SOP-4.

3-1-0

SENSORY EVALUATION LABORATORY

FOOD AND NUTRITION RESEARCH INSTITUTE

STANDARD OPERATING
PROCEDURES MANUAL

Page 1 of 4
Revision No.: 0
Effectivity Date: January 2015

CONTROL OF DOCUMENTS

1.0 Purpose
This document gives the general procedure for the control of documents in the FNRISEL. This provides guidelines on identification, issuance, filing, backing-up, retention
and disposal of documents.
2.0 Scope
This procedure generally applies to all official documents in the FNRI-SEL.
3.0 References
PNS ISO/IEC 17025:2005, General requirements for the competence of testing and
calibration laboratories
4.0 Definition of Terms
Refer to Vocabulary Section.
5.0 Responsibility
5.1 The Document Custodian is responsible for the identification, filing, updating,
storing, maintaining and disposing of official documents.
5.2 The Laboratory Manager is responsible for authorizing access and issue of
documents.
6.0 Procedure
6.1 All official documents are coded uniquely for identification. The coding system
used for official documents in FNRI-SEL is as follows:
For Quality Manual:
QM-0.0-0
Revision number
Section number

__________________________________________________________________________________
Copy No. : ________________________________

Document Type: ______________________

Reviewed by: ______________________________

Approved by: ________________________

This document shall not be copied in whole or in part; if not stamped in red, this document is uncontrolled.

SOP-4.3-1-0

FNRI-SEL

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CONTROL OF DOCUMENTS

For SOP/ WI Manual:

XX-0.0-0-0
Revision number
SOP/ WI number
Section number where the SOP/ WI is mentioned
Manual: SOP/ WI
For SEP Manual:
XX-0.0-0
Revision number
SEP number
Manual: SEP
For Forms:
F-XX0.0-0-0
Form number
QM, SOP, SEP, WI number where it is mentioned
6.2 All official documents are enrolled in the Master List of Documents (F-QM4.3-1).
6.3 Original copy of the approved official document is scanned to retain an electronic
copy of the document. This current electronic copy is stored in the Master File
folder until a more recent version of the document is approved.
Note: All electronic copies are secured with a password known only to the
Quality Manager, Laboratory Manager and Document Custodian.
6.4 The original copy and the reproduced controlled copy are issued to the identified
copyholders. Every issuance is recorded in the Document Register (F-QM4.3-2).
6.5 If a more recent version of the document is created, the electronic copy of the
superseded document is transferred to the Obsolete Records folder. Steps 6.2 to
6.4 are done for the revised version of the document.
6.6 Hard copies of superseded version of the document previously issued to the
copyholders are collected by the Document Custodian. Copy 1 of the superseded
document is marked Obsolete and filed in the Obsolete Records in the SEL
stock room. Copy 2 is disposed by shredding.
6.7 After a year, hard copies in the Obsolete Records in the SEL stock room are
transferred in the Archives Records in the same room. Electronic copies in the
Obsolete Records folder are transferred in the Archive Records folder. After five
(5) years of archiving, these files are subject for disposal.

__________________________________________________________________________________________
This document shall not be copied in whole or in part; if not stamped in red, this document is uncontrolled.

SOP-4.3-1-0

FNRI-SEL

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CONTROL OF DOCUMENTS

6.8 A back-up copy of all electronic copies is created in an external drive which is
updated whenever the original electronic files are updated. Care of this external
drive is assigned to the Document Custodian.

7.0 Related Documents

7.1 F-QM4.3-1,

Master List of Documents

7.2 F-QM4.3-2,

Document Register

__________________________________________________________________________________________
This document shall not be copied in whole or in part; if not stamped in red, this document is uncontrolled.

SOP-4.3-1-0

FNRI-SEL

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CONTROL OF DOCUMENTS

Enroll in MASTER
LIST OF DOCUMENTS
(F-QM4.3-1)

OFFICIAL
DOCUMENT

Revised
Version of the
Document

Scan ORIGINAL
COPY (e-copy)

Reproduce
CONTROLLED COPY
Copy 2

Copy 1

Issue to COPYHOLDERS
(F-QM4.3-2)

MASTER FILE

Revision of the Document?

Superseded Document

Retrieve from copyholders

COPY 1

COPY 2

OBSOLETE RECORDS

ARCHIVE RECORDS

DISPOSE

DISPOSE

Figure 1. Process flow of the Control of Documents.

__________________________________________________________________________________________
This document shall not be copied in whole or in part; if not stamped in red, this document is uncontrolled.