BALTIMORE COUNTY PUBLIC SCHOOLS Quality Management System Document Control Process

The online version of this document is controlled. Therefore, all printed versions of this document are unofficial copies.

1.0

PURPOSE: 1.1 This document defines the process used for controlling documents used or generated by the Quality Management System. 1.2 This process supports BCPS Blueprint for Progress Performance Goal(s): 7, 8

2.0

SCOPE: 2.1 This process begins with the identification of documents needed for the quality management system and includes the provision for adding, revising, and deleting documents. 2.2 This process covers documentation used within BCPS to meet requirements of the ISO Standard and to execute core business and support/improvement processes within the quality management system. This documentation includes: 2.2.1 Level 1: Quality Management System Manual. 2.2.2 Level 2: Core business process and support/improvement process description documents. 2.2.3 Level 3: Handbooks, manuals, guides, plans, procedures, and work instructions. 2.2.4 Level 4: Forms and templates. 2.3 Records (Level 5) are controlled according to the requirements contained in the Record Control Process document. 2.4 Non-QMS documents that are stored within personal offices are considered reference documents and are not under document control. It is the responsibility of the user to ensure that the currency of the information is appropriate for the task.

3.0

RESPONSIBILITY AND AUTHORITY: 3.1 Process Responsibility: The QMS Coordinator and Department Heads serve as the process owners who have final authority on all process activities and requirements. 3.2 Document Approval Authority: The Superintendent has final authority to approve the issue and/or changes to this document.

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BALTIMORE COUNTY PUBLIC SCHOOLS Quality Management System Document Control Process
4.0 TERMS AND DEFINITIONS: 4.1 Document - Information and its supporting medium. 4.2 External document - A document produced externally to the organizations quality management system. 4.3 Record - A special document stating results achieved or providing evidence of activities performed. 5.0 PROCEDURE: 5.1 Documentation to be used within the quality management system is identified within the ISO 9001:2008 Standard and by BCPS as required to ensure the effective planning, operation, and control of its processes. 5.1.1 Documentation is legible and readily identifiable to ensure proper use and deployment of the quality management system. 5.1.2 The minimum requirement for document identification is a document title and the most recently approved issuance/revision date. (Note: Documents already in place prior to this system may retain their numbering scheme.) 5.1.3 Each document (Levels 1-3) includes a document revision history indicating the dates of issuance/revision and a description of the revision(s) made, if practicable. 5.1.4 Documentation used in the quality system is approved prior to release according to the requirements of the documents approval authority, this document control procedure, and/or the Document Control Form. 5.1.5 Minimum approval requirements are as follows: 5.1.5.1 Level 1: Quality Management System Manual - Superintendent 5.1.5.2 Level 2: Core business process and support/improvement process description documents Superintendent 5.1.5.3 Level 3: Departmental handbooks, manuals, guides, procedures, plans, and work instructions, etc. - Department Head or Supervisor 5.1.5.4 Level 4: Forms and templates - Department Head or Supervisor from the department where the form is initiated.

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BALTIMORE COUNTY PUBLIC SCHOOLS Quality Management System Document Control Process

5.1.6 For the purposes of the initial release of documentation during QMS implementation, a memo listing document titles and their most recently approved issuance/revision date may be sent to the department heads for sign-off as approval for release of Level 3 and Level 4 documents. Level 1 and Level 2 documents will be approved by the Superintendent. 5.2 A Master Document List, maintained by the QMS Coordinator, will be made readily available to those performing the tasks using these documents. This list identifies, by department, the title of each document to be controlled, the documents most current issuance/revision date, and its document level within the QMS. 5.3 Documentation is reviewed by process users on an on-going basis to determine the need for updating. Needed changes are identified and communicated to the appropriate department head or supervisor. 5.4 If a department wishes to add, revise, or delete a document, they must complete the appropriate section of the Document Control Form. 5.4.1 In the event that a department wishes to add a new document or revise an existing document, they must complete the appropriate section of the Document Control Form. The Document Control Form should be sent to the QMS Coordinator for review. 5.4.2 In the event that a department wishes to delete an existing document, they must complete the appropriate section of the Document Control Form and send it to the QMS Coordinator. 5.5 Additions, revisions or deletions are approved as per Section 5.1.5 of this procedure. 5.6 Once requirements are fulfilled, the QMS Coordinator notifies the requestor that the new or revised document can be published per established departmental procedures to ensure that the most recently approved versions are available at points of use. If it is for a deletion, the document can be deleted from the established departmental repository. 5.7 The Master Document List is updated by the QMS Coordinator to reflect changes. The QMS Coordinator will verify that the appropriate document change has occurred. 5.8 External documents needed in the implementation of the quality management system, such as state standards, etc., are designated as such in system documentation and in the Master Document List, and controlled in a way appropriate to the process requiring the document. It is the responsibility of the user to identify the source of external documents to ensure currency of information to the task being performed.

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BALTIMORE COUNTY PUBLIC SCHOOLS Quality Management System Document Control Process
5.9 Any obsolete documents are removed from departmental repositories to prevent .9 unintended use. In the event obsolete documentation is retained, it is identified as Obsolete or stored in a folder designated as Obsolete.

6.0

FLOWCHART:

S u p p o rt & Im p r o v e m e n t P ro c e s s e s C o re B u s in e s s P ro c e s s e s

Id e n tify Q M S d o c u m e n ts to b e c o n t o lle d

A d d c o n t r o lle d Q M S d o c u m e n ts to th e M a s te r D o c u m e n t L is t (M D L )

I d e n tify d o c u m e n t s n e e d in g to b e r e v is e d , o r d e le te d fr o m th e M D L

C o m p le te a n d s u b m it D o c u m e n t C o n tr o l F o r m

R e v ie w D o c u m e n t C o n tr o l F o r m fo r fu lfillm e n t o f r e q u ir e m e n ts

U p d a te M a s te r D o c u m e n t L is t to r e fle c t c h a n g e s

V e r ify d o c u m e n t change

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BALTIMORE COUNTY PUBLIC SCHOOLS Quality Management System Document Control Process
7.0 PROCESS MONITORING AND MEASUREMENT METHODS: Information or Data Collected Number of document changes requested per month and average processing time Nonconformances or opportunities for improvement received during audits Review/Report Cycle QMS Audits Management Review

Process Objective(s) Control QMS documents in an efficient and effective manner that meets ISO requirements

8.0

ASSOCIATED DOCUMENTS: 8.1 Document Control Form

9.0

RECORD RETENTION TABLE Responsibility QMS Coordinator Where Stored Electronic on QMS network drive Hardcopy in QMS office files Protection Backup on QMS network drive Secured office Retention As long as QMS exists Disposition Removal from QMS site and network drive Discard as desired

Identification Master Document List

Completed Document Control Forms 10.0

QMS Coordinator

Minimum of 3 years

DOCUMENT REVISION HISTORY: Description of Revision Initial Release Remove references to SharePoint in Sections 5.2, 5.7, 6.0, and 9.0; clarify record protection location in Section 9.0. Update Section 6.0 Flowchart by deleting process actions completed during the initial implementation of the QMS and no longer required.

Date 06/16/2009 12/22/2009 01/14/2013

01/14/13 Revised

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