Control of Documents - Houston ISO 9000



IPURPOSEThe purpose of this procedure is to define the rules for controlling documents. This includes methods to assign responsibilities to control the issue, distribution, review, and revision of controlled documents. It is also the purpose of this procedure to ensure that all quality system documents remain legible and are readily identifiable.IIAPPLICATIONThis procedure applies to the following categories of documents:Quality system manual (including policy and objectives);Process Flowcharts;Quality system procedures and work instructions;Quality system blank forms;Documents of External Origin;Obsolete Documents.IIIPROCEDURE1Types of controlled documentsFollowing categories of controlled documents are maintained:Tier 1Quality System ManualQuality PolicyQuality ObjectivesPosition DescriptionsPosition Assignments with BackupsTier 2Process Flowcharts Other documents as appropriate:- Instructional videos- Instructional photos- etc.ProceduresTier 3Work Instructions (if applicable)Website: The company website is closely controlled by management with the intention of being as accurate as possible at all times. This helps support section Customer Communications (see Section 7.2.3 of this manual).Blank Forms: These are usually one-page forms or electronic templates for recording the completion of an activity. Once these blank forms are completed (filled out), they now represent the history of the actual work performed and are controlled by the Quality Records Procedure (QP-02).Documents of External Origin: These are documents needed to operate the quality system, yet they were created outside of the Company. The documents of external origin listed in the Document Control Master List are approved for use by management.2Document Identification (except for the Website and Documents of External Origin)At a minimum, controlled documents are identified by:Unique title,Revision date, and Identification of the issuing/approving authority (except for blank forms).3The need for the Initiation of a New Document or for Revisions to DocumentsPersonnel at all levels are encouraged to identify the need for revisions and if appropriate the creation of new documents (e.g., procedures, work instructions, or blank forms). For needed revisions of documents or the creation of new documents, inform the General Manager.4Initial issue (except for drawings covered in section 10)Prior to issue and release, documents are reviewed for adequacy, correctness, and conformity to the quality policy by the General Manager of the Company, as appropriate. A document is considered to be authorized and approved for release by the issuing authority once it is signed and made available in the ISO 9000 QMS Binders (available to all employees, as appropriate based on need. Note: the ISO 9001 Management Rep. will maintain a master binder of the signed originals of all QMS documents as indicated by the Document Control Master List).Hard copies of the controlled documents Binder (one for the main office and one binder per shop only) including flowcharts, procedures and/or blank form, as applicable to those employees, are made available to employees. These hard copies will have the company logo in color. Other than blank forms, shop employees are not allowed to make copies of these controlled documents.All controlled documents are listed on the Document Control Master List, which contains the title, revision date and approval authority. This list is used to verify that a controlled document in use is indeed the latest revision of that controlled document.5Revisions (except for drawings covered in section 10)Quality System documents are reviewed for accuracy by:Regular employee usage,During the periodic internal audits and,Once per year by the General Manager.The “once per year” review requirement will be recorded in the Master Document Control List by the General Manager. Changes to documents are reviewed and approved by the same function that approved the initial document. The section(s) of a text document (e.g., Quality Manual, Procedures, Work Instruction, Quality Policy, Quality Objectives, etc.) containing the latest revised information will be highlighted in yellow (this phrase is an example) in order to bring it to the attention of the reader. Where possible, forms and flowcharts will utilize this highlighting method. Otherwise, when yellow highlighting is not practical, the changes will be explained by the General Manager to the appropriate employees.Revised documents are formally issued and effective when made available to employees, showing the issuing/approving authority identification and the new revision date. When a document is revised, the old edition is removed from the binders and replaced with the revised document. Therefore only the latest revision is available to employees as stated in the Document Control Master List.6Master list (except for drawings covered in section 10)A “Document Control Master List” of controlled quality system documents is maintained by the Quality System Management ISO 9000 Representative (Assistant General Manager) which includes the current revision date.7Control of documents in electronic mediaThe electronic master documents are regularly backed up for protection.8Documents of External OriginSome documents provided by external sources are needed by employees and are approved for use by the General Manager or Assistant General Manager. These documents are identified along with the appropriate revision level in the Document Control Master List (unless it is a live document available universally on the worldwide web; in such cases the live current version is the approved version). The fact that any document of external origin is listed in the Document Control Master List is evidence of approval for use. 9Additional Printouts (except for drawings covered in section 10)Certain documents (e.g., process flowcharts or blank forms) may also be posted in the appropriate shop by the General Manager. 10Job Drawings and Job Specific Work OrdersWork orders are issued for each job based on customer input, drawings, etc. If management revises or cancels a work order for any reason, a new replacement work order is issued. The revisions are distributed to all departments just like an original work order. Drawings (prints) are uniquely created by the Company as needed. The General Manager will approve the drawings. Drawing masters are managed on stick files in the front office. 11Obsolete DocumentsThe General Manager is authorized to maintain obsolete copies of either electronic or hard copy documents. If obsolete copies are maintained for any reason, they will be identified in an electronic or hard copy folder labeled “Obsolete Documents.”IVREFERENCED DOCUMENTSDocument Control Master List ................
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