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3.procedure For Control of Records

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19 views4 pages

3.procedure For Control of Records

Uploaded by

sonawaneyogesh694
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 DOCX, PDF, TXT or read online on Scribd
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Revision No.

: 00
Revision Date : 03.03.2016

Procedure No. : DYP/PR/04


Procedure Name : Control of Records

Procedure: Control of Records DYP/PR/04


1. SUMMARY

1.1. This procedure defines the requirements for the identification, storage, protection, retrieval,
retention time and disposition of controlled quality records.
1.2. “Quality records” are those records which provide evidence of DYP having met – or not met –
requirements. This may include requirements related to inspection requirements, purchasing
requirements, contractual requirements, etc. The full listing of records affected by this procedure
is given in the table at the end of this procedure.
1.3. Records outside of this scope do not require control, but may be controlled at the discretion of
management.

2. REVISION AND APPROVAL

Rev. Date Nature of Changes Approved By


00 03.03.2016 First Written Bongwan Ju

3. PROCEDURE

3.1. Identification
3.1.1. DYP maintains records that are needed to provide evidence of conformity to
requirements and of the effective operation of the quality management system. The
records are identified in the table below, along with the controls for each record type.
3.2. Storage
3.2.1. Storage methods are indicated in the table below, for each record type.
3.2.2. Softcopy records and data are stored on the company server or computers; in all cases,
computers are subject to backup.
3.2.3. Hardcopy records are stored in suitable cabinets that prevent damage or deterioration.
3.3. Retention, Retrieval & Disposition
3.3.1. Records shall be maintained a minimum of 3 years, unless otherwise indicated below or
as defined by customer, statutory or regulatory requirements.
3.3.2. Training records and other records pertaining to employees must be retained at least one
year beyond that employee’s end of employment.
3.3.3. Records that are discarded after retention shall be permanently destroyed.

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Revision No.: 00
Revision Date : 03.03.2016

Procedure No. : DYP/PR/04


Procedure Name : Control of Records

3.3.4. When archived records are stored offsite or in another location, these shall be stored in a
controlled environment that also protects them from damage or deterioration.
3.3.5. As required by customer contract or regulatory requirements, quality records shall be
made readily available for review by the requesting authority. Such review is limited to
those records applicable to the customer or regulatory authority, and shall not allow for
the accidental or intentional release of confidential information to an unauthorized party.
3.4. Protection
3.4.1. The listed “controller” shown in the table below must ensure their assigned records
remain legible, readily identifiable and retrievable.
3.4.2. In order to ensure protection of records, electronic records are subject to periodic
backups; with the backup stored on a separate server.
3.4.3. Entries made by hand on hardcopy forms shall be made in ink.
3.4.4. White-out or correction tape is not to be used on any quality records. The correct
procedure for making corrections is to cross the error out, make the correction and initial
it. Optionally, date-sensitive corrections should be dated as well.

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Revision No.: 00
Revision Date : 03.03.2016

Procedure No. : DYP/PR/04


Procedure Name : Control of Records

QUALITY RECORDS MATRIX


Required Record or [Short Client Name] Responsible Type of
Storage Location Discard Method
Document Type Record Controller Record
Management Review
MD Softcopy Server Secure delete
Meeting Minutes
Management Review Customer Satisfaction
MD Hardcopy QA Manager’s Office Shred and discard
Records records
Employee Opinion QA Manager’s Office
HR Hardcopy Shred and discard
Surveys
HR QA Manager’s Office
Training Matrix Hardcopy Shred and discard
Employee Training HR QA Manager’s Office
Hardcopy Shred and discard
Records
Training Records HR QA Manager’s Office
Statements of Training Hardcopy Shred and discard
HR QA Manager’s Office
Applications, resumes Hardcopy Shred and discard

Preventive Maintenance QA Manager’s Office


Quality Team Hardcopy Shred and discard
Records
Stamp & Signature HR QA Manager’s Office
Hardcopy Shred and discard
Control Log
HR QA Manager’s Office
Work Orders Hardcopy Shred and discard
Records of realization
HR QA Manager’s Office
process meeting Purchase Orders Hardcopy Shred and discard
requirements Packing Lists / Packing HR QA Manager’s Office
Hardcopy Shred and discard
Slips

Contract Review Hardcopy QA Manager’s Office


Customer RFQs MKT Shred and discard
Records
Hardcopy QA Manager’s Office
Quotes MKT Shred and discard
Hardcopy QA Manager’s Office
Customer POs MKT Shred and discard
Hardcopy QA Manager’s Office
Customer drawings MKT Shred and discard
Hardcopy QA Manager’s Office
Customer specifications MKT Shred and discard

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Revision No.: 00
Revision Date : 03.03.2016

Procedure No. : DYP/PR/04


Procedure Name : Control of Records

Record of release of Hardcopy QA Manager’s Office


product Final Inspection Sheets QC Inspector Shred and discard
Nonconforming Product Hardcopy QA Manager’s Office
Quality Team Shred and discard
Dispositions
Hardcopy QA Manager’s Office
Nonconformance Log Quality Team Shred and discard
Record of Hardcopy QA Manager’s Office
Nonconforming Product
nonconforming Quality Team Shred and discard
Dispositions
customer property
QA Manager’s Office
CARs HR Hardcopy Shred and discard
Corrective &
Preventive Actions HR QA Manager’s Office
CAR Log Hardcopy Shred and discard
HR QA Manager’s Office
Internal audit Reports Hardcopy Shred and discard
Internal Audit records
HR QA Manager’s Office
Internal Audit Schedule Hardcopy Shred and discard

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