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1 PURPOSE

The purpose of this procedure is to describe the process of controlling the issue and changes made to
documents PT. DAEHAN GLOBAL. Data kept on any electronic media is treated as a document.

2 SCOPE

1.1 This procedure contains the following sections:

1.2 Iidentification,
1.3 determination of the shelf life,
1.4 storage and destruction of records

3 REFFERENCE

3.1 ISO 9001: 2008 QMS Requirements, Clause 4.2.4 Control Records.
3.2 Requirements for SML PP 50/2012, Collection of Data Elements 10 and Users.
3.3 ISO 14001: 2004 SML Requirements, Clause 4.5.4 Control Records.
3.4 PAS Requirements 99: 2012, Clause 7.5.3 Control of Documented Information.

4 DEFINITION

4.1 Records: containing information about the implementation of activity management systems.
4.2 Record Keeper Personnel responsible for storing and maintaining records.

5 PROCEDURE

5.1 Record Identification

5.1.1 Controlled recordings include:
a. Records requested by the ISO 9001: 2008 Quality Management System, ISO 14001:
2004
b. Environmental Management System, PP 50/2012 and PAS 99: 2012 SMK3.
c. Other recordings requested by PT. DAEHAN GLOBAL or other related parties.
5.1.2 Record identification can use the number and / or date of publication of the recording, record
name or form number.
5.1.3 The types of recordings can be in the form of, among others, Activity Implementation Reports,
Work Drawings, Service Records and Computer Data.

5.2 Record Storage and Maintenance

5.2.1 The Controller Document must specify the period of record keeping that will be stored and if it
has exceeded the shelf life, then the record can be destroyed or extended its shelf life in
accordance with the policies of the relevant Management Representative.
5.2.2 Records must be stored on media that is safe and in accordance with the type of recording
stored.
5.2.3 As long as it is stored, records must be kept so that they are easy to read and retrieve to show if
needed.
5.2.4 Storage media must be identified according to the type and name of the recorded record.
5.2.5 Records that are stored must be recorded on the Record List by the record keeper.
5.2.6 For records that are confidential (such as: Medical Check Up Results, employee database, work
accident investigation results etc.), access to storage is limited and labeled CONFIDENTIAL
5.2.7 Standard document storage is 3 years for production records, and 10 years for documents and
recordings for accounting and exim entities.

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5.3 Record Destruction

5.3.1. Before destroying the records, the record keeper made the Minutes Destruction and must be
approved by the Deputy Management.
5.3.2. Records that are destroyed must be recorded in the List of Destroyed Records).

6 APPENDIX

Appendix 1 – New and external controlled document flow chart

New controlled
document identified

Y
Is new
document of
external origin?

Document produced in
format as described in
4.1
Requirement for new /
updated external document
identified

Document checked for

accuracy by process owner/
MR and approved

Updated
New copy of external Document forwarded to MR master
document obtained for entry on to master document
document index index

Superseded document
marked as “obsolete” if Controlled copies of
retained new document
released to relevant
areas
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Appendix 2 – Document change and obsolescence flow chart

Requirement for
change to controlled
document identified

Document changed by
MR (or delegate)
accordingly

Amendments indicated in
text by
bold underlined (or
alternative)

Document revision table

updated to include new
issue status and summary
of change

Updated
Controlled copies of
Master document index master
new document
updated to reflect new document
released to relevant
issue status index
areas

Obsolete document
removed and either
destroyed or if
retained, marked as
“obsolete”

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