Doc. Code: PM-0201 Revision No.

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QUALITY PROCEDURES Date Effective: January 1, 2017 Page 1 of 1
MANUAL
Authorized by: University QMR Signature:
Northwest Samar State University
Approved by: University President Signature:

DOCUMENT CONTROL PROCEDURES

A. Formulation of New Forms

1. The initiator of the new form shall fill out properly the Document Data Change Form
attached with a clean draft copy of the new form to the Director for Quality Assurance.

2. If the form is found relevant, the Director for Quality Assurance presents the form to the
Management Review Committee (MRC) for the deliberation and then submits the same
to the University President for approval.

3. Upon approval, the Director for Quality Assurance approves the reproduction of the form
by affixing his signature in the Document Data Change Form and forwards the same to
the Records Office for the assignment of the Form Code and its reproduction.

4. The Records Officer shall distribute the new forms to the concerned units of the
university. The Distribution List of Controlled Forms Issued shall be utilized for this
purpose.

B. Procedures for Changing Existing Forms

1. The initiator of the changes to the existing form shall fill out properly the Document
Data Change Form attached with a clean draft copy of the form reflecting therein the
changes as highlighted, to the Director for Quality Assurance.

2. If the changes to the form are relevant, the Director for Quality Assurance presents the
proposed changes to the form to the Management Review Committee (MRC) for the
deliberation and then submits the same to the University President for approval.

3. Upon approval, the Director for Quality Assurance approves the reproduction of the form
with the approved changes by affixing his signature in the Document Data Change Form
and forwards the same to the Records Office for reproduction and distribution.

4. Prior to the issuance of the revised forms, the Records Officer shall retrieve the
superseded forms and mark them with “OBSOLETE” to preclude their use. The revised
forms shall be issued, using Distribution List of Controlled Forms Issued, to the
designated/identified holders/custodians of the forms properly labelled “CONTROLLED
COPY” in red ink.

5. A copy of the previous issue of the forms may be retained for reference purposes,
properly marked “OBSOLETE: FOR REFERENCE PURPOSES ONLY”.