AMBIT AUTOMATION

Raja Arcade, Chitoor Road, Kochi-682 035

Documented Information-QSOP Manual

Doc. No. AAN.DI. QSP.01 Issue 01 Revision 00 Date 01.12.2017 Page 1 of 4

CONTROL OF DOCUMENTED INFORMATION

-REFERENCE BASED

1.1 PURPOSE

To establish and maintain documented procedures to control all

appropriate documented information and data, which are reference
based. The procedure ensures that only current and valid documented
information are available at all locations of use and when amendments
are required the changes are adequately controlled.

1.2 SCOPE

This procedure covers all the internal and external documented

information required for the implementation of the Quality System.
Internal documents include Quality Management System Manual,
Procedure Manual, Course Brochures, Course Prospectus, Course
Study Material, Forms and Formats for various records etc.
External documented information include communications received
from and sent to all the external agencies including standards and
related records and forms.

PREPARED BY REVIEWED BY APPROVED BY

QUALITY TEAM TRAINING HEAD DIRECTOR

 AMBIT AUTOMATION
Raja Arcade, Chitoor Road, Kochi-682 035

Documented Information-QSOP Manual

Doc. No. AAN.DI. QSP.01 Issue 01 Revision 00 Date 01.12.2017 Page 2 of 10

1.3 RELATED DOCUMENT: AAN.DI.QMS.MNL

1.4 PROCEDURE
1.4. 1 All the documented information are issued and controlled by the
Academic Head. Written changes are permitted to the documented
information for minor corrections, such as typographical errors and
others. Only the approving authority is authorized to carry out these
changes with initials.

1.4.2 DOCUMENTNFORMATON NUMBERING

All the documented information of the Quality Management System

Manual, QMS Procedures, Process/Services Documents and
Laboratory Manuals and Record Formats are numbered as per the
following system.

Illustration:
Document Numbering System
Quality Management System Manual AAN.DI.QMS.MNL
Quality System and Operating AAN.DI.QSOP.MNL
Procedures Manual
Course Study Material AAN. XXX-YYY
Course Brochures / Prospectus AAN.XXX-YYY
Forms/Formats AAN.DI.QMS.FM.xx

PREPARED BY PREPARED BY
REVIEWED APPROVED BY
PREPARED BY
QUALITY TEAM NABH TEAM
ACADEMIC HEAD DIRECTOR
 AMBIT AUTOMATION
Raja Arcade, Chitoor Road, Kochi-682 035

Documented Information-QSOP Manual

Doc. No. AAN.DI. QSP.01 Issue 01 Revision 00 Date 01.12.2017 Page 3 of 10

The first part of Document Identification Number indicates the

document is prepared and controlled by AAN. The second part
indicates that t s documented information. The third part is constituted
of two alphabets, which indicate whether the documented information
is Quality Management System Manual (QMS.MNL) or Quality
System Procedures (QSP) or Standard Operating procedure (SOP),
Course Code, Course Brochure or a Form/Format (F).
AAN.DI.QMS.FM.xx refers to the forms and formats
1.4.3 DOCUMENTED INFORMATION DISTRIBUTION AND
CONTROL
1. The Director keeps the master copy of all the documented information
approved by him/her including course related documented nformation
and course brochures. That is Quality Management System Manual,
Quality System & Standard Operating Procedures and Forms/Formats
and external documented information and she maintains a Master list
for the above Documented Informaton indicating the latest revisions
status of each document in format given in Master List Of
Documented Information.
2. New/changed documented information/pages are distributed and the
obsolete copies withdrawn by the Director using a Documented
Information Distribution Register. Obsolete Copies except master

PREPARED BY PREPARED BY
REVIEWED APPROVED BY
PREPARED BY
QUALITY TEAM NABH TEAM
ACADEMIC HEAD DIRECTOR
 AMBIT AUTOMATION
Raja Arcade, Chitoor Road, Kochi-682 035

Documented Information-QSOP Manual

Doc. No. AAN.DI. QSP.01 Issue 01 Revision 00 Date 01.12.2017 Page 4 of 10

copy are destroyed. The master copy of the obsolete document is

identified by putting a seal `OBSOLETE DOCUMENT’ and retained
for a period of 1 year by the issuing authority.
3. Director approves issues QMS Manual, Procedures Manual, Course
Material, Prospectus and Forms/Formats and supporting documented
information with issue controls.
4. It is the responsibility of users to use only the latest documents and all
obsolete documented information /pages shall be returned to
Academic Head. Documented nformation should be legible and well
maintained, without any damage being caused to them. The
copyholders should not make extra copies of the documented
information issued to them.
5. If they need extra copies for any purpose, they may contact Academic
Head. Also; they should not make any changes in the documented
information themselves. If any change is not approved, the reason is
communicated to the proposer. The revision status will be indicated in
the Documented nformation Master List and the original documented
information will be withdrawn using the Documented information
Distribution Note.
6. If anybody from outside or student requests for Quality management
System Manual, only uncontrolled copy of QMS Manual is issued by

PREPARED BY PREPARED BY
REVIEWED APPROVED BY
PREPARED BY
QUALITY TEAM NABH TEAM
ACADEMIC HEAD DIRECTOR
 AMBIT AUTOMATION
Raja Arcade, Chitoor Road, Kochi-682 035

Documented Information-QSOP Manual

Doc. No. AAN.DI. QSP.01 Issue 01 Revision 00 Date 01.12.2017 Page 5 of 10

the Academic Head subject to the approval of the Director. No other

documented information pertaining to Quality Management System
will be made available to customers or outsiders. Course Material and
prospectus once issued to students will not be controlled.
1.4.4 MASTER LIST OF REVISIONS
Academic Head will maintain the Master List of Revisions in the form
of:
SL. TITLE DOC. ISSUE ISSUE LATEST LATEST Authority
NO. NO NO DATE REVISION REVISION
NO. & DATE
PAGE

The term “authority” here denotes the person who is authorized to

approve / review / issue that particular document, which is the
Director. External documents are indicated in the authority column as
“External”.
1.4.5 REVIEW / APPROVAL / REVISION OF DOCUMENTED
INFORMATION

PREPARED BY PREPARED BY
REVIEWED APPROVED BY
PREPARED BY
QUALITY TEAM NABH TEAM
ACADEMIC HEAD DIRECTOR
 AMBIT AUTOMATION
Raja Arcade, Chitoor Road, Kochi-682 035

Documented Information-QSOP Manual

Doc. No. AAN.DI. QSP.01 Issue 01 Revision 00 Date 01.12.2017 Page 6 of 10

All the quality system documents are reviewed periodically by the

Management Review Committee.
Academic Head is the authorized signatory to the documents on
behalf of MRC. Revisions / changes made in these documents are
approved by the Director and incorporated in the concerned
documented information appropriately as per the details given below.
All the obsolete / invalid documents are removed by the Academic
Head. Details relating to preparation, review, approval and issue of
various documented information are as shown below.

Sl. Doc. Info. Name Prepared by Reviewed by Approved

No by

1 QMS Manual M.R Academic Director

Head

2 Quality System & Department Academic & Director

Procedures Heads Admin Heads
Manual
3 Course Material Concerned Director
Course Academic
Co-ordinator Head

PREPARED BY PREPARED BY
REVIEWED APPROVED BY
PREPARED BY
QUALITY TEAM NABH TEAM
ACADEMIC HEAD DIRECTOR
 AMBIT AUTOMATION
Raja Arcade, Chitoor Road, Kochi-682 035

Documented Information-QSOP Manual

Doc. No. AAN.DI. QSP.01 Issue 01 Revision 00 Date 01.12.2017 Page 7 of 10

4. Forms and Concerned Academic & Director

Formats Departments Admin Heads
6. External
Documents As applicable As applicable As
applicable
7. Course Concerned Director Director
Brochure/Rules & Departments
Regulations

1.4.6 DOCUMENTED INFO CHANGE PROCEDURE:

Changes to any documented information shall be made using the
DOCUMENTED INFORMATION CHANGE NOTE. The changes
can be proposed by any official of the college by raising a
Documented information Change Note, clearly specifying
documented information number, details of change proposed and
reason for the same, but shall be approved by the same authority who
originally approved the documented information or his authorized
representative after assessing the impact of change on quality system.
Written change to the documented information can be made, if the
changes are very minor. However, only the approving authority of the
documented information can do these written changes by signing at a
place of correction. Issuing authority is authorized to make written

PREPARED BY PREPARED BY
REVIEWED APPROVED BY
PREPARED BY
QUALITY TEAM NABH TEAM
ACADEMIC HEAD DIRECTOR
 AMBIT AUTOMATION
Raja Arcade, Chitoor Road, Kochi-682 035

Documented Information-QSOP Manual

Doc. No. AAN.DI. QSP.01 Issue 01 Revision 00 Date 01.12.2017 Page 8 of 10

changes only if the approval from approving authority is obtained

through a DOCUMENTED INFORMATION CHANGE NOTE. If
any change is not approved, the reason is communicated to the
proposer. The revision status will be indicated in the Documented
information Master List and the original document will be withdrawn
using the Documented Information Distribution Note.

All the documented information have an amendment record page.

Revision status of all the documents at initial release/issue is `A’ and
date is same as issue date. When an amendment is done on a
particular page, the revision status of the particular page changes to `1’
and the new revision date is shown on that page. Details of revision
are to be entered in the amendment record age. When number of
revisions in a particular documented information exceeds 50% pages,
the document is to be re-issued with revision status of all pages set
back to `2’. Academic Head documented information issuing
authority is responsible for making these revisions in all the copies of
documented information issued.
1.4.7 CONTROL OF EXTERNAL DOCUMENTED INFORMATION

The documented information and communications received from ISO,

Accreditation/Certification Agency and other external parties are
termed as External Documented information. All the external

PREPARED BY PREPARED BY
REVIEWED APPROVED BY
PREPARED BY
QUALITY TEAM NABH TEAM
ACADEMIC HEAD DIRECTOR
 AMBIT AUTOMATION
Raja Arcade, Chitoor Road, Kochi-682 035

Documented Information-QSOP Manual

Doc. No. AAN.DI. QSP.01 Issue 01 Revision 00 Date 01.12.2017 Page 9 of 10

documented information will be kept in separate files with

identification number/ Name. Academic Head shall maintain a list of
external document information indicating Document Name, Agency
from which it is received, Date of Receipt, Issued to, Date of Issue
and Previous Documented Information Reference if any.
1.4.8 CONTROL OF COURSE SYLLABUS
The Institute is responsible for designing the courses of studies and
framing the syllabi for them and get the approvals of relevant bodies.
The Syllabus for each programme is kept in appropriate files referred
as Course Related Documented information. These syllabus books are
reprinted and issued to students. Academic Head n Co-ordination with
domain heads shall control issue of syllabus as per the procedure for
control of documented information.
1.4.9 SYSTEM GENERATED DOCUMENTED INFORMATON
All system generated documented information are stored in computers
with access to only the authorized with relevant access codes at
different levels. It shall be ensured that authorized versions of
operating systems are installed and protected by anti-virus software.
Periodic backups are taken and are stored in locations away from the
system. A list containing the computer system with the software
installed and the location and user name are maintained along with
preventive and breakdown details.

PREPARED BY PREPARED BY
REVIEWED APPROVED BY
PREPARED BY
QUALITY TEAM NABH TEAM
ACADEMIC HEAD DIRECTOR
 AMBIT AUTOMATION
Raja Arcade, Chitoor Road, Kochi-682 035

Documented Information-QSOP Manual

Doc. No. AAN.DI. QSP.01 Issue 01 Revision 00 Date 01.12.2017 Page 10 of 10

2.0 Records:
2.1 Master List of Documented Information

2.2. Documented Information Distribution Register

2.3 Documented Information Note

2.4 Master List of External Documented Information

2.5 Obsolete Documented Information File

PREPARED BY PREPARED BY
REVIEWED APPROVED BY
PREPARED BY
QUALITY TEAM NABH TEAM
ACADEMIC HEAD DIRECTOR