National Food Co.

(AMERICANA)
Environmental Operating Procedures
PAGE NO. 1 of 4 ISSUE NO 1
DOCUMENT No: EOP 9-0 ISSUE DATE 01/11/02
TITLE: Document Control
Prepared By: Approved By

Purpose

The purpose of this procedure is to define the responsibilities and controls applied to the issue and
amendment of all documents and data included within Environmental Management System,
including documents produced in “Hard Copy”, and Computer Data

Scope

The Scope of Documents covered by this procedure are:-

• Environmental Policy Manual

• Environmental Operating Procedures
• Environmental Directives
• Forms
• Work Instructions (i.e. QC Test Methods, Calibration Instructions )
• External Standards including National and International standards
• Manufactures Operating and Servicing manuals

Document References

Operating Policy EPM, Clause 4-4-5 Document Control

• E 9-01 Env. Document Change Request / Advice
• E 9-02 Env. Standards Library Register
• ER 001Env. Master Register of Environmental Records and Forms

Responsibilities

The GM is responsible for the approval of Environmental Operating Procedures and Environmental
Directives.

The EMR is responsible for the registration, issue and amendment, of all documents that constitute
the EMS operated by Americana and the registration and control of National/International
standards held.
 National Food Co. (AMERICANA)
Environmental Operating Procedures
PAGE NO. 2 of 4 ISSUE NO 1
DOCUMENT No: EOP 9-0 ISSUE DATE 01/11/02
TITLE: Document Control
The Maintenance Manager is responsible for the registration and control of manufacturer supplied
Operating, Maintenance and Servicing Manuals

The Management Information Systems Manager shall control any software associated to the EMS
as an integral part of controls applied to Quality Management System Software undr the
Company’s ISO 9001-2000 Certification ( QAP 4-05 Refers)

All Managers/supervisors are responsible for ensuring that current issue documents are available at
all pertinent locations, and the controlled disposition of obsolete documents and data, as defined
within this procedure.

Procedures

1-0 Control of Environmental Documents

2-0 Control of Externally Sourced Standards

1-0 Control of Environmental Documents

The EMR will:-

1.1 Ensure that all Quality System documents defined in paragraph 1 , contain

• Document reference number

• Document Title
• Approval authority and signature (except Forms)
• Issue status and date
• Page numbers (i.e. page 1 of 2 etc)

1.2 Ensure that all documents (and subsequent amendments are reviewed by affected personnel,
and
approved by the nominated approval authority ,prior to issue.

Note: This applies to Company generated documents only, In the case of externally sourced
documents, the requirements detailed in paras 1.1 and 1.2, are the responsibility of the external
issuing authority
 National Food Co. (AMERICANA)
Environmental Operating Procedures
PAGE NO. 3 of 4 ISSUE NO 1
DOCUMENT No: EOP 9-0 ISSUE DATE 01/11/02
TITLE: Document Control
1.3 Maintain a register of all documents issued, the register to include:-

• Document Number
• Document Title
• Current Issue status
• Controlled copy holders (Except Forms)

The register may be incorporated in the applicable manuals, or as a separate document

Maintain a separate register of all current Forms used within the EMS ER 001

1.4 Issue documents to nominated controlled copy holders, together with details of issue or change
and instructions to registered document holders regarding disposal of obsolete documents,
(E 9-01 Env. Document Change Request / Advice),retain copy as a record of
changes/amendments made.

1.5 Ensure that copies of obsolete documents retained for history/reference purposes are identified
as “obsolete’, and are filed separately from current issue documents, otherwise dispose of
obsolete documents, as appropriate.

All Registered Document Holders will:-

1.6 Ensure that all quality documents received are complete, if not inform the issuing authority
accordingly

1.7 Ensure that all obsolete documents are promptly removed from all points of use, and
disposed of in accordance with the instructions provided by the issuing authority
.(E 9-01)

1.8 Ensure that all documents provided are maintained in good condition, and
where exposed to adverse conditions, are suitably protected to prevent damage
/deterioration

1.9 Ensure that any additional copies of quality documents required by personnel within the
department concerned are registered, and issued to the appropriate personnel, in accordance
with Para 1.4 of this procedure.

1.10 Ensure that documents are not “marked up”, in any way that changes the intent of
the document concerned, unless these amendments are signed and dated by the approval
authority concerned, pending formal amendment and approval .
 National Food Co. (AMERICANA)
Environmental Operating Procedures
PAGE NO. 4 of 4 ISSUE NO 1
DOCUMENT No: EOP 9-0 ISSUE DATE 01/11/02
TITLE: Document Control

1.11 Prohibit any unauthorised copying /reproduction or transmittal of documents, to any

personnel , unless controlled as detailed in para 1.9 of this procedure

1.12 Ensure that any proposed changes to Documents are submitted to the nominated issuing
authority, for consideration, temporary changes to documents must be indicated by
amendment and authorisation on the document concerned, or via written instruction and
approval by the issuing authority concerned.

1.13 Report all instances of lost/damaged documents to the nominated issuing authority , for
replacement.

2-0 Control of Externally Sourced Standards

The EMR will:

2.1 Ensure any sections of Externally Sourced Standards relevant to the operation of the EMS are
transcribed into Environmental Directives or Work Instructions as needed.

2.2 Check with the Issuing Authorities on a six monthly basis to obtain any amendments to the
Standards.
• Incorporate Amendments
• Update associated EMS documents subject to the amendment/s
• Update associated Register/s accordingly