ABC PTE LTD

Control of Documents Procedure

Document No : QSP 1 Revision : 1 Effective Date :
1.0 Introduction

This procedure describes the process of controlling quality system documents and data.

2.0 Scope

It covers all documents generated, reference documents, and where applicable,

documents from external origin.

3.0 Reference Documents

Quality Manual

4.0 Responsibility

The Management Representative, Head of Sales & Trading and Director shall be
responsible for the effective implementation of this procedure.

5.0 Procedure

5.1 Document Control Listing

A. Listings are generated to ensure that current revision status are known, so that
invalid and/or obsolete documents are not used. The following table shows the
master lists generated by the company :

DESCRIPTION OF DOCUMENT ISSUED & MAINTAINED BY

CONTROL LISTING
Quality Manual (QM) Management Representative
Quality System Procedures (QSP) &
Forms (Master List)

Approved by :
Director
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Control of Documents Procedure
Document No : QSP 1 Revision : 1 Effective Date :

Work Instructions (WI), Operations Management Representative

Manual (Master List)
External Standards & Specifications Management Representative
(Library Listing)

B. A Master Copy (other than computer disk) of the documents shall be kept by the
above mentioned personnel. The Master Copy shall be an original hard copy.

C. All personnel maintaining external standards shall check with relevant approving
authority at least once a year to ensure that most updated copy is maintained as
required.

5.2 Controlled Documents

A. All controlled documents that are issued shall be recorded in a Distribution List or
equivalent indicating names of recipients with acknowledgment of receipt by a
signatory. All controlled copies shall carry a stamped status on the cover page
indicating the name of the recipient of the controlled copy and the date of issue.

B. The personnel responsible for issuing, retrieval and maintenance of these documents
are define in the table in para 5.1.

C. Two controlled copies of the quality manual and procedures shall be maintained
in the office and one controlled copy to the certification body shall be issued
without the need to sign on the distribution list.

5.3 Uncontrolled Documents

A. The personnel responsible for issuing of these documents are defined in the table in
para 5.1.

B. For uncontrolled copies of documents, a recording shall be made on the distribution

list. All uncontrolled copies shall carry a stamped status indicating the name of the
recipient of the uncontrolled copy and the date of issue.

5.4 Preparation of Documents

A. The Director shall assign a suitably qualified person (Hereafter known as initiator)

Approved by :
Director
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Control of Documents Procedure
Document No : QSP 1 Revision : 1 Effective Date :
to prepare or revise documents related to the quality system.

B. The approval of the documents shall be in accordance with this procedure.

5.5 Approval of Documents

A. Upon completion of any new or revised documents, the initiator shall submit the
completed document for review and approval by authorized personnel. The
following are authorized for the approval of quality system documents.

TYPE OF DOCUMENTS APPROVING AUTHORITY

Quality Manual Director
Quality System Procedures & Forms Director
External Standards & Head of Sales & Trading
Specifications
Work Instructions, Operations Head of Sales & Trading
Manual/ Technical Instructions

B. Approval of QM, QSP, WI and in-house specifications shall come in the form of a
signatory. Approval for external standards, external specifications and operations
manual, approval will come in the form of a company stamp.

C. For new revisions, the approving authority will sign on the page of the QM, QSP,
WI and in-house specifications as an indication of approval. If amendments are to
be made, para 5.8 shall apply.

D. For the first revision, approval of QSP, QM and WI would include the concurrent
approval of the forms and format of the quality records defined in these documents.
These forms are attached in the appendix of the full set of QSP.

Approved by :
Director
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Control of Documents Procedure
Document No : QSP 1 Revision : 1 Effective Date :

5.6 Document Control & Revision Status

A. When the document has been approved, the initiator shall forward the document to
the respective person responsible for maintaining the documents for action on the
following:

• Generating Document
• Issue Document Number
• Revision Status
• Effective Date (date of approval)
• Updating of Master List

B. A change of revision shall be accompanied with a change in the revision number,

e.g. Rev. 1 to Rev. 2. In this case, a whole new document will be issued.

C. For amendments, it will be reflected by an alphabet behind the revision number.

For example, Rev. 1 to Rev. 1A. The page where amendments are made shall carry
the updated revision status and the amended areas shall be underlined or an asterisk
beside the sentence if underline is not possible.

D. A new revision will be issued when a significant amount of amendments/ changes

have been made, with the underlines extracted.

5.7 Issue & Retrieval of Documents

A. Registered new or revised documents will at least be issued to personnel holding

"controlled" status of the documents, as defined in this procedure.

B Obsolete controlled copies will be collected for disposition. Obsolete copies retained
for reference purpose shall be marked “OBSOLETE”.

C. All issuing will be reflected on the Distribution List. The person issuing the revised
documents shall retrieve the obsolete documents and dispose them immediately
prior to issuing the new document.

Approved by :
Director
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Control of Documents Procedure
Document No : QSP 1 Revision : 1 Effective Date :

5.8 Amendments/Changes To Documents

A. All personnel wishing to make changes in the existing document shall discuss with
the relevant personnel maintaining and approving the quality documents. When
necessary consultation with affected personnel shall be made.

B. Suggested changes shall be subjected to approval from the original

functions/personnel that did the initial review and approval, unless otherwise
specifically designated by the Director. The changes shall be made and approving
authority shall sign and date on the updated document to indicate approval of
changes.

C. Designated personnel/functions for approving documents shall have access to all

related background information.

D. Para 5.6 shall apply.

5.9 Forms For Quality System

A. All forms for quality system shown in the appendix of the quality system procedure
shall carry a Master List to show the current revision of the forms.

B. All personnel receiving a controlled copy (complete set) of the quality system
procedure will receive a set of all the forms as attachments in the appendix.

C. For application purpose, copies of the forms may be made. Personnel making
copies of the forms are responsible to destroy them when new revision is released.

D. Para 5.8 shall apply except 5.6 C & D as forms shall only be upgraded by revision
numbers only.

Approved by :
Director
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 ABC PTE LTD
Control of Documents Procedure
Document No : QSP 1 Revision : 1 Effective Date :

6.0 Records

Master List or equivalent

Distribution List
Master Copy
Library Listing
Copies of approved changes to documents

Approved by :
Director
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