Quality Policy on Documentation Effectivity Date: 10-28-2019

Standards Revision No: 00

Document Code: Page No. Page 1 of 7

Revision History

Revision
Author Description / Changes Page No.
No.
00 VQG Initial Issuance -

REVIEW AND APPROVAL

SIGNATURE OVER PRINTED NAME POSITION
PREPARED
BY
REVIEWED
BY
APPROVED
BY
DISTRIBUTION:
This document is updated and
controlled if it bears the BLUE
“CONTROLLED COPY” stamp.
Otherwise, please refer to the
Overall Document Control
( ODC)for your updated copy.
 Quality Policy on Documentation Effectivity Date: 10-28-2019

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1.0 Objectives
1.1 To set standards and guidelines on documentation.
1.2 To set uniform format and convention for all types of documentation.
2.0 Scope
2.1 All standards set forth shall cover all types of documentation.
2.2 Document management (filing, release, archiving, purging) will not be covered under
this subject.
2.3 Documentation will cover the following
2.3.1 Manuals (Policies and Procedures, Work Instructions)
2.3.2 Templates (Forms, Reports)
3.0 Definition of Terms
N/A
4.0 Policies
4.1 Manuals Documentation Standards
This includes Quality Procedure, Quality Manual and Work Instructions
For uniformity of look, all manuals should use the following:
FONT STYLE Normal Arial

FONT SIZE 11

SECTION TITLES 11 BOLD

SPACING Before 3pt, After 6pt

LINE SPACING Single

All related manual documentation should contain the following format:

a. REVISION HISTORY
b. PAGE HEADER
c. APPROVAL PAGE
d. BODY / CONTENTS

PAGE HEADER:

Effectivity Date:
LOGO Title
Revision No.:

Document Code: Page No.:

4.1.1 Logo – logo used by specific company

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Company Logo Business Unit/Department Company Designation

All Functional Units

4.1.2 Title: Title of the document

4.1.3 Document Code - The document code identification and
numbering instruction is as follows:
XXXX-XX-YYY
4.1.3.1 CXXX represents the organization which is the
abbreviation for XXX.
4.1.3.2 XX signifies the type of document created.
Please refer to Table 3 for details.

4.1.3.3 YYY signifies the series numbering of the mentioned

document from “001” up to “999”.
4.1.3.4 The document code is separated by hyphen.

Table 1 – Document Code per Document Type

Document Code Document Type

QM Quality Management System Manual
QP Quality Procedure
WI Work Instruction
FR Forms
TP Templates
LT List
GL Guidelines

4.1.4 Effectivity Date - refers to date on when the document has been
effective.
4.1.5 Revision number – refers to the latest revision number of the
document after changes or updates has been made.
4.1.6 Page reference – Indicates the document’s total number of pages
BODY / CONTENTS:
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The body of the document should be comprised of the following standard

document sections:
1.0 Objectives
2.0 Scope
3.0 Associated Documents
4.0 Definition of Terms
5.0 Procedure Details

NOTE:
In cases where the section is not applicable to said document, simply
indicate “n/a” in the body.

Example:
3.0 Associated Documents
n/a

Succeeding parts of the document will discuss the guidelines on each of the
standard document sections.
Standard Document Sections:
1.0 Objectives
This section states the objectives in generating the specified document.
2.0 Scope
This section states the area covered by the document.
3.0 Associated Documents
This section states all documents associated in the process.
4.0 Definition of Terms
This section describes the terms or abbreviation used in the document to
provide clarity of the terms used
5.0 Procedure details
The procedures should outline the detailed steps/activity per process. Each
process should have an accompanying table of procedures.
Standard table of procedures are as follows:

Responsible
Activities Reference Document
Person
1.0 Activity 1 Process Owner Any reference document
2.0 Activity 2 like forms, report, and
3.0 Activity 3 other policies and
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procedures document.

Include Document
Reference Code.

FILENAME CONVENTION:
When saving soft copy of manuals, the following format must be followed in
naming the file:
Document Code_Document Title_Date
4.2 Forms and Templates Design and Documentation Standards
Forms and Templates are categorized in two (2): (a) CORPORATE FORMS &
TEMPLATES which are composed of administrative forms from Human
Resources, Finance and Accounting and Purchasing, and (b) OPERATIONS OR
SERVICE FORMS & TEMPLATES which are forms used by the various
business lines in dealing with the clients.
Aside from this, Forms and Templates are divided into four (4) types: Forms,
Lists, Guidelines, and Reports.
Forms are templates with “blanks” for the insertion of details or information. This
type of template is stored in repositories after its purpose is done.
Lists are templates which are frequently modified and updated (e.g. Inventory
List). This type of template is usually used as reference to other documents such
as work instructions, and unlike forms, lists are stored in repositories less
frequently or not at all, depending on its purpose.
Guidelines are documents that are used as guides in performing certain actions.
This type of document is not incorporated in the Policies and Procedure Manuals
because it pertains to a more specific scope, such as in operations.
Reports are templates that are usually used in submitting to clients or to division
or department heads for reporting purposes, thus its layout may look more formal
than forms and lists (e.g. includes cover page).

4.2.1 Forms, Lists, Reports and Guidelines

Forms and Lists must contain the following format:
a. PAGE HEADER
b. NAME/TITLE
c. BODY / CONTENTS
d. PAGE FOOTER

PAGE HEADER:

This shall depend on which functional unit does the specific form belongs.
NAME/TITLE:
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All forms and lists should have an accompanying title.

Standards for the FORM or LIST NAME are as follows:
Font Style: NORMAL ARIAL, BOLD
Font Size: 12
NOTE: The name should always be boxed

Example:
PURCHASE ORDER FORM

BODY / CONTENTS:

Body on the form and list varies depending on its purpose. It is important to
note that it should always be “user-friendly”, easy to understand and
convenient to answer.
It is also important to include all necessary signature requirements and
dates.
For uniformity: Font Size may vary but Font Style should at all times be
ARIAL.

PAGE FOOTER:

Document Code : SDO1P-FR-XXX Page No. : X of Y

Effectivity Date : MM-DD-YYYY
Revision No.:

Where:
Document Code – code for the template
Font Style: Normal Arial
Font Size: 8
Revision Number - refers to the latest revision number of the document
after changes or updates has been made.
Page – Page reference (if exceeds 1 page) in the following format:
X of Y where:
X – Page Number
Y – Total Number of Pages

Effectivity Date – date by which document takes effect

FILENAME CONVENTION:
Upon usage of templates (or when templates become records, the following
format must be followed in naming the file (for soft copy) (note: applicable if
with record number only)
SDO1P–FR–XXX – Template RRRR – MMDDYY
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Where:
SDO1P-FR-XXX Document Code
RRRR Record Number
MMDDYY Date the template is used

4.3 External Documents Standards

External documents are documents obtained from outside the company which is
usually being used as references. Some example may include user’s guides,
quality manuals, books, and others.
These documents must be properly referenced for controlling purposes.
Please refer to Controls of Documents for references.

5.0 General Process flow

N/A
6.0 Procedure Details
N/A