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REVISION HISTORY
Rev. No

DCN No.

Page No.

Eff. Date

N/A

ALL

02/02/2015

Name
Position

Description of Changes
NEW ISSUANCE
REF. NEW ISSUE DOCUMENT APPROVAL FORM NO.
001

Originated By

Reviewed By

Approved By

SITI AMIRA

BANUN

WITHORN ARPANUVAT

Document Controller

Management Representative

General Manager

02/02/2015

02/02/2015

02/02/2015

Signature
Date

Note: The details of changes shall be documented in the DOCUMENT CHANGE NOTICE (DCN).
This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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Procedure
1.0

Records

PURPOSE
To ensure that all documents shall be of the latest
revision at the point of issue and use.

2.0

SCOPE
This procedure shall apply to the following
documents :
2.1 Internal Documents and Data
a)
b)
c)
d)
e)

MJE-QM (Company Quality Manual)

SOP-xx-yy (All standard procedures)
All Forms
Work Instructions
Job Descriptions

2.2 External Documents and Data

a)

External documents that effect the quality

management system.

2.3 Non-QMS documents and records that are

stored within personal offices or created by
individual department are considered reference
documents and records and are not under
document control. It is the responsibility of the
user to ensure that the currency of
the information is appropriate for the task.
Revision number or date is not necessary on
Non-QMS documents and records.

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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3.0

Records

REFERENCES
3.1 ISO 9001 : 2008 Clause 4.2.3
(Control Of Document)
3.2 MJE-QM (Company Quality Manual)
3.3 Document Master List

4.0

APPENDICES
4.1 Document approval and distribution flow chart.

5.0

APPLICABLE FORMS
5.1 Document Change Notice
5.2 Document Distribution Record
5.3 List of External Document
5.4 New Issue Document Approval Form

6.0

DEFINITION
6.1

A Controlled Document is defined as an

approved and registered document which will be
maintained and updated whenever there is any
change or update. This is to ensure it is of the
latest revision and shall be available at the place
of use. Controlled Documentsare stamped with
CONTROLLED DOCUMENTS.
Note : Any un-stamped documents are unofficial
documents. These are uncontrolled documents
and shall not be recognised as official reference.

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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6.2 External documents are documents generated

outside ADMINISTRATION DEPARTMENT - MAJU
INTAN BIOMASS ENERGY SDN. BHD. External
documents that effect the quality management
system shall be determined and controlled on the
distribution.
6.3 DCC : Document Control Centre.
6.4 Specification : A document stating requirements
6.5 Document MasterList : a list of controlled documents
with current revision level.
6.6 DCN : Document Change Notice.
7.0

PROCEDURES

7.1

Responsibility
a)

The responsibility matrix is as follows.

Item Responsible Personnel

Control Documents

i)

Document Controller

5 type of documents
as per 7.5a

b)

All relevant personnel are responsible for the

controlled documents distributed to them and
to make sure that all documents are properly
updated.

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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7.2 Procedure Format

a)

The Quality Manual and Standard Operating

Procedures shall have Revision History to
record the nature of change in brief.

b)

The format of the documents shall be as follow:

i) Heading
A rectangular table heading consists of the
following :
i)
ii)
iii)
iv)
v)
vi)
vii)

Company name.
Type of document.
Document Title.
Document Number.
Revision Number.
Effective Date.
Page Number.

This heading shall be printed on top of every

page of the Quality Manual and Standard
Operating Procedures except on the appendix
of document.

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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ii)

Records

Sub-Title

The Standard Operating Procedure content

shall be organised according to the sub-titles
given below to maintain a standardised format.
If the sub-title is not applicable, state Nil
under the sub-title.
1.0
2.0
3.0
4.0
5.0
6.0
7.0
8.0

Purpose
Scope
References
Appendices
Applicable Forms
Definition
Procedures
Records

7.3 Documents Number

a)

The Company Quality Manual is identified as

MJE-QM.

b)

For Standard Operating Procedures (SOP), each

document is assigned a specific document
number as follows :SOP-xx-yy as described below ;
Note : SOP - Standard Operating Procedure
xx - ISO 9001 : 2008 Clauses such as
AD for Management Review
DC for Document Control
yy - serialised number of the
documents generated.

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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c) Work Instructions & Job Description are assigned a

specific document number as follows :WI xxx (for Work Instruction)
JD - xxx
( for Job Description )
xxx
- Serialised number of documents
generated.
d) Forms are registered with a specific Form Number as
following:MJE-YY-XX.
MJE for MAJU INTAN
YY - departmental origin
XX- Serialised numbers for each form
generated
Revision Date:
Revision No.:
Exclusion on Form Numbering as following:i)
External generated record/ form.
ii)
Computer generated or direct print
out from computer.
iii)
Pre-Printed record/ form by
printer.
iv)
Extra copy printed by user/
departmental prior to designation
of Form Numbering. (Old record
shall be purge gradually until finish
prior to continue to use forms with
proper numbering)

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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v)

Records

Non-QMS documents or records

created by individual department.

7.4 Document Approval Authority

Type Of
Document

Originated By

Reviewed By

Approved By

a) Quality
Manual

Management
Representative

General
Manager

General
Manager

b) Standard
Operating
Procedure

Section Head /
H.O.D

Management
Representative

General
Manager

c) Job
Description

N/A

N/A

General
Manager

d) Work
Instructions

Section Head/
H.O.D

N/A

General
Manager

e) Forms

Section Head

N/A

N/A

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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7.5 Control Of Master Document

DOCUMENT
CONTROLLER

i.
ii.
iii.
iv.
v.

i.

QM
SOP
JD
WI
Forms

a)

The Document Controller shall control the following

Master Documents :
Quality Manual
i.
ii.
Standard Operating Procedures
Job Descriptions
iii.
iv.
Work Instructions
Forms
v.

b)

H.O.D of each section shall control master

documents for Machineries specifications and other
related to daily operations of the plant.

H.O.D

c)

The master documents shall not be accessible to the

users unless for purposes of audits, review,
amendments or reference.

Machineries
Specifications

d)

H.O.D may use Master of Machineries specifications/

drawings for making copies for distribution.

e)

In order to ensure users use the latest revision of

specification, whether generated internally or
received from supplier, the H.O.D shall check the
specification revision used with the specification
record to avoid outdated documents used.

Distribution

User

7.6 Controlled Of Controlled Document

a)

All documents with

DOCUMENT stamp.

the

Red

CONTROLLED

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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7.7 Document Stamping

a)

MASTER

Red Stamp at the BACK or

FRONT of the master document
by DCC

OBSOLETE

Red Stamp at FRONT document

is to be kept for future reference
after obsoletion

UNCONTROLLED
DOCUMENT

All documents as per 7.5 a) and

without the master red stamp
are consider uncontrolled
document.

7.8
New / Revised

Update Master
Document

All DCC documents shall be stamped with

the following identification before issue :

Document Distribution
a)

New or revised documents as per 7.5 (a)

shall be updated by DCC on the MASTER
Document. All head of department and other
authorised personnel shall be informed of the
new or revised documents through Document
Distribution Log Sheet.

Distribution

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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Process / Step

Document Distribution
Log Sheet

User

Remove Obsolete Copy

Procedure
b)

External documentation received from supplier

/ manufacturer / agency shall be distributed to
the respective user by the H.O.D according to
the Document Distribution Log Sheet, if any.

c)

The Document Distribution Log Sheet shall

used to record the movement of the
document.

d)

The recipient shall promptly remove and

dispose off the obsolete copy of document
once they receive the new revision of
document from the DCC or other related
parties.

e)

The only obsolete document kept for reference

shall be master document which attach
together with DCN. An obsoleted master
document shall have indication of marked up
for proposed changes.

h)

The retention period of obsolete master

document is upon discretion of originator and
shall refer to SOP-DC-02.

g)

Obsolete document shall be stored in boxes,

cabinets or shelves or any other suitable way
and places as the documents are protected
from

Storage

Records

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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any possibility of damage/ lost or contaminated

with other active documents. List Of Inactive
Records shall be pasted on the boxes of
obsolete records for easy identification.
Approval of disposition shall be granted from
the HOD and the disposition of hardcopy shall
be through shredding or other means that shall
not leak out information of the company to
outsiders.
7.9 Changes / Modification of Document
a)

Document Change Notice shall be used for any,

update or deletion of Quality Manual, Standard
Operating Procedures, Job Description and
Forms.

b)

The reason of change shall be specified in the

Document Change Notice (DCN) and reviewed
and approved by the same authority that
performed the review of the original
documents unless specifically designated
otherwise.

c)

The designated authority shall have access

to pertinent background information upon
which to base their review and approval.

Changes/
Modifications

i.
ii.
iii.
iv.
v.
vi.

QM
SOP
WI
QP
JD
Forms

DCN

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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Process / Step

Procedure
d)

All DCN raised shall be submitted to the General

Manager for approval before forwarded to DCC
for any revision or deletion.

e)

Upon receiving of the DCN, the Document

Controller shall amend the document accordingly.
Any changes to a document, the affected
document revision number shall be incremented
according to the latest revision number as per
Revision History. O = Original, 01 1st amendment,
02 2nd amendment and followed accordingly.

GM Approval

Amend Document

Distribution

User

Records

Obsoleted Master Documents upon issuance of

DCN shall be stamped obsolete & attach with DCN
for reference purpose. The obsolete documents
shall be disposed only upon originator discretion.
f)
7.10
a)

The first page which is the Revision History shall

be replaced for every amendment.
Document New Issue
New Issue Document approval form shall be used
for any new issue of
-

Quality Manual
Standard Operating Procedures
Job Description
Forms

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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Procedure
b)

Records

The new issue details and reason for new issue

shall be specified and reviewed & approved by
authorised personnel as per 7.4 before updated
by DCC for documentation control.

7.11 Control Of External Documents

a)

The external documents generated outside

Admin Dept - MAJU INTAN BIOMASS ENERGY
SDN. BHD. shall be controlled to ensure it is the
latest copy and available at the place of use.

b)

The external documents shall be registered and

controlled by DCC and H.O.D in accordance
with the List of External Documents
Notes : Not all external documents are to be
registered except they have direct impact to
the quality of product of services. Example of
external documents to be controlled and
registration is MS ISO 9001 : 2008 Standard.

c)

All the external document shall be identified by

the following :
i)
ii)
iii)
iv)

Document No (if applicable)

Revision Status
Document Received Date
Document Title

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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c)

Records

The DCC shall be responsible to record the

distribution of external document except
Machineries Specification (if any) in the
Document Distribution Log Sheet.

7.12 Electronic Media Data Control

8.0

a)

Software installed in the user computer shall

have the ability to satisfy the intended
application and controlled by the Admin
Department. A list shall be established on the
type of software installed from time to time,
when necessary to reconfirm the suitability by
interviewing the user in performing the work.

b)

Admin Department shall conduct periodical

system audit to ensure programmes/ software
compliance to company useablity, traceability
requirements, efficient and sustainable to
support current capacity and future
development. Testing on the system
traceability shall be conducted biannually every
6 months once. If discrepancies are detected
during testing, immediate corrective action
must be taken and establish preventive action
to avoid reoccurance.

RECORDS
All records specified in the clause 5 of this procedure shall
be kept and retained in accordance to the Control of
Records (SOP-DC-02).

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.