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Ref.

No: ESCL-QSP-001

EGBA SPLIT-CLAMPS LIMITED

Documents Control Procedure

Rev. No: 00
Issue Date:12th Nov, 2012
Page 1 of 7

DOCUMENTS CONTROL
PROCEDURE

APPROVAL AND REVISION STATUS


Rev. No.
00

Issue Date

Revision

12/11/2012

Identification
First Issue

Prepared by
Management
Representative
(MR)

EGBA SPLIT-CLAMPS LIMITED

Reviewed

Approved by

by
Production
Manager

Managing
Director

Ref. No: ESCL-QSP-001


Rev. No: 00

Documents Control Procedure

Issue Date:12th Nov, 2012


Page 2 of 7

CHANGE (S)/AMENDMENT (S)


The change(s)/amendment(s) noted below have been made and approved by the
Managing Director for issue.

Change/Amendment No.

Date

Page

Description of Change/Amendment

EGBA SPLIT-CLAMPS LIMITED

Ref. No: ESCL-QSP-001

Documents Control Procedure

Rev. No: 00
Issue Date:12th Nov, 2012
Page 3 of 7

1.0

PURPOSE
The purpose of this procedure is to define the controls needed for the approval, issue,
review, update, revision, and withdrawal of all documents associated with any work
activity carried out in the company.

2.0

SCOPE
This procedure covers all documents required to demonstrate implementation of
ESCL Quality Management System and fulfillment of project requirements.

3.0

REFERENCES
NIS ISO 9001: 2008, Quality Management Systems Requirements.
NIS ISO 9000: 2005, Quality Management Systems - Fundamentals and Vocabulary
ESCL Quality Manual (ESCL-QM-001)
Form 101, Master list of ESCL Quality Management System Documents.
Form 102, Distribution Record of Documents.
Form 103, Document Change Request
Form 104, Document Transmittal

4.0

TERMS AND DEFINITIONS


The following terms and definition and the ones given in ESCL Quality Manual and
NIS ISO 9001: 2005 apply.

4.1

ESCL: Egba Split-Clamp Limited

4.2

MR: Management Representative

4.3

ISO: International Organization for Standardization;

4.4

NIS: Nigerian Industrial Standard;

4.5

Document: Information and its supporting medium. This includes but is not limited to
Quality Manual, procedures, specifications, drawings and records in any form or type
of medium.

4.6

Controlled Document: Documents requiring regulation;

4.7

Uncontrolled Document: Documents not numerically controlled, updated, or


regulated;

4.8

Document Controller: Custodian of the master copy of a controlled document and


responsible for its control, update or regulation.

EGBA SPLIT-CLAMPS LIMITED

Documents Control Procedure

Ref. No: ESCL-QSP-001


Rev. No: 00
Issue Date:12th Nov, 2012
Page 4 of 7

5.0

RESPONSIBILITIES AND AUTHORITY

5.1

Managing Director: Responsible for the approval of all company Quality


Management System documents. In his absence, the responsibility is delegated to
Production Manager.

5.2

MR: Responsible for the distribution, control and maintenance of ESCL Quality
Manual, applicable procedures and other relevant documentation of the Quality
Management System.

5.3

Department/Unit Heads: Responsible for the origination, control and update of


necessary documents for the operation of their processes as appropriate.

5.4

All Staff:

Responsible for ensuring that change in work practices is reflected in

applicable documents.
6.0

PROCEDURE

6.1

Approval, Issue and Distribution

6.1.1 All documents required by the Quality Management System are approved before
issue.
6.1.2 Relevant documents, their updates or revisions are issued to department/unit heads.
They are responsible for making the documents available to various points of use or to
individuals in their areas of activities required to use them.
6.1.3 The MR maintains the master copies, master list and distribution records of the quality
management system documents distributed by him with issue dates and revision
status of the documents (see Forms 101 and 102). The master list and master copies
are maintained and made readily available to preclude the use of invalid and/or
obsolete documents.
6.1.4 The department/unit heads maintain distribution lists and master copies of all
documents originating and distributed by them.
6.1.5 Every maintained document as a minimum has identity (title) and status (date). Every
document holder handles, protects and stores such a document in order to remain
legible, readily identifiable and retrievable.
6.1.6 Every personnel ensure that he is in possession of the latest issue of a particular
document and that he understands and are fully conversant with the documents
relevant to his function and activities.

EGBA SPLIT-CLAMPS LIMITED

Documents Control Procedure

Ref. No: ESCL-QSP-001


Rev. No: 00
Issue Date:12th Nov, 2012
Page 5 of 7

6.1.7 Documents of external origin necessary for planning and operation such as client
specifications are identified (e.g. by stamping date received), recorded and handled
confidentially and distributed only to the personnel whose job requires they have such
information and not for distribution outside the company.
6.1.8 Every document for distribution outside the company is accompanied by document
transmittal (Form 104).
6.1.9 Document Numbering
6.1.9.1 Quality Management System documents are identified by means of an

Alpha-

Numeric designator (ALPHA-NNN)


6.1.9.2 The Alpha portion is established by the MR or document originator.
6.1.9.3 The Numeric portion (NNN) is established by
(a)

Assigning numbers 001 099 for manual, procedures, work instructions as


appropriate; and

(b)

Assigning numbers 101 299 for forms as appropriate.

6.1.9.4 Documents generated for specific client project are numbered in accordance with
established project requirements.
6.2

Document Changes and Re-Approval

6.2.1 Changes/amendments to documents required by the Quality Management System are


performed whenever a correction is reported or a process is changed.
6.2.2 Where practicable, the review and approval of an amendment is carried out by the
functions that were originally responsible for issuing the document.
6.2.3 Request to change a controlled document is made and recorded using a Document
Change Request Form (Form 103). Each Document Change Request Form is
assigned a unique reference number by the document controller.
6.2.4 Any staff can identify and forward required changes to applicable Quality Management
System documents (manual, procedures, work instructions, forms) that refer to their
work methods and responsibilities to their department/unit heads or to the
Management Representative (MR).
6.2.5 It is then the responsibility of the department/unit head or the MR to
(a)

Collate all background information endorsing the change; and

EGBA SPLIT-CLAMPS LIMITED

Documents Control Procedure

Ref. No: ESCL-QSP-001


Rev. No: 00
Issue Date:12th Nov, 2012
Page 6 of 7

(a)

Rewrite the document or page in question to submit for review and approval as
appropriate.

6.2.6 Where a change is accepted and approved by the appropriate person(s), then the
document or page thereof is issued for use.
6.2.7 The MR and other management function(s) assess the effect of any proposed change
on contractual, statutory and regulatory requirements and the Quality Management
System and its continued compliance with the requirements of NIS ISO 9001: 2008.
6.2.8 Amendments/changes to documents are numbered consecutively until such time a
new revision or version incorporates all such changes. Such a revision is made after
twenty amendments to a document when the document is re-issued or when changes
have taken place in the organization that warrants review and revision of appropriate
documents or when a new revision of applicable standard is issued.
6.2.9 A change/revision to a document that warrants a change/revision to related
documents is carried out at the same time (e.g. Quality Manual and procedures).
6.3

Identification of Changes/Revision Status

6.3.1 The revision status and issue date of a document is indicated on the document as
appropriate.
6.3.2 A change/amendment page to identify changes/amendments made in a document is
maintained when appropriate. The page indicates all the changes/amendments made
in the current revision of the document.
6.4

Removal of Obsolete Documents

6.4.1 Obsolete documents are removed from the point of use or issue, or otherwise
controlled to prevent unintended use.
6.4.2 All holders of updated controlled documents are issued with amendments as they
arise by the document controller. It is then the responsibility of the registered holder to
ensure that the amendment is included in the appropriate document and superseded
copies (pages) removed / destroyed.
6.4.3 Department/unit heads are responsible for the removal or control of obsolete working
documents as it relates to their various departments/ units.

EGBA SPLIT-CLAMPS LIMITED

Documents Control Procedure

Ref. No: ESCL-QSP-001


Rev. No: 00
Issue Date:12th Nov, 2012
Page 7 of 7

6.4.4 Where there is a need to retain an obsolete document e.g. for legal or knowledge
preservation purposes, it is the duty and responsibility of the personnel retaining the
obsolete document to identify the document by writing FOR REFERENCE ONLY, or
HISTORY or REVISED on the document as appropriate.
7.0

RECORDS

7.1 Master list of ESCL Quality Management System documents (Form 101)
7.2 Distribution record of ESCL documents (Form 102)
7.3 Master copy of documents.
7.4 Document Change Request (Form 103)
7.5 Identification of obsolete documents
7.6 Identification of documents of external origin.
7.7 Document Transmittal (Form 104).