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Document Control Procedure (Pms-P001) : 1.0 SCOPE

The document control procedure outlines how the Wenatchee School District handles documentation required by their process management system, including assigning document identifiers, obtaining approval from relevant managers, making documents available online, and removing obsolete documents to prevent unintended use. The Data Management Specialist is responsible for posting notices about pending revisions to online documents.

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Mostafa Iraqi
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21 views

Document Control Procedure (Pms-P001) : 1.0 SCOPE

The document control procedure outlines how the Wenatchee School District handles documentation required by their process management system, including assigning document identifiers, obtaining approval from relevant managers, making documents available online, and removing obsolete documents to prevent unintended use. The Data Management Specialist is responsible for posting notices about pending revisions to online documents.

Uploaded by

Mostafa Iraqi
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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DOCUMENT CONTROL PROCEDURE (PMS-P001)

WENATCHEE SCHOOL DISTRICT

1.0 SCOPE: The online version of this


procedure is official;
1.1 This outlines the procedures for handling therefore, all printed versions
documents in the process management system. are unofficial copies.

2.0 RESPONSIBILITY:

2.1 Data Management Specialist, individual departments

3.0 APPROVAL AUTHORITY:

3.1 Assistant Superintendent of Organizational Development

4.0 DEFINITIONS:

4.1 None required

5.0 PROCEDURE:

5.1 Documentation used in the Wenatchee Public School District covered by this procedure
includes documentation required by the ISO 9001:2000 Standard. This documentation
includes:

5.1.1 Quality Manual (PMS-M001)

5.1.2 Department handbooks/manuals (as referenced in departmental procedures


prefixed by the departments three-letter code and suffixed with “M” for manual
followed by three-digit sequential numbering scheme)

5.1.3 Procedures (prefixed by the department’s three-letter code and suffixed with “P” for
procedure followed by a three-digit sequential numbering scheme)

5.1.4 Work Instructions where referenced (prefixed by the department’s three-letter code
and suffixed with “W” for work instruction followed by a three-digit sequential
numbering scheme)

5.1.5 Forms, as referenced in manuals, procedures, and/or work instructions (prefixed by


the department’s three-letter code and suffixed with “F” for form followed by a three-
digit sequential numbering scheme)

5.1.6 Organizational Charts: Each department’s organizational chart is posted


electronically on the department’s website in Process Management System. These
are dated and approved by the appropriate manager.

5.2 Documentation used in the quality system is approved prior to release according to the
requirements of the document’s approval authority, this document control procedure,
and/or the Document Control Form. The approval for the issuance of documents at the
start of the system implementation may be handled through approving a list in a memo.

5.3 Minimum approval requirements are as follows:

5.3.1 Quality Manual: Assistant Superintendent of Organizational Development, ISO


Management Representative

5.3.2 Procedures: Departmental Manager

Date: 07-Nov-07, Rev. I Doc#: PMS-P001 Page 1 of 3


DOCUMENT CONTROL PROCEDURE (PMS-P001)
WENATCHEE SCHOOL DISTRICT

5.3.3 Work Instructions: Departmental Manager or Supervisor of a specific area

5.3.4 Forms: As specified on the Document Control Form

5.4 Revisions or deletions of documents are reviewed and approved by the position(s) that
originally approved the documents prior to implementing the revision or deletion.

5.5 Documentation is reviewed on an as-needed basis. This review completion is reported in


the management review.

5.6 The most current documentation is made readily available to those performing the tasks
defined and/or those having responsibility for the document. Availability is primarily
through the Internet documentation site. Any hard copy documentation is considered to
be for reference only.

5.6.1 It is recommended that the manager of the area contact the technology department
in the event that a procedure is under revision and the revision will take some time
to complete. In this case, the Data Management Specialist will post a notice on the
online document to notify users/viewers that a revision is expected and to notify the
department with questions. Note: This is only a recommendation and not
necessarily a requirement.

5.7 Documentation is legible and readily identifiable to ensure proper use and deployment of
the quality system.

5.8 Any obsolete documents are removed from the Internet site and hard copy location to
prevent unintended use.

6.0 ASSOCIATED DOCUMENTS:

6.1 Document Control Work Instruction, PMS-W001

6.2 Document Control Form, PMS-F001

6.3 External Supporting Documents List - Online

7.0 RECORD RETENTION TABLE:

Identification Storage Retention Disposition Protection


Document Control Hard copy in Most recent Discard as Fireproof
Form Internet Support revision desired
Specialist files;
back-up on zip
stored in DO
vault

Date: 07-Nov-07, Rev. I Doc#: PMS-P001 Page 2 of 3


DOCUMENT CONTROL PROCEDURE (PMS-P001)
WENATCHEE SCHOOL DISTRICT

8.0 REVISION HISTORY:

Date: Rev: Description of Revision:


18-May-01 A Original Release
22-Jan-02 B Changes/Additions
07-Feb-02 C Minor revisions to correct the flow of the procedure
27-Feb-02 D Added a recommendation to the procedure to post a notice on the online
documentation when a revision is expected (section 5.6.1).
11-Dec-02 E Changed responsibility section from Process Design Team to Internet
Support Specialist, changed approval authority from Deputy
Superintendent to Assistant Superintendent of Operations, corrected
reference to web site, and deleted references to retention of obsolete
documents. Updated record retention to reflect these changes.
20-Dec-02 F Changed minimum approval requirements in 5.3.1.
12-Dec-05 G Removed reference to external supporting documents
23-Oct-06 H Updated job title and changed 5.5 to “as-needed basis.”
07-Nov-07 I 2.1 Updated job title and changed 5.6.1 to have Data Management
Specialist post notice on online documents to advise users of pending
revisions.

* * * E n d o f p r o c e d u r e * *

Date: 07-Nov-07, Rev. I Doc#: PMS-P001 Page 3 of 3

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