Académique Documents
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This procedure describes the process of controlling quality system documents and data.
2.0 Scope
Quality Manual
4.0 Responsibility
The Management Representative, Head of Sales & Trading and Director shall be
responsible for the effective implementation of this procedure.
5.0 Procedure
A. Listings are generated to ensure that current revision status are known, so that
invalid and/or obsolete documents are not used. The following table shows the
master lists generated by the company :
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Director
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Control of Documents Procedure
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B. A Master Copy (other than computer disk) of the documents shall be kept by the
above mentioned personnel. The Master Copy shall be an original hard copy.
C. All personnel maintaining external standards shall check with relevant approving
authority at least once a year to ensure that most updated copy is maintained as
required.
A. All controlled documents that are issued shall be recorded in a Distribution List or
equivalent indicating names of recipients with acknowledgment of receipt by a
signatory. All controlled copies shall carry a stamped status on the cover page
indicating the name of the recipient of the controlled copy and the date of issue.
B. The personnel responsible for issuing, retrieval and maintenance of these documents
are define in the table in para 5.1.
C. Two controlled copies of the quality manual and procedures shall be maintained
in the office and one controlled copy to the certification body shall be issued
without the need to sign on the distribution list.
A. The personnel responsible for issuing of these documents are defined in the table in
para 5.1.
A. The Director shall assign a suitably qualified person (Hereafter known as initiator)
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Director
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Control of Documents Procedure
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to prepare or revise documents related to the quality system.
A. Upon completion of any new or revised documents, the initiator shall submit the
completed document for review and approval by authorized personnel. The
following are authorized for the approval of quality system documents.
B. Approval of QM, QSP, WI and in-house specifications shall come in the form of a
signatory. Approval for external standards, external specifications and operations
manual, approval will come in the form of a company stamp.
C. For new revisions, the approving authority will sign on the page of the QM, QSP,
WI and in-house specifications as an indication of approval. If amendments are to
be made, para 5.8 shall apply.
D. For the first revision, approval of QSP, QM and WI would include the concurrent
approval of the forms and format of the quality records defined in these documents.
These forms are attached in the appendix of the full set of QSP.
Approved by :
Director
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ABC PTE LTD
Control of Documents Procedure
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A. When the document has been approved, the initiator shall forward the document to
the respective person responsible for maintaining the documents for action on the
following:
• Generating Document
• Issue Document Number
• Revision Status
• Effective Date (date of approval)
• Updating of Master List
B Obsolete controlled copies will be collected for disposition. Obsolete copies retained
for reference purpose shall be marked “OBSOLETE”.
C. All issuing will be reflected on the Distribution List. The person issuing the revised
documents shall retrieve the obsolete documents and dispose them immediately
prior to issuing the new document.
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Director
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ABC PTE LTD
Control of Documents Procedure
Document No : QSP 1 Revision : 1 Effective Date :
A. All personnel wishing to make changes in the existing document shall discuss with
the relevant personnel maintaining and approving the quality documents. When
necessary consultation with affected personnel shall be made.
A. All forms for quality system shown in the appendix of the quality system procedure
shall carry a Master List to show the current revision of the forms.
B. All personnel receiving a controlled copy (complete set) of the quality system
procedure will receive a set of all the forms as attachments in the appendix.
C. For application purpose, copies of the forms may be made. Personnel making
copies of the forms are responsible to destroy them when new revision is released.
D. Para 5.8 shall apply except 5.6 C & D as forms shall only be upgraded by revision
numbers only.
Approved by :
Director
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Control of Documents Procedure
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6.0 Records
Approved by :
Director
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