Doc No.

NM/QSP/01
Rev No. 00
QUALITY SYSTEM PROCEDURE Date. 01/10/2018
Page 1 of 5
TITLE: CONTROL OF DOCUMENT INFORMATION
1] PURPOSE:
To outline the Procedure for the Control of internal as well as external origin Documented information
and retain the documented information to demonstrate the Conformance to specified requirements
and effective operation of Quality Management System.

2] SCOPE:
Applicable to the Quality System Procedure, WI, QP, Formats, Lists, Process Flow Chart, Control Plan,
Customer Drawings, technical Specifications, and National / International Standards.

3] RESPONSIBILITY:
Management Representative & Individual Users Dept. for QMS, WI, QP, Documented Information
evidences, List, turtles
Development In-Charge for Process flow charts, Control plan, Customer drawings & specifications.

4] PROCEDURE:
4.1] All the documented information will be numbered.
4.1.1] Control of Quality Manual (Level – I)
4.1.2] The procedure for control of Quality Manual has been described in NM/QSM of the Manual.
4.2] Control of procedures (Level – II)
4.2.1] All the procedures will be prepared by the M.R. in consultation with concerned department heads /
Incharge and will be approved by DIRECTOR.
4.3] Control of documented information (Level – III)
4.3.1] Sl. No Name of the Document Preparing Authority Approving authority
1. Work Instructions Respective Dept. Heads MR
Development In-Charge /
2. Control plan DIRECTOR
Quality In-Charge
List, Process turtles, risk
3. Respective Department Owner MR
assessment
4.4] Control of retained documented information (Level – IV)
4.4.1] Sl. No Name of the Document Preparing Authority Approving authority
1. Retained Document Information End users M.R.
(Formats & Registers)
4.5] Distribution of documented information
Sl
Document Distribution Soft Control
No.
1. Quality System Manual As shown on page NM/QSM/13 (Copy Master copy
Holder) of Quality Manual. control only - in hard
2. Procedures list of Documented information Master copy
control only - in hard
3. Work instructions, list, Concern department heads & Leaders. Master copy
formats & Register control only - in hard
4. Control plans for process Production Mnager, Quality In-Charge, Master copy
& Quality plan for Final Concern Leaders control only - in hard
Inspection
4.5.1] The list of all the documented information indicating the latest revision status will be maintained by
M.R. in the list of documented information. The distribution of documented information will be
mentioned in the list of documented information.
PREPARED BY MR APPROVED BY DIRECTOR
 Doc No. NM/QSP/01
Rev No. 00
QUALITY SYSTEM PROCEDURE Date. 01/10/2018
Page 2 of 5
TITLE: CONTROL OF DOCUMENT INFORMATION
4.6] Documented information issue control:
4.6.1] Documented information issued to the users as per guidelines given in 4.5 above through Document
distribution matrix.
4.6.1.1] Dept. heads will ensure that the retained documented information is legible, and stored to prevent
damage/deterioration.
4.6.1.2] All employees of NM will have access to necessary retained documented information at the respective
locations/Dept. If customer asks for any of the retained documented information, the same will be
provided by individual dept. heads.
4.6.2] Documented Information will be issued by M.R. after taking copies and he will identify it for the status
(Controlled copy in blue) before issue. If any changes in the documented information same will be
mentioned in documented information and documented information changes details will be
maintained in the Document Change note

4.7] Various status of the documented information shall be identified as follows:

Master copy : The master copies of the documented information will be identified
with “MASTER COPY” on the backside of the document in GREEN
color ink for hard copy or maintained in soft with MR.
Control copy : Copy will be taken from the master copy and it will be
identified with “CONTROLLED COPY seal on the front side on every
page. This seal will be in BLUE color.
Obsolete copy : M.R. will issue the revised copies to the concerned users as per
guidelines given in 4.5 above and shall take back the obsolete copies
from them The previous master copy of the document will be stored
in the Obsolete file with ‘Obsolete Copy’ seal on front side of
document & latest revisions will be highlighted in Italic font in Master
document. Obsolete hard copy retention, the copy will be Identified
with “OBSOLETE COPY” and will be maintained till the next revision or
for one year from the date of revision, whichever is later. This seal
will be in red color. All the absolute copies received from the users
will be destroyed.
4.8] Any control copyholder of the documented information will request for a change in the documented
information. The change in the document will be reviewed by the originating / approval authority of
the document. If accepted, the document will be modified.
4.9] Accordingly M.R. will update the list of documented information. The nature of changes, reason for
change will be recorded in Document Change Note (MR/F/O5) & the same will be maintained by M.R.
The distribution of revised documented information will be done & issue records will be maintained in
the Index MR/L/01.
4.10] Storage:
Documented information may be stored in Hard Copy (such as Paper) or in Electronic Media. Storage of
each record is defined independently in the “ List of documented information”

Protection:
Documented information, which are generated on paper, are protected by maintaining them in various
files of Corrugated Paper or Plastic folder

PREPARED BY MR APPROVED BY DIRECTOR

 Doc No. NM/QSP/01
Rev No. 00
QUALITY SYSTEM PROCEDURE Date. 01/10/2018
Page 3 of 5
TITLE: CONTROL OF DOCUMENT INFORMATION
Retention Period
Retention Periods of the documented information are determined by the concerned personnel/s
nominated for collection and maintenance of records based on the customer’s requirement,
standard’s specific requirement, internal reference and regulatory requirements.

In doing this, attention is given to Regulatory requirements and need to protect the company against
future litigation. Retention period of the documented information is mentioned in MR/L/01.
Production approvals, tooling records, purchase orders and amendments will be maintained for the
length of time that the part is active for production and service requirements plus one calendar year
unless otherwise specified by customer.

Disposal
M.R. will review with Dept. heads for disposal of documented information that has crossed retention
period; the same shall be disposed off. After the retention period, the records will be disposed off by
tearing them off.
NM will have the control on documented information to satisfy the regulatory & customer requirements,
are Identified in the list of documented information

4.11] All the existing documented information will be transferred to QMS document system as required. While
transferring this documented information, their latest Rev. No. will be issued. And all these documented
information will be released as fresh documented information effective from “the system effective date”.
However, the latest amendment details of earlier documentation (if it is used as it is) will be maintained.

4.12] CONTROL OF ELECTRONIC DOCUMENTED INFORMATION:

Documented information, which is stored in computer, will be made accessible to the persons who are
authorized to use such documented information. In order to avoid un-authorized usage of documented
information stores in computer, necessary password will be given and will be known only to the
authorized person. Once in a month all documented information back-up will be taken.
4.13] All the controlled copyholders will ensure that the documented information available with them is
legible.

CONTROL ON EXTERNAL ORIGIN DOCUMENTED INFORMATION

4.14] Control of National / International Standards:
4.14.1] MR, & QC I/C will identify the need for new Standards based on
I. Customer Specification / Drawing.
II. Work Instructions / Process Parameters developed for Process Control.
III. Quality Plan/Control Plan developed for carrying out Inspection activity.
IV. Quality Management System requirements.
4.14.2] MR will arrange to Procure the Standards from the appropriate standards body. The Standards shall be
stamped as “CONTROLLED COPY” on the cover page.
4.14.3] MR will maintain the List of Standards /external origin documented information
4.14.4] To ascertain the Validity / Latest Revision Status of the Standards available, The latest Standards shall be
procured from appropriate Standards Body. MR will coordinate with appropriate standards body or
customer about revised standards through the email whenever required or once in year
4.14.5] If required, any employee shall refer the Standard available with Quality Manager or MR.

PREPARED BY MR APPROVED BY DIRECTOR

 Doc No. NM/QSP/01
Rev No. 00
QUALITY SYSTEM PROCEDURE Date. 01/10/2018
Page 4 of 5
TITLE: CONTROL OF DOCUMENT INFORMATION
4.15] Control of Customer Drawings:
4.15.1] Production Manager will receive the customer-supplied drawings, same copy will be maintained and
informed to MR, MR will identify the master by putting “MASTER COPY” on back of the documented
information with Green Ink and maintain with him. Production manager will update master list of the
customer-supplied drawings. This list will be maintained in soft copy/hard copy.
4.15.2] If any issues, he can take copies and issue to any personnel in the Company after putting “CONTROLLED
COPY” Stamp on front side of document with Blue ink and issue. In case of any revision he will take back
the copies and issue the new copies. Dispose of old copies as per customer instructions.

4.16] Specifications
4.16.1] Production Manager and MR will receive the specification from Marketing /customer. MR will identify
the copy by putting “MASTER COPY” on cover page the specification and maintain with him. MR will
update master list of Standards /external origin documented information. Dispose of old copies as per
customer instructions.

4.17] Engineering Change Specifications

4.17.1] Director/Production Manager will receive any changes in drawing or specification. All the changes will be
reviewed in Quality, Production team with M.R. within one or two day of receipt of change details (or as
per customer’s schedule). Production Manager in consultation with Quality I/C will inform the customer
about the implementation of the change.
Accordingly the changed documented information will be issued as mentioned in 4.6.1 & 4.9 above.

DOCUMENTED INFORMATION NUMBERING/IDENTIFICATION SYSTEM

4.18] Quality Manual & Quality system procedure:
4.18.1] Quality Manual will be numbered as follows:
NM/QSM
NM – NAMOKAR METALICS
QSM - Quality System Manual
e.g. - NM/QSM
QSM. = Quality System Manual

4.18.2] Quality System procedure will be numbered as follows

NM/QSP / ZZ
NM – NAMOKAR METALICS
QSP - Quality System Procedure
ZZ – Section Running serial No.

4.19] LIST, WORK INSTRUCTIONS, REGISTERS, FORMATS will be numbered as follows:

XX/ YY/ZZ
XX - Represents the related Process (Department).
YY – Type of document/ record whether Procedure (P), procedure flow Charts (PFC), Work
instruction (WI), List (L), Register (R), Format (F)
ZZ - Running Serial No. of the respective type document & process.
Eg: MR/L/01
MR = Name of department Management representative
L = List & 01 = Running Serial No.

4.20] QUALITY PLAN:

PREPARED BY MR APPROVED BY DIRECTOR
 Doc No. NM/QSP/01
Rev No. 00
QUALITY SYSTEM PROCEDURE Date. 01/10/2018
Page 5 of 5
TITLE: CONTROL OF DOCUMENT INFORMATION

4.20.1] The Quality plans will be numbered as follows:

QC/ IQP/ ZZ
IQP – Incoming quality plan
QC - Name of process/ Department (Quality control)
ZZ - Running Serial No. of Quality plan

4.21 CONTROL PLAN:

Control plans will be numbered as follows:
ZZ/CP/ XX
CP –Where Control Plan
ZZ – Process Name.
XX- Running serial no

5] DOCUMENT / RECORD REFERENCE:

5.1] List of documented information, MR/L/01
5.2] List of customer supplied drawings MKT/L/02
5.3] List of standards/ external origin documented information QC/L/02
5.4] Document Change Note MR/F/05

PREPARED BY MR APPROVED BY DIRECTOR