QP02 Control of records

Section
All

Release/Amendment summary
Initial issue

Issue

Date

1.0

dd/mm/yy

Approved:

Management Representative

Note: Within this manual template, red italic text should be replaced by MRF specific
information and any guidance in text boxes should be implemented.

Purpose

This procedure refers to the records generated and maintained to provide evidence of the effective
operation of MRF Names Quality Management System (QMS) and associated business processes.
This procedure covers the business and quality records generated, their retention period, protection,
location and retrieval.

Scope

This procedure, which applies to all key business and quality system records contains the following
sections:
4.1
4.2
4.3
4.4

Identification, protection and retrieval

Process and procedure records
Disposal of records
Review of records

Related documents

Glossary and definitions

MR
MRL
QMS
QF

Management Representative
Master Records List
Quality Management System
Quality Form

Record - Any document listed on the Master Records List (MRL).

Procedure

It is the responsibility of the Management Representative (MR) to ensure the appropriate

implementation of this procedure. All departmental managers also have immediate responsibility for
the management of records relating to their activities.
A Master Records List (MRL) is used to identify key business, quality and environmental records.
Retention periods take into account statutory, regulatory and customer requirements.
4.1

Identification, protection and retrieval

The MRL indicates the records being maintained by process, record type, identification, retention
period and storage location.
The records are protected by secure physical location or data back-up (soft copy).
Documents can be retrieved by authorised personnel from the storage locations specified and / or
from folders on the network. Customer records are identified by customer name.
Quality and environmental records are stored in folders or files and are identified and retrieved by type
and record number.
Key office computers are backed up daily to tape on a local server. Remote office computers / laptops
are backed-up monthly to suitable magnetic or digital media.
4.2

Process and procedure records

Records are maintained in order to demonstrate that services and products conform to specification
and regulatory/statutory requirements, and that contracts of supply have been duly executed and
completed satisfactorily.

Files and folders are maintained that contain records of the activities and functions of the Company
that affect the quality of services or that have an impact on the environment. These records can be
accessed by authorised persons, however, records must not be removed from site without permission
from the MR / deputy. All records held are documented on the MRL.
Records specified as part of a contract will be made available for inspection for a period of time as
determined in the contract.
Electronic media pertaining to the quality management system is stored in such a way as to prevent
loss, damage or corruption. Electronic back-ups are maintained in accordance with the data back-up
process.
4.3

Disposal of records

On or after the retention period stated, the relevant records will be reviewed by the MR and Process
Owner and will either remain in-situ, be archived or destroyed.
If records are to be destroyed, they will be disposed of in a controlled manner; sensitive hard copies
will be shredded and soft copies will be deleted from the system. If records are to be archived, they will
be identified and stored appropriately.
4.4

Review of records

The internal audit process is used to check that records remain legible, identifiable and retrievable.
Quality records will be reviewed either prior to or during the Management Review process to ascertain
the QMS continuing suitability, adequacy and effectiveness. The appropriateness of the records
maintained and their retention period may also be reviewed.

5.0

Related documents
All controlled QMS documents.
Master records list.

Appendix 1 Control of Records Summary Flow Chart

Master records
Records
list
generated as outputs of key processes

Records filed in defined locations and maintained for retention period specified

Statutory and regulatory

retention periods
Y
Master records list
Retention period reached?
N
Records reviewed by MR and records past their retention period either left in-situ, archived

Ongoing legibility, identification and retrievability reviewed through periodic audit

Audit schedule

Records and associated data reviewed prior to / during management review