PROCEDURE FOR CONTROL OF DOCUMENTS

COMPILED BY

..
Julius Muhimbo
Quality Assurance

REVIEWED BY

..
Yiming Song
Business Devt And Supply Chain Manger
AUTHORISED BY

. ...
Ashif Karmali
MANAGING DIRECTOR
....
DATE

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Record of modifications and revisions

No.

No. of
rev/ed.

Page no./modified
paragraph

Description of modification

Author/Date

1
2

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1.
1.1

OBJECTIVE
The objective of this procedure is to define the controlled documents in KFL, and
to determine the method of control, change and distribution of general controlled
documents.

2.
2.1

DEFINITIONS
Quality

3.
3.1
3.2
3.3
3.4
3.5

RELEVANT DOCUMENTS AND FORMS

List of Plans, Form No. 5.2/A.
Confirmation of Receipt of Plans Form, Form No. 5.2/B.
Received Stamp, No. 5.2/C.
Approved Stamp, No. 5.2/D.
Cancelled Stamp, No. 5.2/E.

4.
4.1
4.1.1
4.1.2

METHOD
Quality Manual
This document presents the organizations Quality management system.
The manual must be approved by the managing director and managed as a
controlled document, similar to procedures (see below).
The original copy of the manual must be stored by the document controller as per
this procedure.

4.1.3

4.2
4.2.1

4.2.2
4.2.3
4.2.4

Procedures and Process Charts

Following is a list of the controlled documents in the organization:
a. Quality Manual.
b. Quality Procedures and Process Charts.
c. Specifications, Work Instructions.
d. Forms and Stamps.
e. Plans (Drawings).
f. Project Documentation.
g. External Documents.
h. Maintenance and Monitoring documentation.
Activities related to Quality and the organizations work must be documented,
according to the decision of the Quality assurance manager, in a procedure/chart.
The procedure must be written in clear, unambiguous language.
Policies, procedures, work instructions and forms shall become applicable from the
date the authorized person approves them with evidence of a signature and date.
Only stamped copies of such documents by the QA are considered authentic and
up to date.

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4.2.5
4.2.6

4.2.7

4.2.8
4.2.9

A chart must clearly depict the process, those in charge of implementing it, the
binding document for each relevant action and the necessary documentation.
The numbering of procedures will be alphanumerical according to the following
specifications:
a. Quality procedures: Quality
b. General (internal) procedures: I.P.
c. Check list: C.L.
d. Maintenance instructions: M.I.
e. Quality Forms:
f. SHE Forms: SHE
Each procedure and chart will be printed on a suitable page bearing:
a. Company name and/or logo.
b. Name of the file.
c. Procedure name and number.
d. Version.
e. Page number out of total pages in the procedure.
A list of the procedures and charts, including the version numbers and dates, will
be maintained by the Quality assurance manager.
The QA shall maintain a list of all documents that are distributed within the
organization. Such a list shall be used whenever those documents need to be
retrieved.

4.2.10 Structure of Procedures

Each procedure must include the following main clauses:
a. Objective Purposes of the procedure.
b. Definitions Explanation of the terms appearing within the procedure, as
necessary.
c. Relevant Documents and Forms List of ascribed documents, forms and
stamps mentioned in the procedure.
d. Method Body of the procedure.
e. Responsibility Clause specifying those responsible for implementing the
activities defined in the procedure.
4.2.11 All the clauses of the procedures must be identified either by number or letter for
ease of reference. Clauses within policy documents may not be numbered.
4.2.12 The master file of procedures must include the following controlled lists, approved
by the managing director or the Quality assurance manager:
a. List of distribution of files and the highest versions of procedures in them.
b. List of the procedures and process charts and their versions. A distinction is
made between procedures associated with the standards and general procedures.
c. List of forms and stamps, and their versions.
d. Table with the breakdown of procedure revisions.

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4.2.13 Procedure Revisions

a. Revising the procedures can be a result of the following activities:
Proposal for a revision, which may be submitted by any employee, person in
charge or manager.
Examination of procedures as part of management system review or an audit.
Corrective or preventive action (refer to the applicable procedures).
b. Also to be included in the scope of revisions are necessary changes and
additions with changes of processes, products, change in the organizational
structure, the introduction of additional activities in the organization or of a
different nature, etc. and to which the organizations Quality assurance system
must be adapted.
c. Proposal for a change in procedure will be handled by the Quality assurance
manager, who will coordinate all the parties pertaining to the subject.
d. Implementation of procedure revisions will be as follows:
Typing all the pages of the procedure under revision with the changes agreed
upon by the organizations management. In this new typed version, the
version number and applicability date, noted on each page, will also be
revised.
Revising the list of procedures.
Revising as necessary the list of forms.
Detailed revision of the table of procedure revisions, found at the beginning
of the master file.
Those approving the procedures must sign the revised list of procedures and
list of forms, as necessary. With their signatures the revised procedure and
forms become valid in the company.
e. The Quality assurance manager is responsible for also revising, as necessary,
the rest of the typed copies of the master file.
4.3
4.3.1

4.3.2

4.3.3
4.3.4

Specifications and Work Instructions (optional)

Specifications and work instructions are written to document specific actions to
complement the main procedures and as detailed work guidelines, as necessary as
determined by the Quality assurance manager.
The specifications will be typed on controlled pages including:
a. Name of organization.
b. Name and number of specification / work instructions.
c. Version number and date of publication.
d. Name and signature of the approving party (only if the document was not
approved by the controlled list).
The specifications and work procedures will be approved by the managing director
or the Quality assurance manager.
The documents will be located in the central and controlled file of specifications
and work procedures located in the office and include a controlled list of contents.

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4.3.5

Revisions will be implemented in a similar manner to that of revising Quality

assurance procedures.

4.4
4.4.1

Forms and Stamps

These items are used/filled in as part of the activities defined in the management
system activities and constitute records (refer to Procedure No. Quality 002).
These items are controlled by the controlled list found at the beginning of the
master file of procedures and a copy of them is located in the appendix to the
master file.
These items (except for stamps) will contain the following details:
Name of organization.
Name and number of form.
Version number.
Date of publication.
Forms that existed in the organization prior to the issue of the procedures and are
still in use may be identified by the sample found in the above-mentioned
appendix. Computerized forms generated by software in the organization may only
be referenced in the procedures.
Forms and stamps may be revised within the framework of revising Quality
assurance procedures.

4.4.2

4.4.3

4.4.4

4.4.5

4.5
4.5.1
4.5.2

4.5.3
4.5.4
4.5.5

Plans / drawings
The drawings in the organization are received from customers.
A drawing approved for use in the organization must be stamped with a
Received stamp, and following approval stamped with an Approved stamp
along with the signature of the manager who approved the plans for use in the
organization.
The plans in a project will be controlled by a controlled central list of plans
including the version numbers (Form No. 5.2/A.)
Distribution of the plans will be controlled using the Plans Distribution Form
(Form No. 5.2/B).
Plans that are cancelled but retained by the organization will be stamped with a
Cancelled stamp (No. 5.2/E) and the person in charge of records will mark their
name and date of cancellation and affix his signature.

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4.6
4.6.1

Project Documentation
Head Office File
a. Commencement of work order.
b. Contracts with sub-contractors.
c. Plans for execution.
d. Quality plan for the work area.
e. Project timetable.
f. Analyses of prices and qualities.
g. All partial and final accounts.
h. Instructions for execution and alterations.
i. Correspondence.
j. Summaries of meetings and discussions (coordination of design, coordination of
execution, and so forth).
k. Contracts and the approvals from the various authorities.
l. Initial and final confirmation of delivery to customer.

4.6.2

On-Workplace Project File

a. Commencement of work order.
b. Plans for execution.
c. Quality plan for the project.
d. Project timetable.
e. Quality records of the work area.
f. Monitoring and Maintenance records.
g. Instructions for execution and alterations.
h. Technical specification with the customer.
i. Correspondence
j. Summaries of meetings and discussions (coordination of design, coordination of
execution, and so forth).
k. Preliminary confirmation of delivery to customer.
Other project files, as necessary:
a. Measurements file.
b. Plans file, including list.
c. Work journals (if not in the workplace fill).
The above guidelines may be deviated from with the approval of the Quality
assurance manager and according to the nature of the project.

4.6.3

4.6.4

4.7
4.7.1

4.7.2

External Documents
This framework includes standards, prospectuses, catalogs, marketing and
technical information sheets, various instructions of suppliers and manufacturers
on subjects of production, testing, maintenance, installation and repairs,
regulations, specifications, etc.
All the relevant documents, as determined by the managing director, department
heads, Quality assurance manager or chief engineer, will be kept in orderly fashion

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in the office so that it will be possible to find the required document as needed. As
determined by the Quality assurance manager, a list of the controlled contents will
be prepared for the documents file.

4.8
4.8.1

Electronic Documentation Protecting Software and Files

The organizations electronic documentation consists of document files and
information prepared from computer software.
4.8.2 The systems are based on IBM windows servers, personal computers and various
operating programs.
4.8.3 The software programs purchased or ordered from suppliers are customised
according to the company's requirements.
4.8.4 At the time the software programs are received, a test is performed to verify that
they comply with the characteristics defined by the company.
4.8.5 Every company employee who works on the computer will receive training in
operating the software.
4.8.6 It is prohibited for company personnel to make changes in the various software
programs in the company's use, except for the IT expert under approval by the
managing director.
4.8.7 When necessary employees will undergo a refresher course to familiarize
themselves with the changes and updates that have taken place in the company's
instructions pertaining to use of the computer.
4.8.8 Every personal computer in the company will have software for protection against
and locating of "viruses".
4.8.9 Back-ups of the server system are done automatically everyday at night on
cassettes, on a basis that one set of back-ups (seven cassettes) for the current week
is kept in the office building and the back-up of the previous week is kept outside
the office building in a safe place. The backup is erased once every two weeks at
the time a new backup is made.
4.8.10 In addition a monthly backup is made. This backup is kept in the archives. Over
and above that a backup is made once each year for the financial directory.
4.8.11 For personal computers, it is the responsibility of the user to arrange for backups of
individual personal computers to an external hard disk or CD. The user takes
responsibility for confidentiality and safety of the contents on the external hard
disk.
4.8.12 All issues related to the companys computer systems and their usage are the
responsibility of the IT expert and the managing director.
4.9
4.9.1
4.9.2

Control of Documentation General

All documents in use will be of the most recent, approved version.
Controlled documents that are irrelevant or whose validity has expired will be
evacuated from the work locations, at the responsibility of the project manager.

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5.
5.1
5.2

RESPONSIBILITY
The managing director, department heads, Quality assurance manager and
employees are responsible for implementation of this procedure.
The Quality assurance manager is responsible for overseeing the implementation
of the procedure in the organization also by the rest of its managers and personnel.

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