Company Logo Document Ref: Document Name: Department: Date Published: 4.2.

3 Document Control Procedure Quality 21/07/2011 Version: Author: Approved by: Signed: 1.0 XXXX

4.2.3a Approval of documents All controlled documents are to be written and maintained the process owner of the document or the Quality Manager. Controlled documents written by process owners should be approved by a senior member of staff who has relevant experience in the operation of the process or the Quality Manager. Controlled documents written by the Quality Manager should be approved by the process owner or a senior member of staff who has relevant experience in the operation of the process. 4.2.3b Review and re-approval of documents Documents will be reviewed when any amendment(s) to their content are required. Amendments may be deemed necessary due to changes in either internal or external business environment. Re-approval will transpire using the same approach as described in 4.2.3a. Where possible the member of staff who approved the original document should re-approve any subsequent versions. 4.2.3c Identification of changes and revision status of documents An amendment control record will be maintained by the Quality Manager to record the details of any amendments made to controlled documents. 4.2.3d Availability of applicable documents Policies and procedures will be stored in read-only electronic format on the XXXX Intranet, which is accessible by all members of staff. Members of staff that are not based at the main office/warehouse site can access the Intranet using a VPN (Virtual Private Network) connection from their company provided computers. The content of the Intranet will be backed-up on to removable media on a daily basis and stored offsite. Work Instructions will also be stored in read-only electronic format on the XXXX Intranet, but will also be stored as a hard copy for reference purposes at the point where the process takes place. A distribution list of the locations of all hard-copy work instructions will be held in the Document Register by the Quality manager. All members of staff should be informed of the location of work instructions relevant to their role.

4.2.3e Legibility and identification of documents All controlled documents are to be typed in Calibri font using size 11 text. Any document that is deemed illegible by any member of staff should immediately inform the Quality Manager who will take remedial action to ensure that all illegible copies are removed/destroyed and replaced with appropriately legible documents. To identify documents, the following information should be included in the header: Document Ref: Document Name: Department: Date Published: 4.2.3f Documents of external origin Documents originating externally from the organisation will be controlled in the same manner as documents of internal origin: Approved for suitability by either a senior member of staff who has relevant experience or the Quality Manager. Stored in read-only electronic format on the XXXX Intranet. Obsolete documents will be removed and replaced with current documents when new versions/amendments are provided. Identified using the document header template detailed in 4.2.3e. Version: Author: Approved by: Signed:

4.2.3g Control of obsolete documents Obsolete documents in electronic format will be removed from the XXXX Intranet and replaced with updated documents when new versions are created or amendments are made. An electronic copy of each obsolete document will be stored in a password protected area on the company server that can only be accessed by senior members of staff and the Quality Manager. Hard-copy work instructions will be removed from the locations specified in the Document Register by the Quality Manager, who will destroy all copies.

Amendment Control Record Date Procedure / Document Number Procedure / Document Title Reason for Amendment Details of Amendment and Action required Revision Number Authorised by