EHS PROCEDURE Ref:PR-05

Issue Date:

procedure for Document Control Issue N0

Rev.No.

PROCEDURE FOR
DOCUMENT
CONTROL

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 EHS PROCEDURE Ref:PR-05

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procedure for Document Control Issue N0

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TABLE OF CONTENT

Section Title Page No.

No
1.0 Purpose

2.0 Scope:

3.0 Responsibility:

4.0 Definition:

5.0 Procedure:

6.0 Document / Record reference:

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procedure for Document Control Issue N0

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1.0 PURPOSE

The purpose of this procedure is to describe the process of controlling the issue and changes
made to documents in the EHS manual

2.0 SCOPE:

This procedure applies to all internal and external documentation that are determined
to support the business

3.0 RESPONSIBILITY:

Document controller/Director

4.0 DEFINITION:

Approved : The status of an item (e.g., controlled document, controlled record)

that has been reviewed, found acceptable and documented as
acceptable by all approvers.

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Controlled Document : A document that is reviewed and approved prior to use, version
controlled, and has a life cycle.
Change Control : The process of identifying, documenting, verifying, reviewing and
approving changes before their implementation.

5.0 PROCEDURE:

5. 1 Create of Document: the organization shall control internal and external document
prior to use to maintain the adequacy, traceability and maintain integrity of document.
The responsible person shall identify the area of use of documentation and segregate
according to the level

Level -1: Manual

Level -2: Procedure
Level -3 work instruction
Level- 4: Forms and records

and shall create and control according to methodology defined in below section

5.2 Document Numbering: the responsible person shall provide identical number to a
particular document in a Manner.

Manual: M/Std/01
Where ‘M’ is Represent For Manual ‘Std’ is designate for particular Standard and ‘01’ is
sequence No.
Procedure: P/Std/01
Where ‘P’ is Represent For Procedure ‘Std’ is designate for particular Standard and ‘01’
is sequence No.

Work instruction: W.I/Dep/XY

Where ‘W.I’ is Represent For Work instruction ‘Dep’ is designate for Department and
‘XY’ is sequence No.

Forms: F/Dep/XY

Where ‘F’ is Represent for Formats ‘Dep’ is designate for Department and ‘XY’ is
sequence No.

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5.3 Document Review and Release

Documents shall be reviewed for completeness and accuracy prior to release by

Document Controller an approved by top management (Director)
Document shall be issue after the approval of director

5.4 Issue and Revision:

If any department wants to change any document, he/she can request through format
Document Change Request.

All requirements for amendments shall be routed through the respective HOD’s to
Documentation Manager’s office. Integrated Management System Manual will be
amended section wise & Procedures will be amended procedure wise.
Amendments to all documents are approved by the same authority as the original
documents.

During the issue of document the document shall identify the issue number 01 and
revision no .00, issue no will revised 02 after ten revision and document shall issue till
issue no 05.

5.5 Collection of Records / Retain documented information:

Records/ retain documented information are collected by those functions identified in
the List of IMS Records/documented information.
Where required by contract those responsible for the collection make records/retain
documented information available to concerned person.

5.6 Document Storage and Distribution

The document shall be in hard copy and shall be maintained electronic media, during
the preparation` of document the language shall be English.
Master file shall be store with master stamp under the supervision of director and
control copy is circulated with in a department.
Electronic versions of all Master documents securely stored in a folder on the desktop
and backed up monthly.

Obsolete Document: organization shall maintain the obsolete document with obsolete
stamp to prevent the unintended use of obsolete documents and recorded in a obsolete
file

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External origin document: the organization shall control the extremer origin document
with stamp of external origin and records are maintained in external origin records.

5.7 Access:
The documentation manager will circulate the approved copy the regarding
departmental HODs and he/she is responsible for implementing the particular
document at the point of use and maintained in a separate file named accordingly ,
01,02,03……

5.8 Storage:
Records / documented information are stored in secured facilities so as to:
 Be easily available/ retrievable.
 Minimize deterioration.
 Prevent loss or unauthorized access.

5.9 Retention: the records are shall maintained as per the master list of
document/records .

5.10 Disposition:
Upon expiring of the minimum retention period the IMS records / documented
information are reviewed by the person responsible and then destroyed by any means
after prior consultation Documentation Manager

5.11 Soft Data Back-up:

If data stored in computer, the backup will be 1st week of every month by
Documentation Manager or related concerned person or as required

6.0 Document / Record reference:

S.
Document /Record Description Reference No.
No.
1. Mater list of Document/Records
2. Document Distribution

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3. list of external origin document

4 list obsolete document

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