(s) EIOSH‐ACC‐WI‐02(02)
03‐02‐03 General Ledger EIOSH‐ACC‐WI‐02(03)
03‐02‐04 Trial Balance EIOSH‐ACC‐WI‐02(04)
03‐03‐00 Revenues EIOSH‐ACC‐WI‐03

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

Master Document List

ANNEXURE TO DOCUMENT AND DATA CONTROL

03‐03‐01 Registration Register EIOSH‐ACC‐WI‐03(01)
03‐03‐02 Student Admission & EIOSH‐ACC‐WI‐03(02)
Withdrawal Register
03‐03‐03 Student Fee Ledger EIOSH‐ACC‐WI‐03(03)
03‐03‐04 Student Attendance Register EIOSH‐ACC‐WI‐03(04)
03‐03‐05 Fee Challan EIOSH‐ACC‐WI‐03(05)
03‐03‐06 Student Identification Card EIOSH‐ACC‐WI‐03(06)
03‐04‐00 Expenses EIOSH‐ACC‐WI‐04
03‐04‐01 Requisition Form EIOSH‐ACC‐WI‐04(01)
03‐05‐00 Security Deposit & Refund EIOSH‐ACC‐WI‐05
03‐05‐01 Security Deposit Transfer EIOSH‐ACC‐WI‐05(01)
Request Form
03‐05‐02 Security Deposit Refund EIOSH‐ACC‐WI‐05(02)
Request Form
03‐06‐00 Staff Payroll, Advance & EIOSH‐ACC‐WI‐06
Clearance
03‐07‐00 Advances against Expenses & EIOSH‐ACC‐WI‐07
Suppliers
03‐08‐00 Institute Assets & Stock EIOSH‐ACC‐WI‐08
03‐09‐00 Loans, Liabilities & Deposits EIOSH‐ACC‐WI‐09
03‐10‐00 Purchasing Process EIOSH‐ACC‐WI‐10
03‐11‐00 Taxes & Other Financial EIOSH‐ACC‐WI‐11
Expenses
03‐12‐00 Annual Budget EIOSH‐ACC‐WI‐12

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

List of Files

Department Code: File / Folder Level:

Level‐1 Level‐2 Level‐3 Master File / Folder

SR. # CODE FILE / FOLDER TITLE FILE / FOLDER INFORMATION

Location Opened on Closed on

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

List of Documents

DOCUMENT INFORMATION
SR. # DOCUMENT TILE DOC. CODE
Revision No. Issue No. Issue Date

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

List of Records

RECORD INFORMATION
SR. # RECORD TILE RECORD NO.
Revision No. Issue Date Retention Period

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 Document Code. EIOSH‐ADM‐WI‐07
Revision No. 00 Issue No. 01

Document & Data Control

Archive Folder

ARCHIVE ARCHIVE RECORD INFORMATION

SR. # ARCHIVE RECORD TITLE
RECORD NO. Archive Details Archive Date

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