Company

QP – Document control New

Section Release summary Issue Date

Approved:

Management Representative

Note: Within this manual template, red italic text should be replaced by MRF specific information and any
guidance in ‘text boxes’ should be implemented.

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1 Purpose

The purpose of this procedure is to describe the process of controlling the issue and changes made to documents in the
Quality Management System (QMS). Data kept on any electronic media is treated as a document.

2 Scope

This procedure contains the following sections:

4.1 Quality system documentation

4.2 Document change control
4.3 External documents
4.4 Computer security
4.5 Obsolete documents

5 Related documents

3 Glossary

HASAW - Health & Safety at Work

QP - Quality Procedures
MR - Management Representative
QM - Quality Manual
QMS - Quality Management System

4 Procedure

It is the responsibility of the Management Representative (MR) to ensure the appropriate control and issue of QMS
documentation. The MR or delegate is responsible for the preparation, review, authorisation, issue and amendment of key
QMS documents.

4.1 Management system documentation

A Master Document Index (MDI) is used to identify the latest issue of controlled documents. It is the responsibility of the
MR to maintain the MDI and controlled document files.

While a hard copy of the Quality Manual (QM) and associated procedures may be maintained as a reference copy, the
master controlled copy resides in soft copy only. Only the latest issue of any document is held in the reference or master
soft copy files.

Quality Procedures (QPs) are prepared by the MR / process owner and formally approved by the MR - evidenced by
signature on the front page of each procedure.

Each quality system document includes title, reference number, issue date and page number.
The MR shall ensure that all released QMS documents are updated in a controlled manner and superseded documents are
withdrawn from the master document folder on the system. Document change is carried out in accordance with section 4.2.

The MR maintains the MDI identifying the issue status of procedures and related controlled documents.

4.2 Document change control

Upon the need to make an amendment the document is revised accordingly by the MR and the issue level of the document
raised to the next sequential number.

Amendments are shown bold and underlined (as this example) to give a visual The standard requires changes to be
indication of the amendments from the previous issue. A deleted paragraph is identified however alternative methods
shown as: of identification can be used, e.g.
5.7 Deleted. vertical line in margin, coloured text or
the ‘track changes’ facility in Microsoft
The document revision table is then completed detailing the date of amendment, the Word a ‘best fit’ method should be
new issue status and brief details of the change, including page and / or section selected by the MRF.
references.

The revised document is then electronically approved by the MR, the obsolete copies withdrawn and replaced by the
updated version in the master document folder on the system; the MDI is also electronically updated.

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On subsequent updates, the previous amendment is ‘accepted’ (changed to standard text) so only new amendments are
highlighted.

4.3 External Documents

External publications may be documents, industrial standards and specifications which include ISO 9001:2008, RRS Code of
Practice, HASAW and other publications as relevant.

These documents are checked annually via the Internet to ensure the latest version is in use. External documents such as
Standards or Codes of Practice are also listed on the MDI where appropriate.

Customer supplied documentation is reviewed on receipt and is maintained in accordance with section 7.5.4 of the QM
(Customer Property).

4.4 Computer Security

Key office computer information resides on a shared server which is backed-up on to tape. The back up is carried out daily
and current back up is stored onsite in the company fire-proof safe for security .

An anti-virus program and Internet security is installed to protect all incoming data from corruption and unauthorised
access. Any disks of external origin are virus checked before use in the company systems.

4.5 Obsolete Documents

Obsolete documents are, depending on type, either retained for the lifetime of the related product / service (taking into
account regulatory requirements and record retention periods) or promptly removed from use by the MR and deleted.

Retained obsolete documents are clearly identified as “obsolete” by electronic storage location / access restriction or
physical marking, as appropriate, to prevent inadvertent use.

5 Related Documents

 All controlled QMS documents.

 Master document index.

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Appendix 1 – New and external controlled document flow chart

New controlled
document identified

Y
Is new
document of
external origin?

Document produced in
format as described in
4.1
Requirement for new /
updated external document
identified

Document checked for

accuracy by process owner/
MR and approved

Updated
New copy of external Document forwarded to MR master
document obtained for entry on to master document
document index index

Superseded document
marked as “obsolete” if Controlled copies of
retained new document
released to relevant
areas

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Appendix 2 – Document change and obsolescence flow chart

Requirement for
change to controlled
document identified

Document changed by
MR (or delegate)
accordingly

Amendments indicated in
text by
bold underlined (or
alternative)

Document revision table

updated to include new
issue status and summary
of change

Updated
Controlled copies of
Master document index master
new document
updated to reflect new document
released to relevant
issue status index
areas

Obsolete document
removed and either
destroyed or if
retained, marked as
“obsolete”

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