SINGAPORE INSPECTION CENTRE PTE LTD

Control of Documents Procedure

QM-3 Rev : 0 Effective Date : 30/02/XXXX

1. POLICY & INTRODUCTION

It is the IB’s policy to control its documents and data to ensure only approved and
latest copy are being used and available at point of use. This procedure describes the
process of controlling quality system documents and data.

2. Scope

It covers all documents generated, reference documents, and where applicable,

documents from external origin. Basic format of forms and checklist without results are
also

3. Reference Documents

Quality Manual

4. Responsibility

The Management Representative shall be responsible for the effective implementation of

this procedure.

5. Procedure

5. Master List

A. Master lists 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 :

Approved by :
Head of IB
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 SINGAPORE INSPECTION CENTRE PTE LTD
Control of Documents Procedure
QM-3 Rev : 0 Effective Date : 30/02/XXXX

DESCRIPTION OF MASTER LIST ISSUED & MAINTAINED BY

Quality Manual Quality Manager
Work Instructions, Operations/Technical Technical Manger
Manual
External Standards/specification, Regulatory Technical Manager
Requirements

B. A Master Copy of the documents shall be kept by the above mentioned personnel.
The Master Copy may be hard copy or stored in the computer.

5.2 Issue of Documents

A. All controlled documents that are issued shall be recorded in a Distribution List
indicating names of recipients with acknowledgment of receipt by a signatory. The
cover page of the document shall carry the document control status, name of
recipient and date of issue.

B. Issue and maintenance of the documents are made available to personnel at their
location of use as per Table in 5.1

C. Controlled copy will carry a controlled Copy indication on it.

D. Uncontrolled documents may be issued as necessary to various external project or

need to know. Holders of uncontrolled document holders will have their documents
updated when a new version is in effect.

E. For uncontrolled copies recording need not be made on the distribution list.

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Head of IB
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 SINGAPORE INSPECTION CENTRE PTE LTD
Control of Documents Procedure
QM-3 Rev : 0 Effective Date : 30/02/XXXX

5.3 Preparation of Documents

A. The Head of IB shall assign a suitably qualified person (Hereafter known as

initiator) to prepare or revise documents related to the quality system. The
personnel preparing and approving technical documents must have the necessary
technical competence in the areas of work.

B. The approval of the documents shall be in accordance with this procedure.

5.4 Approval of Documents

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:

TYPE OF DOCUMENT APPROVING AUTHORITY

Quality Manual Head of IB
Work Instructions, Operations/Technical Technical Manger
Manual
External Standards/specification, Regulatory Technical Manager
Requirements

5.5 Document Control

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
• Updating of Master List

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Head of IB
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 SINGAPORE INSPECTION CENTRE PTE LTD
Control of Documents Procedure
QM-3 Rev : 0 Effective Date : 30/02/XXXX

B. A change of revision shall be accompanied with a change in the revision number,

e.g. Rev. 1 to Rev. 2. In this case, a whole new document will be issued.

C. For amendments, it will be reflected by an alphabet behind the revision number. For
example, Rev. 1 to Rev. 1A. The amended page will indicate the revised status and
with the changed areas underlined, or an asterisk beside the amended paragraph(s) if
changes only involved removal of information.

D. A new revision will be issued when a significant amount of amendments have been
made. All underline and asterisk will be removed when the document is given a
new revision number.

5.6 Issue & Retrieval of Documents

A. Registered new or revised documents will be issued to responsible personnel

depending on whether it's a "controlled" or "uncontrolled" document, as defined in
this procedure.

B Obsolete controlled copies will be collected for disposition. Obsolete copies retained
for reference purpose shall be marked “OBSOLETE”.

C. Issuing of new or revised documents will be reflected on the Distribution List. No

documents shall be issued before the obsolete version is retrieved and disposed.

D. The effective date of the revised/amended documents shall be the obsolete date of
the old version.

Approved by :
Head of IB
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 SINGAPORE INSPECTION CENTRE PTE LTD
Control of Documents Procedure
QM-3 Rev : 0 Effective Date : 30/02/XXXX

5.7 Amendments/Changes To Documents

A. All personnel wishing to make changes in the existing document shall inform the
approving authority.

B. Suggested changes shall be subjected to approval from the original

functions/personnel that did the initial review and approval, unless otherwise
specifically designated by the Head of IB.

C. Approval or rejection, the requester shall be notified verbally. Changes will be

made on the document and issued out after the approving authority has signed on the
document.

6. Records

Master List, Distribution List, and Master Copy shall be maintained according to the
validity period of the document.
.

Approved by :
Head of IB
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