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QSP-Control of Documents and Records

TE/QSP/4.2.3 & 4.2.4 REVISION NO.: 03 ISSUE DATE: 21st April, 2009

NAME Prepared by: Ahmed Khan

DESIGNATION DC DM CI MR

SIGNATURE

Reviewed by: Kashif Iqbal Butt Approved by: Zafar Kamal

TE

THAL ENGINEERING
Page: Page 2 of 5 Revision: 03 Revision Date: Apr 21, 09

CONTROL OF DOCUMENTS AND RECORDS


Doc. No:TE/QSP/4.2.3 & 4.2.4

1.

PURPOSE
To establish and maintain documented system to control all management system documents and records that relates to the requirements of ISO 9001, ISO/TS 16949 and ISO 14001 standard. All management system documents are properly reviewed and approved prior to issue, are available on local Intranet for everyone in Thal Engineering with recent revision, and changes to documents are properly authorized and indicated. All records related to management systems (QMS and EMS) are properly identified, stored, protected, retrieved, retained and disposed.

2.
2.1 2.2

SCOPE
This procedure is applicable to all departments. Following documents are under the document control system: Management System Manual (MSM) Quality System Procedures (QSP) Environmental Management System (EMS) documents Standard Operating Procedures (SOPs) Work Instructions / Operating Instructions Forms / Checklists Business Plan Control Plans FMEAs Process Flows Plant Layouts Job Descriptions MSA Manual APQP Manual PPAP Manual FMEA Manual Reference Maintenance Manuals/ Internal Standard / Service Manuals Technical Standards and Drawings

3.

RESPONSIBILITY
MR is responsible for the distribution and control of system documents. Documents of External Origin & Engineering documents such as Drawings, Specification, Manuals, etc. are also controlled by Centralized Document Controller.

TE

THAL ENGINEERING
Page: Page 3 of 5 Revision: 03 Revision Date: Apr 21, 09

CONTROL OF DOCUMENTS AND RECORDS


Doc. No:TE/QSP/4.2.3 & 4.2.4

4.
4.1 4.1.1 4.1.2

PROCEDURE
DOCUMENTS AND DATA APPROVAL AND ISSUE All documents, which affect environment and product quality, are properly controlled using Document Generate / Change / Cancel Request (QMR/05). Concerned department fills QMR/05, takes approval from Document Owner and Approval Body referred in Document Approval Body (DAB) and MR then forwards QMR/05 alongwith Original Document to Document Controller (DC). DC maintains the hard copy of all documents in systematic order. DC Issues hard copies of External Origin Documents, Engineering Drawings, Specifications and Work Instructions to concerned and takes signature of receipt on QMR/05. While Manuals, QSPs, ESPs, SOPs, FMEAs, Control Plans, Aspect Registers and Formats are maintained on Intranet and concerned personnel are directed to access these documents through Intranet. Any new / revised document (Hard Copy) is retrieved via QMR/05 and for documents available on intranet concerned are updated. DC is responsible to assure the effective communication channel to update information regarding document changes and control. Controlled copies are indicated by CONTROLLED COPY stamp. Uncontrolled copies are indicated by UNCONTROLLED COPY stamp. Besides, documents printed out from Intranet and photocopy of the controlled document are considered as Uncontrolled Document. A Document Master List QMR/03 of all the documents is maintained by concerned department. The list includes all the documents related to the Quality & Environmental System with their current revision status. OBSOLETE COPIES Obsolete copies of soft copied documents are saved in Obsolete Documents Folder as per retention period mentioned on QMR/03. All hard copied obsolete documents will be kept with OBSOLETE stamp in separate location, filed as per retention period mentioned on QMR/03.

4.2.1

4.2.2

4.2.3

4.1.3

4.3

4.4 4.4.1

DOCUMENT AND DATA CHANGES Revisions/Changes in the documents are necessitated under the following circumstances: a) Changes proposed by the work centers to improve the products / processes / systems b) Changes necessitated by the induction of new product / process / system c) Revisions required due to change in procedures approved in review meetings and/or on the basis of internal / external audits.

4.4.4

All changes in documents are highlighted by bar besides the text that shows the change in the document. In procedures, document numbers of the referenced documents (Forms, Checklist, Reports, etc.) are identified with no revision level; however master list indicates the latest revision level of the document. Whenever any changes made in the drawing all the related documents (i.e. FMEA, Control Plan, Process flow etc) must be changed.

4.4.5

TE

THAL ENGINEERING
Page: Page 4 of 5 Revision: 03 Revision Date: Apr 21, 09

CONTROL OF DOCUMENTS AND RECORDS


Doc. No:TE/QSP/4.2.3 & 4.2.4

4.5

MINOR/REGULAR CHANGES
Grammatical mistakes, spelling mistakes and typographical errors are not considered even as minor changes and are not likely to be recorded on the document change record form.

4.6
4.6.1

DOCUMENT MASTER LIST


The pattern of the numbering scheme of all the documents is as follows: NUMBERING SYSTEM Following is the numbering system used by TE to identify documents. 1. Management System Manual TE represents Thal Engineering. MSM represents Management System Manual. XX represents issue no. (TE/QSP/XX) (TE/MSM/XX)

2. Quality System Procedures QSP represents Quality System Procedure.

XX represents QMS Clause. (e.g.TE/QSP/4.2.3 & TE/QSP/8.2.2). (TE/ESP/XX)

3. Environmental System Procedures

ESP represents Environmental System Procedure. XX represents EMS Clause. (e.g.TE/ESP/4.3.1 & TE/ESP/4.3.2). (TE XX/SOP-YY/ZZ)

4. Standard Operating Procedure XX represents Department.

SOP represents Standard Operating Procedure. YY represents SOP Sequential Number. ZZ represents EMS & QMS Clause. (XX/YY/ZZ)

5. Forms/Records XX represents Department.

YY represents Sequential Number of the Form or Record for respective department. ZZ represents revision status.

TE

THAL ENGINEERING
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(XX/YY/ZZ)

CONTROL OF DOCUMENTS AND RECORDS


Doc. No:TE/QSP/4.2.3 & 4.2.4

6. Work Instructions XX represents division YY represents section

ZZ represents Sequential Number of the work instruction (XXTT/YY/ZZ)

7. Layouts/Process Flow/FMEA/Control Plan XX represents division

TT represents Type (LO = Layout, PF = Process Flow, FM = FMEA, CP = Control Plan) YY represents Sequential number of document ZZ represents Revision Status (TM XX/YY/ZZ) TM represents Tooling Management XX represents division YY represents Sequential number of document ZZ represents Revision Status

8. Tooling Management

4.7
4.7.2

CONTROL OF RECORDS
TE is maintains and controls records that are linked to management system ( QMS and EMS). All concerned employees are responsible for creating, and maintaining records relevant to their nature of work. It is the responsibility of MR, area heads, and administration to update every type of records related to management systems. Records are filed and indexed in a logical manner for easy retrieval and safe storage. Where files become unmanageable, it may be moved to storage area with proper identification for future reference. Records are maintained from the issue/revision date of the document. The procedure for Generating and Changing in formats is same as described above. All concerned employees creating records ensure that they are legible, appropriately identified, safely stored for easy retrieval, suitably mentioned retention time and are disposed (burning is prohibited) accordingly. The individual record keeper is responsible to eliminate Obsolete QMS and EMS Records as per defined retention period. Personnel are also responsible to ensure the appropriate environmental conditions are maintained for the preservation and disposal of records. At TE, records are handled, protected and maintained in a manner, which ensures that they do not deteriorate, damaged, misplaced or destroyed until its retention period as minimum.

4.7.3 4.7.4

4.7.5 4.9.2

4.9.3

TE

THAL ENGINEERING
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CONTROL OF DOCUMENTS AND RECORDS


Doc. No:TE/QSP/4.2.3 & 4.2.4

5.

RECORDS
Document Master List Document Generate / Change / Cancel Request QMR/03 QMR/05