CLAUSE 7.
5 - CONTROL OF DOCUMENTED INFORMATION
DOC NAME CLIENT EFFECTIVE DATE REV REVISION DATE APPROVED BY
PROC/CODI/01 ESKOM 25/04/24 00 25/04/25 VINCENT DUBE
PROJECT DESCRIPTION THE PROVISION OF ELECTRIFICATION WORK CONTRACT FOR GAUTENG CLUSTER ON
AN “AS AND WHEN REQUIRED” BASIS FOR A PERIOD OF 36 MONTHS
PURPOSE AND SCOPE
To describe the VINO PROJECTS methods to control and manage documented information
critical to the QMS.
ASSOCIATED DOCUMENTS
Records
Documents Module.
Improvement Module.
Records Retention and Disposal Matrix.
PROCEDURE
1. Documented information includes manuals, policies, procedures, work instructions,
forms, registers, flow charts, records and other QMS document requirements.
2. The Management Representative is responsible for ensuring that all QMS
documented information is effectively controlled.
3. All employees are responsible for ensuring they are always up to date with all QMS
documented information available in the Documents module.
4. Copies of procedures, policies and other documented information may be printed
from Vino Projects, but these printouts will be deemed "uncontrolled".
5. To prevent the unintended use of obsolete documented information, superseded
documents are automatically identified and removed from general view through the
workflow. Obsolete documents are only able to be accessed by personnel, with the
required access levels, through the "History" button in the Documents Module.
Editing, Approval, Publishing and acknowledge of Documents:
The Documents module workflow manages the following document control activities:
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1. Creation and editing
Approval
Publishing
Acknowledged
Retention of previous version
Revision numbering
Control of approvers and publisher.
Notifications
The FAQ describe the process in more detail.
Requests for changes:
1. All requests must be raised in the Improvement Module.
Advice of Changes:
1. When a change is made or new document added, personnel are able to be notified
by email automatically generated through Vino Projects at the time of publication.
2. Changes can also be communicated via monthly meetings as deemed appropriate.
3. Changes to all QMS documents can be tracked through the Document Change
History Module.
Maintenance of QMS Documents
1. All QMS documents are to be reviewed at least once every three years, revised as
necessary and approved for adequacy.
2. This review is to be coordinated by the Management Representative in conjunction
with the relevant competent and responsible personnel as determined by the
Management Representative at the time of review.
External Documents
1. It is the responsibility of the Management Representative to review, implement and
maintain external documents and verify that they remain current.
2. External documents are kept in the Manage Files Module.
3. All external documents are verified as current and when necessary have their
distribution controlled through Vino Projects. Updates to external documents shall
be placed in the appropriate file in the Documents Module and approved and
published in accordance with this procedure.
4. The Management Representative subscribes to relevant external regulators,
agencies and bodies who may provide periodic advice of changes to their specific
documents. Upon receiving advice of changes to an external document the
Management Representative will action this change in Vino Projects and ensure the
change is communicated to relevant parties.
Computer Back-Up
1. The Management Team are responsible for ensuring that appropriate arrangements
are in place to ensure that a back-up of data stored on the server is carried out on a
daily basis.
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2. The QMS as documented in Vino Projects is backed up automatically by the
application. Back-ups are captured each hour within the primary data centre with
additional back-ups being captured every eight hours at a secondary data centre.
Records Management
1. All QMS records are retained in Vino Projects for as long as the company uses the
Vino Projects Software solution.
2. All QMS Procedures and Forms are maintained within the Documents Module.
3. The Management Representative is responsible for the management of records with
respect to the QMS.
REFERENCES:
ISO 9001:2015
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