Quality Management System
QSP01, REVISION 0 Jul 02, 2012
Right Horizons
Quality Management System
Document Title : Control of Documents
Document ID : QSP 01
Document Revision : 0
Revision Control
Rev No / Modifications / Date / Author / Approved By0 / First released Revision / 2nd Jul 2012 / Rachna Rego / Anil Rego
Copy Number:
Document Distribution List
Copy # / NameMASTER COPY / Management Representative
1. / Reference Copy
Document Definition:
Hard copy of this document is for reference purpose only. Please refer to the controlled softcopy in the PIS - Knowledge Management - Quality Documents
Document Control Procedure
1. OBJECTIVE
To ensure that only the latest Revisions of documents are available to appropriate personnel. To ensure the documents requiring changes are revised immediately and receive the required approvals.
2. SCOPE
This procedure applies to all documents defined as part of Quality Management System. All personnel and department at RH should follow the Document Control Procedure
3. ROLES & RESPONSIBILITIES
@ Quality Manager is responsible for review and approval of the procedure and also ensure that the procedure is current and reflects the requirements of RH.
@ Management Representative is responsible for monitoring compliance with this procedure across departments at RH
@ To be followed by all employees when they create official documents.
4. REQUIREMENT
@ All documents required by ISO shall be protected and controlled.
@ Management shall review and approve document prior to issue and update documents as necessary and re-approve documents.
@ Unauthorized access to documents should be prevented by sufficiently restricting access to it.
@ Ensure that documents are available to those who need them and are transferred, stored and ultimately disposed of in accordance with the procedure applicable to their classification.
@ Ensure that all ISO documents should have the document control, document publication history, and document review & approval history and document distribution list.
@ Ensure the documents remain legible and readily identifiable.
@ Ensure that document of external origin are identified and protected.
@ Ensure that all obsolete documents are identified and classified, if they are retained for any purpose and protected from unauthorized access.
5. EXCLUSION
The documentation created in the following cases listed below do not fall under the document control process of the ISO.
@ Documentations created prior to the creation of the ISO do not fall under the document control procedure
@ Documentations that are not in use (obsolete) and those rendered obsolete by an existing Revision of the document do not fall under the document control procedure.
6. PROCESS FLOW
DOCUMENT CONTROL
7. INPUTS
Sl No / Description/ Work Product Name / Sl No / Description/ Work Product Name01 / Documents / Reports / 02 / Organizational Policies/Process / Procedures etc…,
03 / Templates for Documentation / 04
8. ACTIVITIES PERFORMED
8.1 PREPARE POLICY & PROCESS DOCUMENTS
Activities / Responsibility / Related Documents/ RecordsPrepare Policy or process Document based on business and standard inputs / Vertical Head (Process Owner) and approved by Director / Policy Template
Process Template
Verify Documents compliance to applicable models and documentation standards / Director / Documentation Standard
Applicable Model/Standard
8.2 REVIEW & APPROVE CONTROLLED DOCUMENTS
Activities / Responsibility / Related Documents/ RecordsReview policy and process documents / Director / Document
Re-work on Documents / Vertical Head (Process owner)
Approve re-worked documents / Director / Document Amendment List
8.3 CIRCULATE CONTROLLED DOCUMENTS
Activities / Responsibility / Related Documents/ RecordsUpdate management system / Director
Circulate documents to involved teams / Quality Team / Document Distribution List
Activities / Responsibility / Related Documents/ Records
List changes in chronological order / Quality Team
Control using Revision Numbering / Quality Team / Document Numbering Guidelines - Refer Annexure 1
Make Current Revision Status available in Master Document along with the approved signatures / Quality Team / Master List of Documents – Hardcopy to be maintained
Activities / Responsibility / Related Documents/ Records
Maintain list of obsolete documents / Quality Team / Master List of Documents, Document Amendment List
Remove obsolete Revisions from circulation / Quality Team
@ The primary means of disposal of paper document containing confidential information is via shredding after 7 yrs.
@ All such documents should be deposited in designated, locked boxes for shredding or otherwise kept secure until shredded.
@ If an outside vendor is employed, the shredding services must implement a process that maintains the security of the contents from pick up within the organization to the point of destruction. An NDA should be signed with vendor stating to protect the information of Right Horizons Financial Services Pvt Ltd.
9. OUTPUTS
Sl No / Description/ Work Product Name / Sl No / Description/ Work Product Name01 / Approved Policy and Process Documents / 02 / Released versions of Documents
10. VALIDATION CRITERIA
@ Controlled documents are ready for release
11. REFERENCE RECORDS / DOCUMENTS
Sl No / Description/ Work Product Name / Sl No / Description/ Work Product Name01 / Policy Template / 02 / Process Template
03 / Document Numbering Scheme-Annexure 1
12. STANDARDS COMPLIANCE
Standard/ Model / Clause No. & Name / Control DescriptionISO 9001:2008 / 4.2.3 / Control of Documents
Note: All QMS related documents shall be protected and controlled to ensure that it is issued to the appropriate personnel, under the correct level of authority, is revised as necessary, and maintained up to date. All documents shall be as per a predefined template (which includes classification of document, location, release date, pages and Location/ path), with appropriate Revisions and authorizations and approvals.
Annexure 1
Document numbering scheme
The following numbering system will be used for all the documents that come under document control. This system enables the easy storage and retrieval of documents.
Quality manual is designated as QM and Quality System procedure documents are numbered as QSP<SN> where SN: Serial Number.
Process related documents are numbered as -----RH/PT/D<SN>, RN, where:
RH
/ /Right Horizons
PT
/ /Process Type
D
/Document
SN
/ /Running Serial Number
RN
/ /Revision Number
For e.g.:
End To End Process Flow
/RH/EE/D01,Rev 0
Note: The directory and file names are user-friendly and indicative of the contents within.
Forms Numbering
Forms are numbered as RH/<Process Type>/F<SN>, where:
RH:Right Horizons,
PT: Process Type/ The area : HR,MR,SALES etc.
F:Format and
SN:Running Serial Number
Ex: Purchase Order: RH/PUR/F01
OPERATIONAL ISSUES
Method of storage
A master copy is maintained on the computer system with the help of a network server. The storage on the server is such that the access to these QMS documents is limited to read – only for all the employees, which is controlled by the system administrator. The read - write access is with the MR, who is authorized to make changes in the QMS documents.
A hard copy of the latest Revision of the QMS documents can be made when required, for reference purpose only.
Periodic back-ups of all the documents stored on the computer system are taken, to avoid the loss of critical information/data, owing to the system break-downs/crashes. T
Document authorisation and issue
The procedure that applies to the authorization and issue of the documents are as follows:
The Quality Team is authorized to generate, modify, maintain, issue and put all the QMS related documents on the defined location on the server, based on the modifications/suggestions made, in consultation with the Director. The Quality Team will also generate these documents based on the needs raised by the concerned functional heads and audit findings.
Issue of documents is made vide a Document Distribution List, which highlights the changes that have taken place in the QMS documentation and is electronically maintained in the server. The changed document is then circulated to all the employees in the organization through internal E- mail., which is duly attached with the mail, will make all the employees aware of the changes made and incorporated in the QMS documents. A receipt is requested in the mail, which can act as a proof of communication.
The process level documents are issued by the Quality Team. Sub-system level documents may be issued by the identified Process Owner.
Distribution control
Under the QMS documentation, only one hard copy of the document will be maintained as the REFERENCE copy with “FOR REFERENCE ONLY” seal on it, which is taken as reference during audits and they are not made available to the employees. However, the employees will be made aware of any changes in the documentation. Extra copies in the organization without “FOR REFERENCE ONLY” seal will be considered as “UNCONTROLLED COPY”. Old Revisions of documents that are retained for future reference or as contractually agreed, will be marked ‘OBSOLETE COPY’.
Master copies of all the QMS documents are maintained on the computer system. These documents are accessible to all the users on the server, which is password-protected by the Sys Admin and the users can view the documents in the read-only mode, in a defined location, called ISO, which may be mapped by the employee for document reference. The exact locations of each of the documents on the SERVER are indicated and Link is circulated to all the employees through the internal E-mail. It is the responsibility of the concerned departmental heads to ensure that their departmental personnel/staff are familiar with the QMS documentation.
The Quality Team maintains a master control document for all the QMS documents, which gives the details of the revision status of each document.
Note: Controlled copies are only distributed outside the company when this is a contractual requirement. In these instances, transmittal letters will be used.
Retrieval
All the QMS documents/records are electronically stored and easily retrievable. It is the duty of the Quality Team to maintain the documents and records that will be suitable to their needs.
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