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Document & Record Control PDF
Document & Record Control PDF
1. Purpose & Scope: The procedure of document and record control has been established to control
the data relevant to the systems and operations of organization.
3. Procedure:
Page # 1 of 3
Doc# SP/01
CONTROL OF DOCUMENTS AND RECORDS Issue#: 01
Issue Date: 06.04.2019
Issuance status
Categorization of levels for data and record control.
1. Quality System Manual
2. Procedure/ Process
3. Work Instruction/ SOP
4. Record
ZZZ-Serial #
Where;
ZZZ-Abbreviation for document type (1 to 3 characters)
Document Type Example
SP = System Procedure SP-Serial #
OP= Operational Procedure
WI = Work Instruction WI-Serial #
JD= Job Description J-Serial #
SOP= Standard Operating Procedure
ORG = Organogram ORG-Serial #
QMS = Quality Management System
FSMS = Food Safety Management System
PC= Personal Computer
For Forms Example
S/F-Serial Number S/F-01
YY-/F-Serial Number O/F-01
S = System
YYY = Abbreviation for Department
F = Form
3.7 Department Abbreviations
3.7.1 MKT = Marketing
PUR = Purchasing
PRD= Production
STR = Store
MNT = Maintenance
I. T = Information Technology
8. Master Record List
3.8.1 M. R compiles Master Record List that describes:
Document Title and Number
Storage Location and Responsibility
Obsolete date
Retention Period
Revision Status
3.9 Identification
3.9.1 Master Records are identified with Title/Document No, Issue No and Issue Date.
3.9.2 Master Records are identified by the activity by date etc.
3.10 Indexing
3.10.1 Master Records are filed properly
3.10.2 The same Master Records are maintained data wise showing document name or number.
3.10.3 The files of same Master Records are indexed period wise i.e. from ________ to
_______.
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Doc# SP/01
CONTROL OF DOCUMENTS AND RECORDS Issue#: 01
Issue Date: 06.04.2019
3.12 Access
3.12.1 Master Records have limited access. Only persons identified in Master Record List can
have access to those records.
3.12.2 Internal Auditor team members do have access to Master Records. Access can be
permitted by intimation from top management.
3.13 Maintenance & Data Back-up
3.13.1 The persons generating the record ensure that the contents of Master Records are
properly filled such that data is legible and the corrections are made with striking off
the wrong content and initiating the correction.
3.13.2 M. R shall record the back-up of data in each fifteen-days and shall store the data in
following media along with password protection and store in locker:
External Hard disk
3.14 Retention & Disposition
3.14.1 Period of retention is one year on site and up to five years’ preservation in company
data library or record.
3.14.2 After the retention period of Master Quality Records expires; M. R remains responsible
for storage, destroy, and dispose-off the record in such manners that their contents
cannot be identified and traceable of any confidential information relevant to
organization.
4.0 Reference Documents
4.1.1 Master list of Documents (SF/01)
4.1.2 Master list of Records (SF/02)
4.1.3 List of External Origin Document (SF/03)
4.1.4 Change Request (SF/04)
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