Quality Management Doc.No.

:
QMP02
Revision No.:
Control of Documented Information
00
Effectivity Date:
16Jan2017 Page 2 of 4

1. Purpose:

The procedure outlines the method for control of documented information to

ensure that latest revision of the documents are available to the users.

2. Scope
Applicable to all documented information related to TWD quality management
system generated internally and externally

3. Responsibilities
Document Controller is the over-all person responsible for the control and
implementation of the
control of documented information procedure.
Respective End-Users are responsible in the control of retained documented
information or
records.

4. Definitions
none

5. Guidelines

a. Preparation and approval of documented information

Preparing, approving and issuing authority for the various levels of documents is
as follows

Documented Information Preparation Review Approval Issuing

Authority
Quality manual, quality ISO team ISO Head General
Document
management manual member Manager
Controller
procedures including forms,
exhibits and references

Division manual which Division Division Division

includes procedures, forms, personnel Supervisor Head
exhibits and references

In the absence of the reviewing Authority, the Approving Authority may sign on their
behalf.

b. Identification of documented information

 All documented information such as quality manuals, procedures, forms,
have their
document code/reference number, revision number, page number, document
name. Thus
each document has unique identification.

For Procedures - a Revisions Status Page is placed at the start of each

procedure
documenting the revision history of the procedure. The revisions are numbered
using whole numbers e.g. Rev. 0, 1, 2, 3. All pages are re-issued for each
revision.

For Forms, Exhibits, and References - the Revision Number and Date are
shown at the
upper portion of the document together with the Document Code.

Tanauan Water District Quality Management System

 Quality Management Doc.No.:
QMP02
Revision No.:
Control of Documented Information
00
Effectivity Date:
16Jan2017 Page 3 of 4

c. Document numbering system

The standard coding for documented information is DDT## where:

Code Description Legend

DD TWD QM - Quality Management which includes quality

management
Division documented information such as quality manual,
control of
documented information, internal quality audit,
management review,
etc.
OG - Office of the General Manager which includes
planning and
MIS documented information.
AD - Admin division which includes general
services and HR
related documented information
CO - Commercial division related documented
information
ES - Engineering Services division related
documented information FI - Finance division related
documented information
T Type of Q - Quality Manual
document P - Procedures
W - Work Instructions
F - Forms
E - External origin
R - References
O - Objectives, Targets and Programs
## Document Two digits starting from 01 up to 99, if any
number

d. Issuance and Distribution

Records of distributions of all documents, which shows the current issue status
and revision
status of the document with records of distributions are listed in the DC Master List.
 The Document Controller retains the Master Copy of the approved document
and makes
additional copies for distribution. A Controlled Copy mark is stamped on each
page of the
document.

Documents are issued on the date of their effectivity, at the same time
superseded versions of
the said document are retrieved.

e. Documents of External Origin

Shall use document code of external origin, if any. Date refers to the
publication year or
issuance date of external documented information

Tanauan Water District Quality Management System

 Quality Management Doc.No.:
QMP02
Revision No.:
Control of Documented Information
00
Effectivity Date:
16Jan2017 Page 4 of 4
f. Obsolete documented information

Obsolete documents may refer to documented information which have been revised and
superseded, or to those which are cancelled or not in use.

o For Revised or Superseded - these are marked superseded with one copy retained
and filed in the Superseded Documents Folder;

o For Not In Use - these are marked retained with one copy retained and filed in the
Retained Documents Folder.

Master copies of obsolete documents are retained for at least one year from the date of
revision. The remaining copies of either documents / procedures may be recycled as scratch
paper or disposed after crossing the page or marking them with superseded.

Cancelled or procedures/documents not in use may be re-issued if necessary.

g. Retained documented information(records)

End-users identify, store, retain, protect and retrieve their respective records.
A List of Records maintained by each division which listed the name of records, location of
records, retention period and form of disposal:
Disposal of records is done at least once a year. Records beyond their retention period may be
recycled as scratch paper or disposed.

h. Control of documented information stored in electronic media

Utmost care shall be taken while storing data in electronic media.
Only authorized users shall be allowed to use the data.
Wherever possible, data shall be protected by providing passwords.
Regular back up shall be taken to avoid data loss / damage / corrupted.

Tanauan Water District Quality Management System