CONTROL OF

DOCUMENTS

Date Issued : 01/09/2010

Document No : PSM-SP-01

Rev Date Descriptions Prepared Checked Approved

No (DD/MM/YY) By By By

0 01/09/10 First Issue YAP SM Park DK Byun CS

POONGSAN (M) SDN BHD

Doc. No. PSM-SP-01

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1.0 PURPOSE
To control documents related to the company QMS in terms of approval prior to issue, updating,
changes, revision status, legible, identifiable, distribution and availability at point of use.
To control obsolete documents (properly disposed or identified) in order to prevent unintended use.

2.0 SCOPE
Applicable to all QMS related documentation including documents of external origin which are
necessary for the planning and operation of the QMS.

3.0 DEFINITIONS
Master Copy - Original document
Control Copy - Duplicated copy from original document which shall be updated when
changes / revision to the original occurs
Obsolete Document - Document which is deemed invalid and shall not be used for any
QEMS activities
Uncontrolled Document - Duplicated copy issued for reference purpose only and updating is not
required.
Originator - The first person who promote a proposed new document / procedure.

4.0 REFERENCES
ISO 9001:2008 Clause 4.2.3 (Control of Documents)
Quality Manual (PSM-QM) Section 4
Control Of Record (PSM-SP-02)

5.0 RECORDS
Document Distribution Master List (DDML)
List of External Documents
Document Change Request (DCR)
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6.0 PROCEDURE
6.1 DOCUMENT STRUCTURE AND NUMBERING

Leve Document Type Description Numbering

l

1 Quality Manual Document specifying the quality PSM-QM

management system of an organization.

Related Policy, Objectives, Organizational Structure, PSM-‘TT’

Documents QMS Flow, Floor Plan. ‘TT’: OBJ/ POL/
OS/ QMSF/ FPL

2 Job Descriptions Documented responsibilities and authorities PSM -JD-xx

of personnel.

System Procedures Document specifying way to carry out a PSM -SP-xx

system activities (normally company-wide).

Operation Document specifying way to carry out an PSM -OP-‘DD’-xx

Procedures operation activities.

3 Quality Plan Document specifying which procedures and PSM -QCP-xx

associated resources applied by whom and
when to a specific project or product.

Work Instructions Step by step instruction to perform a specific PSM -WI-‘DD’-xx

activity / work.

Supporting Document to support procedure or work PSM -SD-‘DD’-xx

Documents instructions i.e. guidelines, tables, listing and
etc.

4 Records Document stating results achieved or Not required

providing evidence of activities performed
i.e. used forms, reports, print-outs,
correspondence.

Note:

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‘DD’: Departmental code (AD: Admin ; PD: Production ;MS: Marketing)
xx : Running serial number / short code

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6.2 DOCUMENT CHANGE REQUEST (NEW / REVISE / CANCEL)

1. Originator shall request for document change (new / revise / cancel) via Document Change
Request (DCR). For new document, obtain Document Number from Document Controller.
2. DCR shall be submitted to authority for approval (refer Document Approval section).
3. Upon DCR approval, originator shall prepare / revise the document and submit for approval
together with the DCR.

6.3 DOCUMENT APPROVAL

1. Authority for document preparation and approval is as per table below:

Leve Document Type Prepare Approve

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1 Quality Manual / Related Management Representative Managing Director

Documents

2 Job Descriptions Respective HOD Managing Director

System Procedures Document Controller (DC) Managing Director

Operation Procedures Relevant Personnel Managing Director

3 QC Process Standard Relevant Personnel Managing Director

Work Instructions / Relevant Personnel Director

Supporting Documents

4 Forms / Records Relevant Personnel Director

2. The approver shall review and approve the document ensuring the changes are as per approved
DCR.
3. Upon approval, document shall be submitted to Document Controller for registration.

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6.4 DOCUMENT REGISTRATION

1. Upon receiving the new / revised document with DCR, Document Controller shall check for
adequacy (document title, number, revision number, effective date, approval authority and etc.)
2. Document Controller shall assign a DCR number to the DCR and register the DCR number into
the new / revised Document (under Revision History).
3. Document Controller shall stamp the original copy with “MASTER COPY” in RED at the
designated area. If no designated area then stamp at the top right-hand corner of the front page.
4. The cancelled or previous revision of master copy shall be stamp with “OBSOLETE COPY” in
RED at the center of the page, removed from the Master Document File and retain in the
Obsolete Document File.
5. Document Controller shall then update the Document Distribution Master List (DDML).

6.5 DOCUMENT DISTRIBUTION

1. Document Controller shall prepare required amount of duplicated copies (Photostat) from the
master copy based on distribution requirement stated on the DCR.
2. Document Controller shall stamp the duplicated copies with “CONTROLLED COPY” in RED
and indicate the user at the designated area or top right-hand corner of the front page.
3. Document Controller shall distribute the control copy to the designated user and recall the
previous control copy for disposal.
4. Document Controller shall then update the Document Distribution Master List (DDML) stating
the distribution date and recipient.

6.6 CONTROL OF MASTER DOCUMENTS

1. Master copy of documents shall be kept and maintained by Document Controller.
2. Master copy of documents shall be accessible to Document Controller, Managing Director and
Director only.

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6.7 USE OF CONTROL / UNCONTROLLED DOCUMENTS

1. Control copy of documents shall be maintained by the respective users.
2. Control copy shall be made available at the point of use to relevant personnel.
3. Where necessary to be displayed in the process, user can request for additional control copies of
documents from the Document Controller.
4. Users are prohibited to duplicate from the control copy (except for forms).
5. Uncontrolled copy of documents can be requested from Document Controller with Director
approval. These copies shall be stamp with “UNCONTROLLED COPY” in RED.
6. Uncontrolled copy is strictly for reference use only and shall be use for operation.

6.8 CONTROL OF EXTERNAL DOCUMENTS

1. Recipient of external documents shall forward the document to Document Controller for
registration.
2. Document Controller shall register the external document in the List of External Documents,
stamp the document with “MASTER COPY” in RED and make duplicate control copies (stamp
with “CONTROLLED COPY” in RED) for distribution if required.
3. Person responsible to maintain and update the master copy of external document shall be
identified in the List of External Documents.
4. External documents include applicable International Standards i.e. ISO 9001, Statutory Acts &
Regulations, Guidelines, Equipment Manual, Specifications from customer and others.

6.9 CONTROL OF OBSOLETE DOCUMENTS

1. Document controller shall ensure that all obsolete documents are promptly removed from the
point of use.
2. Obsolete documents retained for knowledge or reference purposes shall be clearly identified with
“OBSOLETE COPY” in RED at the center of the page.
3. Obsolete master documents shall be kept for a minimum of 3 years.

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6.10 CONTROL OF EXTRACTED INFORMATION

1. When necessary, users may extract information / contents from documents for display in process.
2. Extracted contents should make reference to the control document indicating the document
number and revision.

6.11 CONTROL OF DOCUMENT IN ELECTRONIC MEDIA

1. Documents (not including records) in electronic media are for reference / back-up only and shall
not be used for operation.
2. Document Controller should maintain a complete set of documents in electronic media (CD, hard-
disk or others) for ease of future revision and as back-up.

6.12 CONTROL OF RECORDS

1. Records are a special type of document and shall be controlled in accordance with Record
Control Procedure (PSM-SP-02).

6.13 CONTROL OF DEPARTMENT OFFICIAL DOCUMENT

1. Any documents (with company letter head) must get approval from respective HOD before send
out.
2. These documents should prepare in 2 copy.
3. Respective HOD should maintain a complete set of official document (by department) for ease of
future revision and as back-up to avoid argument.