DOCUMENT DATA CONTROL PROCEDURE

INSPECTORATES Doc No. ICIL-DDC-001 Doc. Version: 0

Corporation International (Pvt) Ltd. Date of Issue 12th February 2009

1.1. Purpose

To define and control the creation, distribution and storage of essential or controlled documentation that is needed
to support Company’s Quality Management System.

1.2. Scope

This procedure applies to all documents that are subject to changes and revisions. These include, but are not
limited to, the following:

 Quality Manual;
 Quality Systems Manual;
 Procedures & Work Instructions;
 Quality Inspection & Test Plans;
 Inspection Forms & Checklists;
 Plans and drawings (internal or customer provided),
 National and International Standards,
 Quotations
 Miscellaneous Forms (Corrective/Preventive Actions Forms, Customer Feedback Forms, etc.)

1.3. References and Links

ISO/IEC 17020:1998 Section 7.6 Document Data Control Procedures

1.4. Procedure

1.4.1 Responsibilities

The Quality Manager/Manager MIS controls, distributes and monitors all Quality Management System
documentation.

The Quality Manager is responsible for:

 Verification that records are reliable and accurate,

 Maintenance and control as required by the Quality System and customer requirements,
and
 Protection and preservation while in storage and easily retrievable for review and
analysis.
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The Technical Manager/Deputy Manager are responsible for the control of contract related documents including
documents, drawings, specifications and samples supplied by customers.
 DOCUMENT DATA CONTROL PROCEDURE
INSPECTORATES Doc No. ICIL-DDC-001 Doc. Version: 0
Corporation International (Pvt) Ltd. Date of Issue 12th February 2009

1.4.2. Authorization & Approval

The QMR and Manager MIS have the prime responsibility for quality documentation review and control. When
appropriate, Technical Manager will assist in this responsibility.

The QMR and Manager MIS shall insure that all manuals, procedures, work instructions and specifications
required are correct and the Document Master Log is maintained.

The QMR and Manager MIS shall issue the latest revision documentation and specifications to the appropriate
departments as needed, for review and approval prior to implementing into the Quality System.

Technical Manager and personnel who are affected by the proposed procedure or work instruction shall be
provided an opportunity to make suggestions prior to implementation.

A copy of the Document Review Form shall be retained with the master copy of all manuals and procedures that
affect quality.

1.4.3. Document Creation and Changes

Any employee can request or suggest, either in writing or verbally, a new task-specific procedure or work
instruction. All requests and suggestions shall be carefully considered on their merits.

Documentation Development – Where it is agreed that a new document is necessary, all relevant information and
work flow charts are prepared and studied by Technical Manager and, if possible, those employees who perform
the task under review. A new document is best written or drafted by those involved. Format is not important at the
development stage.

Documentation Changes – Documentation should be changed or rewritten in response to changing circumstances

or the production process environment. Where a change is considered necessary, it is formulated, reviewed and
approved by its use in a manner similar to the development of new documentation.

1.4.4. Document Creation Guidelines

All pages shall have a header or title that clearly identifies the document and includes:

 Relevant prefix to denote a document as CP (Calibration Procedure)

 Document number,

 Date of Issue,
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 Revision number.
 DOCUMENT DATA CONTROL PROCEDURE
INSPECTORATES Doc No. ICIL-DDC-001 Doc. Version: 0
Corporation International (Pvt) Ltd. Date of Issue 12th February 2009

Required information shall include:

 Purpose – States the reason the document was created,

 Scope – States the company’s intention in regards to the procedure or work instruction,

 References – States the reference documents included in the procedure or work

instruction,

 Procedure – Describes the process,

 Documentation - References documents that are a supporting part of the procedure,

 Numbering – All procedures shall be numbered, utilizing a one (1), two (2) or three (3)
digit numbering system. Paragraph numbering shall be in a decimal format, numbered
incrementally,

 Footer - All pages shall have page numbers

1.4.5. Revisions and Approvals

All Controlled Documents are approved by those responsible before issue. The only exception is the testing and
trial of a new procedure under controlled conditions.

Review – Before any approval is given, the draft document is properly formatted. The approver may involve any
appropriate personnel in the review process or circulate the new document for comments. Outside approval, from
customers or inspecting bodies, is obtained if required. Reviewing personnel shall have access to all relevant
documentation and task history. The approver considers all review comments before issuing the document.
Revised documents are then circulated and further reviewed.

Approval – Approval is given once all suggested changes and comments have been accepted or denied. A
document is generally not approved until all interested parties are in agreement on its contents.

Document Issue – It is of critical importance that reissued documents replace and supersede existing documents.
Effective document control is the foundation of the entire Quality Management Program. If a controlled document
of less than ten pages is reissued, the entire document or procedure shall be reissued. For longer documents,
only the affected pages shall be reissued. No more than six revisions shall be made before reissuing the entire
document or procedure.
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Exceptions – In the event that an urgent change is needed to a procedure or other controlled document for
production reasons, the QMR or designated Technical Manager may authorize a procedural exception. All
exceptions are temporary and require documentation. If permanent changes are necessary they shall be
incorporated into the procedure as a matter of priority and the revised procedure formally reviewed, approved and
reissued.
 DOCUMENT DATA CONTROL PROCEDURE
INSPECTORATES Doc No. ICIL-DDC-001 Doc. Version: 0
Corporation International (Pvt) Ltd. Date of Issue 12th February 2009

1.4.6. Distribution

All controlled documents, and related files and manuals are clearly identified as "Controlled" material. All
documents shall be marked "Controlled".

Document Transmission – New and revised controlled documents are issued under a Document Transmission
Form that authorizes the addition or replacement of a superseded document, in the Quality Management System.
The Quality Manager or other authorized personnel shall issue documents.

Document Control – New or revised documents shall be logged on the Document Issue Control Form, by
document number, revision number, and date of issue and to whom it is issued. The Document Issue Control
Form shall be placed in the front of each Quality Control and Quality System Manual.

Master Log – The Quality Manager shall maintain a master copy of all procedures, work instructions, forms and
flow charts. The master copy is available to other personnel who need to confirm that their manuals are current. If
procedures and other documents are issued by anyone other than the Quality Manager, the new or revised
procedure or document is forwarded to the Quality Manager for incorporation into the master copy.

Superseded Documents – Controlled documents and procedures that have been replaced shall be returned to the
Quality Manager as evidence that the current version is in use, and shall be destroyed. Superseded documents
shall not be retained in any Quality Manual or file.

National and International Standards – Standards used for quality reference purposes are separated into current
and superseded issues. Superseded standards may be kept for reference (for the purpose of checking past
quality conformance) but are clearly identified as superseded or non-current referenced material.

The Quality Manager is responsible for updating and reviewing all standards under the Quality System. Standards
are not issued to all manual holders, but any procedure relating to a particular standard must include the standard
under the procedure’s References and Links section.

Temporary Document Release – It is permissible to copy all or part of a procedure or other controlled document
for temporary use. These uses include the development of other Quality System documentation, Quality System
training and new employee orientation, customer sales activities or sub-contractor negotiations. When a document
is temporarily released from the Quality System, it shall be clearly marked "Uncontrolled" and all copies destroyed
upon completion of the temporary requirement.

1.4.7. Document Retrieval and Access

All controlled documents shall be readily accessible to any supervisor or employee who is required to work in
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accordance with any procedure or work instruction. Manuals are kept in or near work areas.
 DOCUMENT DATA CONTROL PROCEDURE
INSPECTORATES Doc No. ICIL-DDC-001 Doc. Version: 0
Corporation International (Pvt) Ltd. Date of Issue 12th February 2009

Manual Holder Responsibilities – It is the responsibility of each manual holder to update and replace superseded
contents. The role of the Quality Manager is to issue current material; it is not the responsibility of the Quality
Manager to individually check each manual for incomplete or conflicting information.

Electronic Data Control – The intent of the electronic data control system is identical to the hard copy (paper
manual) system. The level of control is determined by access passwords where only the Quality Manager has the
ability to change, accept changes or add new controlled documentation to the quality database.

Reference Documents

Document Review Form

IAR Form

Document Master Log

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