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MAJU INTAN BIOMASS ENERGY SDN. BHD.

DOC. NO

SOP-DC-02

STANDARD OPERATING PROCEDURE

REV. DATE

02/02/2015

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REVISION HISTORY
Rev. No

DCN No.

Page No.

Eff. Date

0

N/A

ALL

02/02/2015

Name
Position

Description of Changes
NEW ISSUANCE
REF. NEW ISSUE DOCUMENT APPROVAL FORM NO.
001

Originated By

Reviewed By

Approved By

SITI AMIRA

BANUN

WITHORN ARPANUVAT

Document Controller

Management Representative

General Manager

Signature
Date
Note: The details of changes shall be documented in the DOCUMENT CHANGE NOTICE (DCN).
This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

DOC. NO

SOP-DC-02

STANDARD OPERATING PROCEDURE

REV. DATE

02/02/2015

CONTROL OF RECORD

REV. NO.

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Process / Step

Procedure
1.0

Records

PURPOSE
To establish the system for identification, protection,
collection, indexing, retrievable, legible, proper
storage, retention time, maintenance and disposition
of quality records.

2.0

SCOPE
2.1

The scope covers all records (hard copy and electronic
media) established to demonstrate conformance to
specified requirements and the effective operation of
the quality system by identification of documents
needed for quality management system which includes
the provision for adding, revising and deleting
documents.

2.2

The procedures cover the step to be taken in handling
the quality records in Admin Dept - Maju Intan Biomass
Energy Sdn. Bhd.

2.3

This procedure applies to all quality records (hard and
electronic media) that related to quality of products
and services.

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

DOC. NO

SOP-DC-02

STANDARD OPERATING PROCEDURE

REV. DATE

02/02/2015

CONTROL OF RECORD

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Process / Step

Procedure
3.0

4.0

Records

REFERENCES
3.1

ISO 9001 : 2008 Clause 4.2.4 (Control Of Record).

3.2

SOP-DC-01 - Control Of Document

3.3

MJE-QM.

3.4

Quality Record Master List.

3.5

Clause 8 of all documented procedures.

APPENDICES
4.1 Document and Record Approval & Obsolete
Flowchart

5.0

APPLICABLE FORMS
5.1

6.0

List of Inactive Quality Records.

DEFINITION
6.1

Inactive Records - Records which might not require current
reference but are to be retained as per the specified
retention period.

6.2

Obsolete Records -Records which classified as no longer in
general use or not current but are to be retained as per
the specified retention period.

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

DOC. NO

SOP-DC-02

STANDARD OPERATING PROCEDURE

REV. DATE

02/02/2015

CONTROL OF RECORD

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Process / Step

Procedure
7.0

PROCEDURES
7.1

7.2

IDENTIFY

Records

Responsibility
a)

The Management Representative is responsible for
the contents of this document and to ensure its
effective implementation.

b)

The respective department assigned personnel is
responsible for the control of records established in
their area in order to prevent loss or damage of the
records.

Identification, Collection, Indexing, Filing & Retrieval of
Quality Records.
a)

The respective department shall establish proper
identification and filing system to maintain quality
records. Each file shall be clearly labeled for
identification and easy access or retrieval.

b)

Files established shall have proper indexing to
ensure immediate access to a particular record.
Indexing of the records shall be according to
convenience. The indexing can be per alphabetical
orders, by month, serial number, etc. The minimum
requirement for document identification is a
record title.

c)

Records shall be collected from the location where it
is were produced. All respective Heads Of
Department are responsible to collect all relevant
quality records.

LABEL / INDEXING

FILE

CABINET

RETRIVAL

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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SOP-DC-02

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Process / Step

Procedure

7.3

d)

All active records shall be stored at identified area in
the respective department, it is either stored in
cabinets, shelves or boxes or any suitable way and
places as the documents are protected from any
possibility of damage and lost.

e)

All inactive and obsolete records shall collected and
indexed with List Of Inactive Quality Record. These
records shall be segregated from current versions
and stored either in cabinets, shelves or boxes or any
suitable way and places as the documents are
protected from any possibility of damage, lost or
contaminated with current records.

Records

Electronic Media
a)

All records in electronic media shall be kept at an
external hard disk by assigning individual
departmental folders.

b)

Records stored in hard disk/ diskettes/ magnetic
audio visual tape shall be identifed and stored to
prevent deterioration. Its must stored away from
heat, humidity and magnetic sources.

c)

Personal password where applicable may set to
restrict accessibility for security purposes.

d)

Record shall be posted at regular basis and back-up
for storage and future reference when need arises.

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

DOC. NO

SOP-DC-02

STANDARD OPERATING PROCEDURE

REV. DATE

02/02/2015

CONTROL OF RECORD

REV. NO.

0

PAGE NO.

6 OF 7

Process / Step

Procedure
7.4

Records

Retention Period.
a)

The retention of quality records shall be according to
the specified period on the Quality Record Master
List or as stated in clause 8 of the relevant
procedure. Records shall be maintained for a
minimum of 3 years, life time of equipment, upon
employee resignation or life span of company
respectively.

b)

However the respective department is allowed to
keep any records more than the retention period if
the records may be useable for future reference.
Otherwise, user shall ensure to remove inactive
record and obsolete records from the filing system
immediately.

c)

Inactive records and obsolete records are to be
listed in the List of Inactive Records maintained by
each department. A copy of the List Of Inactive
Records shall be submitted to the DCC for record
and control purposes.

d)

Inactive records and obsolete records shall be
stored in boxes, cabinets or shelves or any other
suitable way and places as the documents are
protected from any possibility of damage/ lost or
contaminated with other active documents.

e)

List Of Inactive Records shall be pasted on the boxes
of inactive and obsolete records for easy
identification.

f)

Records shall be stored and kept at designated
inactive record area which is under dry condition
and locked. This area shall be under the control of
DCC.

List Of Inactive
Records

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

DOC. NO

SOP-DC-02

STANDARD OPERATING PROCEDURE

REV. DATE

02/02/2015

CONTROL OF RECORD

REV. NO.

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Process / Step

Procedure

7.5

g)

A Masterlist Of Inactive Quality Record shall be
established by the DCC. Masterlist shall be used to
track these records in archive.

h)

Originator/ user shall request for retrieval of records
in the archive from DCC. DCC shall ensure the record
are return after reference.

Disposition of inactive & obsolete documents.

IDENTIFY INACTIVE
RECORDS

a)

When the records are due for disposition as
according to the List of Inactive Quality Records, the
DCC shall seek the respective Head of Department
for approval of the disposition.

LIST OF INACTIVE
QUALITY RECORDS

b)

If the disposition is approved then the DCC shall
proceed for the disposal of records. In the case of
rejection, the records shall be retain as an inactive
copy in the archive and resubmit for disposal after a
period of time.

APPROVAL

c)

Disposition of hardcopy shall be through shredding
or other means that shall not leak out information of
the company to outsiders. Meanwhile disposition of
electronic media shall be by burning or re-formating
of harddisk.

d)

The List of Inactive Quality Records shall be
maintained as evidence of approval of disposition.

NO

Records

YES

RETENT
DISPOSITION
SHREDDING/ BURN
8.0

RECORDS
All records specified in clause 5 of this document shall be kept
and retained in accordance to this procedure.

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.