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Purpose
This procedure states the structure of company standards system documents. To ensure that the document is updated,
controlled and distributed to proper location throughout “COMPANY NAME”.

Scope
This document is used for controlling internal documents and external documents that is related with the Quality,
Environment, Safety and other concern management system documents, data, and records; This procedure defines the
guidelines for coding system used in formulating document number for each Standard, Procedure, Check sheets, Work
Instructions Memo, and other related documents generated by the entire processes / sections in the plant.

Locations / Distribution

Environment, Health & Safety Maintenance & Equipment Services Quality Assurance & Technology
Material Judgment Room Raw Material Warehouse
Finished Good Warehouse
Production Planning & Control Tyre Testing Room
Human Resource & Administration
Purchasing
Division A (Mixing, Extrusion, Calendering & Material)
Division B (Tyre Building, Curing & Finishing)

Reference
- Record
 Form1 (DP-Q-01) Document Master List
 Form2 (DP-Q-01) Document Distribution List
 Form3 (DP-Q-01) Request for Additional Copy of Document
 Form4 (DP-Q-01) Issued/ Revised Control Document Approval
 Form5 (DP-Q-01) External Origin Documents Master List
 Form6 (DP-Q-01) Revision History Record
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Table of Content

Purpose…………..………………………………………………..……………..……. 1

Scope ……………………………………………………………..……………..……. 1

Definition………………………………..………………...……………………..…… 1

Locations/Distribution...……………………………………………………………… 1

Reference...………………………………………………………………………….
1
Table of Contents……………………………………………………….…..…………. 2

1. General ………………….………………………………………………..………… 3

2. Document Structure……………………………………………………..…………. 3

3. Writing Guideline……………………………………………………….…………. 4

4. Document Validity………………………………………………………………….. 5

5. Document Identification Codes …………………………………………………… 5

6. Document Development Process…………………………………………………... 8

7. Maintain of Document Master List ……………………………………………….. 9

8. Document Reviewed………………………………………………………………... 9

9. External Documents Control………………………………………………………. 10

10. Documents stored in an electronic medium ………………………………………. 10

11. Filing System…………………………….……..………………………………... 11
12. Revision History…………………………………………………………………… 12
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1. General
Documents and data contain information approved for present and future use in our system, on a repetitive and
long-standing basis. Documents supplied to us by external source and used in the system are also included examples
of document as company rules, procedures, Standards, Schedules, Standard Operation Procedure, Working
Instruction, and external documents such as inspection procedures, test procedures and equipment manuals,
technical standards, manufacturing specifications, standard machine settings, and external standards such as product
standards, testing standards and regulations documents.

2. Document Structure
The company standards system documents are categorized into Company rules, Standards, and procedures. Company
rules include on all documentation on all management elements, Definitions are given below:

 Rules include document on all management elements (Quality Policy, Quality Objectives etc).

 Standards is a rule or principal that is used as a basis for judgment. It is an established guiding principle,
administrative law, regulatory or statutory requirement created to provide a criterion reference for common
judgment or decision in a given condition or situation.
Examples: Management systems standard (QMS), Yokohama Standards, Customer requirements, Industry
Standards, Statutory & Regulatory requirements

 Procedures a fixed step by step sequence of activities, or series of actions (with definite start and end point)
that must be followed in the same order to correctly perform a task. It describes the activities of each
functional unit.

 Standard Operation Procedure is a set of fixed instructions or steps for carr”Company Name”g out routine
operations or procedure prescribed for repetitive use in a given operation or in a given situation, in accordance
with agreed upon specifications aimed at obtaining a desire outcome and supports the mechanics of procedures
and standards.

 Working Instruction sheet is a description of the specific tasks and activities that are temporary in nature
and/ or yet to be standardized within Plant.

 External Documents issued by the various functional organizations are recorded as internal and external
official correspondences.

Please refer Figure 1 for Document Hierarchy

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Company Rule, Quality Policy / Objective,

Rule Quality Manual,

Standards Company Standard, Specification,

Company Procedure
Procedures Standard Operation Procedure,
Record, Forms, Report, Provisional checksheets,
Supporting Documents Working Instruction, External Documents, etc.

Figure 1

3. Writing Guideline
3.1 The following are the writing guideline for company rules, procedure, standard (general rules), operation
procedure (general rules) and working instruction exclude the form (record sheet).
i. The document structure and format shall be

Document Category Document Code Revision No.

Font: Times New Roman Font: Times New Roman Font: Times New Roman
Size 16 B I Size 11 B Size 11 B

Procedure DP-Q-01 Revision 0

Effective Date : Aug. 07, 2009
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Document Category Effective Date & Page No.

Font: Times New Roman Font: Times New Roman
Size 14 B I Size 11 B

The body text font Times New Roman, Size: 10.5, Paragraph: 1.5 line spacing, Justified.
ii. The first page of each document shall contain the following items.
 Purpose: To explain the purpose, why issue the document
 Scope: Where, What the document covers or exclude
 Definition: What the meaning of abbreviation word is.
 Locations/Distribution: Where the documents issued and stored.
 Reference: Indicates the reference documents or related documents, In case of do not have the reference
document, no indicated will be permission.
If the above said contents are not to be covered in one page, it may be extended to page Two.
 Flow Chart: At the end of each document, to summarize the activities of that document (If necessary)
iii. The next page shall contain the table of contents.
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iv. Succeeding pages after table of contents page shall be the main detail of document.
3.2 For standard and operation procedure (below the general rules or its equivalent), document format and structure
is decided by the document originator.
3.3 For the form or record sheet the document format is decided by the document originator.
v. Revision History: At the last page of finished procedure with or without flow chart. The revision history will
indicate the issuance date, revision No., Reason for revise, Issued by (originator), reviewer and approval person.

4. Document Validity
A Company standard system document contains the name, position and original signature of the approval authority
and issue date. Issued date is considered as effectively date. The approval authority on any documents and changes
in the company standards and systems are as following

Document Category Approval Authority

Company Rule (including Quality Policy /
President
Objective, Quality Manual)

Procedure, Section Objective, SOP*, Manager or Higher Rank

Standards (General rule) & Standards

Manager or Higher Rank
(Other than General rule), Working Instruction
Outgoing Official Correspondences* President or Responsible Head

Note: * For some situations, the approval / reviewer authority might not be available, then the document shall be
approved by the higher authority in that command line.

5. Document Identification Codes

“COMPANY NAME” define the coding system of the company standard document system by the following
5.1 Company Rules: DR-
Definition: First digit: D is the symbol of plant.
Second digit: R is the first letter of Rule
Third and fourth digits:  is the sequential number of document

For Outgoing Official Document/Correspondence the coding will be:

“COMPANY NAME”△YY
△ : Issuing Sub-section /Process (same as for the procedure, Given in the next page)
YY: Last two digits of the Current Year
 Is the sequential number of document
The Concerned Section Manager has the responsibility to control and store such files at an accessible located
specified by him. Such documents / correspondences should be monitored and kept in the sequence of numbering
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by each section. A log sheet should be maintain for the same in soft copy. See below for the sample

Date issued Doc. No. Subject To Issued by

For Incoming Documents the above mentioned sample table can be used for record Purpose.

5.2 Procedure: DP-△-

Second digit: P is the first letter of Procedure
Symbol Means Code Definition

△ Issuance Section / Sub-section H Human Resource

A Administration
F Finance & Account
P Purchase
D Warehouse
C Plant Control
M Production
R Maintenance
E Equipment Services
Q Quality Assurance
T Technology
S EHS – Environment Health &
Safety
 sequential number (01,02…99)

5.3 Standard: DS-△- Process Control Standard

Second digit: S is the first letter of Standard
Symbol Means Code Definition

△ Issuance Process H1 Human Resource

A1 Administration
A2 Information Technology
P1 Purchasing
F1 Finance & Accounts
C1 Planning (Scheduler)
С2 Industrial Engineering
D1 Raw Material Warehouse
D2 Finished Product Warehouse
D3 Shipping Control
M1
M2
M3
M4
M5
M6
M7
M8
M9
M10
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Symbol Means Code Definition

△ Issuance Process M11 Finishing Process
M12
Q0
Q1
Q2
Q3
Q4
T0
T1
T2
E1 Engineering
E2 Machine shop
E3 ME / EE
R0 General Maintenance & Equipment
R1 Mechanical (Maintenance)
R2 Electrical (Maintenance)
R3 Instrument
R4 Utility
R5 Preventive
S1 Safety
S2 Environment
S3 Health
 sequential number ** Same as the above (Procedure)

5.4
SOP: Standard Operating Procedure DW-△-
Second digit: W is the symbol for SOP
WI: Work Instruction WI-△-YY (WI for Work Instruction)
MR (Material Review) Sheets : Dp-MR-YY (Dp: Plant Code)
Business Trip Report: Dp-BTR-YY (Dp: Plant Code)
Symbol Means Code Definition
△ Issuance Process - ** Same as the above (Standard)
YY Year code - Current year (last two digit);
 sequential number - ** Same as the above (Standard)
5.5 Form (Record Sheet): Form  R△ ()
Symbol Means Code Definition
Form The check sheet, attached - The attached document or the
Document format that use for the recording.
 - The sequential No. will be started
sequential number
from 1,2,3 …
R△ Revision No. of Form - The revision No. of form (0, 1, 2,
3…)
 Refer Code referring to Company Rule,
Refer the DR, DP, DS or DW
5.1,5.2, 5.3 Procedure, Standard or Working
number
and 5.4 Procedure No.
EX. Form 1 R0 (DP-Q-01)
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5.6 Provisional Check Sheets: CS △ (CS for Check sheets)

A check sheet is an organized way of collecting and structuring data. This is a generic tool that can be used for a wide
variety of purposes. Check sheet should be used:
- When data can be observed and collected repeatedly by a particular person or at a particular place
- When collecting data relates to frequency or pattern of events, problems, defects, defect location, defect causes etc.
- When collecting data relates to a particular production process
- To establish any procedure

6. Document Development Process

There are seven main stages of the document development process. It is important that all seven stages are
completed for every document.

6.1 Issuing of New Document or Revision. Any employee can initiate a document revision or a document need due
to changes in the internal system of the plant. The section head concerned, in turn, informs the document originator
or Document Controller (if no document originator is yet identified) what revisions need to be made to the
document. The originator shall be ensure that the document remain legible and readily identifiable. Identification
on changes made on the contents of the documents include used of underlining as long as purpose to identify
revision is clear.

6.2 Preliminary Planning. The document originator assesses the document to be written or revised. This assessments
includes the purpose for the document, and points of Improvements for the Quality Management System.

6.3 Document Code Assignment. After the document originator wrote or revised his document, consults Document
Controller (QA & Tech. Section) about the document code that will use.

6.4 Review and Approval. The final document is reviewed and approved by the assigned document reviewer and
approver.
6.5 Registering Approval. The document originator prepares the set of approval documents, and issues the Form 4
(DP-Q-01). The document originator submits all of them to Document Controller 3 days before effective date (that
indicated on the column “Issued Date”). Document Controller is responsible for registering (updating the master
list) in the “Document Master List: Form 1 (DP-Q-01)”, stamping “ORIGINAL DOCUMENT” on the behind
page of all-original controlled document, maintain and distribution.

6.6 Distribution. Document Controller is responsible for distributing the controlled copies to concerned Process
Owner with locations after having duly marked on the font of all approved copies with “CONTROLLED COPY”,
recording the location where distributed on “Document Distribution List : Form 2 (DP-Q-01)” and collected the
obsolete documents prior to issuance of revised ones.
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Note: No Tampering Allowed for any type of Documents e.g.: No writing on the documents or Photocopy

Document Controller is responsible for collecting and disposing all obsolete controlled copy documents due to
document revision. The obsolete original documents in the one level before current revision are stamping
“OBSOLETE DOCUMENT” and maintaining, the former revision shall be disposed.
Quality documents receiving (using) section or group should be responsible for handling of received documents
(receiving control, storage control) and for treatment of the documents after their usage (when documents became
obsolete).
If documents are received and stored through the electronic media, storage management shall be defined in quality
documents/ records storage procedure of the using Section or Group.

6.7 Request for additional copies. The person who requires an additional Controlled copy of a document shall
issued Form 3 (DP-Q-01) and get the approval from QA & Tech. Section or higher rank.
Document Controller stamped with a Controlled Copy and registered in the Document Distribution List for the
permanent used. All additional copies issued for temporary usage such as classroom instructions, reference & short
orientation must be return to Document Controller to prevent unintended use and shall be identify by

 UNCONTROLLED COPY (such as for training purpose or references for external party) – used to
identify authorize of documents to persons requesting for official copy. Uncontrolled copies of documents
are not subject to retrieval but should be recorded on document control records.

7. Maintain of Document Master List

7.1 Document Controller is responsible for maintaining the Document Master List and Document Distributing List
to ensure that personnel are aware of the latest version of each document.
7.2 QA & Tech. Section is responsible for maintaining the technical standards and specifications master list to
ensure that personnel are aware of the latest version of each standard or specification.
7.3 A hard copy of master list should be updated in every six months. The hardcopy of master list is not official
without signature of QA& Tech. Section Head.

8. Periodic Review
At least once a year, the document originator reviews each document and data for obsolescence and determines
whether revision of the document is necessary. Records of review shall be indicated on the document history sheet
of that particular document.

9. External Documents Control

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The person who is responsible to control the external document is indicated as the following

Section Responsible document Record

Public Standards & Regulations which related qa_tech(//10.106.9.253//”Company
with product Name”_data) (Z :) or Quality
Head – Quality Assurance Assurance & Technology Section
& Technology Tire specification, Standard coming form YRC,
In-Process Specification, Material Inspection
Standard, etc.

Public Standards & Regulations which related

Head - Human Resource with company administration.
& Administration (HR HR & Admin. Section
& Admin.) Section Public Standards & Regulations which related
with Financial & Accounting

Machine & Equipment drawing and

Head - M & E Section M & E Section
Construction Drawing

The External Origin Document distribution should be controlled by each responsible person, Form 5 (DP-Q-01)
should be used or the proper form is available, Ex. Yokohama Standard (YS) can be stored, Form 5 can be stored in
soft copy by the control in Server.

10. Documents stored in an electronic medium.

The originator section head shall assign the specific locations or folders for each type of “Controlled Document”
under his / her responsibility. He / She shall ensure that the concerning persons could properly access to the
Electronic documents. The access of the documents in the electronic medium shall be locked for unauthorized
concerns.
All the computers which are having controlled documents shall be protected by anti-virus program (s).
The relevant section head shall determine the frequency and method(s) used to backup Documents stored in an
electronic medium. The backup frequency shall be periodic basis and determined taken into consideration the
important and/or status of the documents.
11. Filing System
Quality Documents needed by each Section are identified in the rule, procedure, standards and attached document.
For some External Origin Documents like Regulations Manual or Magazines can be stored with clear indications.
The indexing label of filing for document handling as follows:

Document No.
DP-Q-01~
DP-Q-20
Document Name

Issuance Section

Company Rule = Yellow

Procedure = Pink
Standard = Green
Supporting Doc. = White

The sequence of file

Revision History

Date Rev. Reason for change Issued by Reviewed by Approved by

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