Make draft document Do not meet

Unaccepted
Draft
Assign for feedback
drafting/correcting
Approve requirements
Review

NỘI DUNG
1.1 Kiểm soát tài liệu nội bộ
1.1.1 Lưu đồ
Step Responsibilities Flow Chart Document/Form
All sections, Document
departments and Drafting/correcting documents Drafting/Correcting
1 request
members of the Request Form
system (TCHC.QT.01.01)
Document
Management
Drafting/Correcting
2 Representative/ Verify Reject
Request Form
Authorized Person
(TCHC.QT.01.01)
Document
Management
Drafting/Correcting
3 Representative/
Request Form
Authorized Person
(TCHC.QT.01.01)
Document Feedback
Assigned Person
4 Form
(TCHC.QT.01.02)

According to
5 Document draft
assignment table

Management
6 Representative/ Document draft
Authorized Person
Receive & Distribute
Document Managing
Promulgate, update,
Instruction
distribute, withdraw,
(TCHC.HD.01)
stamp documents
Office Clerk/ Receive & Distribute
7
O&A Dept. Document Monitor
Book
(TCHC.HD.01.01)
Internal Document List
(TCHC.QT.01.03)
 Document Correction
8 All units Using document Notice
(TCHC.QT.01.04)

All units/ Filing

9
O&A Dept.
1.1.2 Description:
a. Document drafting/correcting request: While applying the DCP, the units or
individuals having request to correct or draft new documents in order to support
managing activities or work can fill the Document Drafting/Correcting Request
Form (TCHC.QT.01.01) and submit to the Management Representative
/Authorized Person for approval.
* Note: If the Univerisy Director request to draft/correct or as a result of the
Director’s verification , the O&A Dept. will fill the informaiton in the
Document Drafting/Correcting Request Form (TCHC.QT.01.01) and send to
the assigned unit.
b. Verify : Management Representative/Univerisity unit verify, assign person in
charge if the request is approved. If the request is rejected, it needs to be sent
back to the requesting unit/individual with reasonable explanation (within 02
working days).
c. Assign for drafting/correcting: Depending on the content, request level,
Management Representative /Authorized Person specifically assign the
responsibilities of drafting, reviewing and approving based on the following
assigning table (from 03 to 10 working days):
No. Type of documentary Draft Review Approve

Quality Policy;
Management
1 University’s Quality
Representative Management
Objectives
Representative/
Vice
2 Unit’s Quality Objectives Unit in charge Principal
Principal
/Authorized
Management Person
3 Handlist of Quality
Representative
No. Type of documentary Draft Review Approve
Procedures, Instructions,
Regulationa, Forms with
Assigned
4 attached University level Unit Chief
Person
documentaries

Assigned
5 Unit’s Iindependent Form Unit Chief
Person
Procedures, Instructions,
Regulationa, Forms with Assigned
6 Unit Chief
attached Affiliated Unit Person Authorized
level documentaries Person
Affiliated Unit’s Assigned
7 Unit Chief
Independent Form Person

d. Make draft document/documentary:.

 Draft documentaries must be presented following the regulations in
Appendix 1- DCP Documentary Presentation Instruction
 Draft documents must be presented following the regulations in Appendix
2- DCP Document Font and Details Presentation Instruction
e. Draft feedback:
After drafting/correcting documents, assigned unit/individual sends the
drafts and Document Feedback Form (TCHC.QT.01.02) (as hard copy or
through internal email/network of HSU) to related units/individuals to collect
feedbacks and complete the documents. In case the documents have too many
problems needed to be discussed, a meeting can be held including drafting unit
and related unit in charge to get to a final decision (from 02 to 10 working
days);
f. Review: Reviewing is performed as the regulation in the assignment table
above (3.4.2.c). If the documents don’t meet requirements, the Management
Representative /Authorized Person needs to sent them back to the unit/individual
incharge to feedback, continue discussing until they are accepted (from 02 to 05
working days);
g. Approve the document: The principal will approve the promulgation of the
documents (within 03 working days);
h. Promulgate, update, distribute documents:
- ISO Specialist of O&A Dept. will:
+ Assemble the hard copy and soft copy to promulgate and suitably store
into computers or other storage devices (CD-ROM, USB, floppy disk,
hard disk, website upload…);
+ Update approved documents into Receive & Distribute Document
Monitor Book (TCHC.HD.01.01).
- Office Clerk will:
+ Make enough copies of the distributed documents (based on the receiving
places in the promulgation decision) and do the stamping (except the
original);
+ Distribute to the units based on the Receive & Distribute Document
Monitor Book (TCHC.HD.01.01).
+ The original file doesn’t need stamping and it is stored for easy
searching for related information.
- Unit Chiefs will:
+ Assign officers to update documents into Internal Document List Form
(TCHC.QT.01.03) of the unit whenever new documents are distributed
and store the documents in convinient places for using and searching;
+ Instruct, inform the officers of the unit abour how to implement the
content regulated in the documents to ensure consistency
 i. Control and correct:
- With the corrected, replaced documents, Administration Section of O&A
Dept. make document correction notice following the Document Correction
Notice Form (TCHC.QT.01.04) and sent to related unit.
- Regular ISO Specialist: Update approved corrected documents and pass to
office clerk for distribution as regulations.
* Network Management Specialist: Incharge of updating these documents on
the internal network of HSU.
- Unit’s office clerk: Have the responsibility to manage, store DCP
documents of HSU (as hard and soft copies) to avoid damage and update when
there are changes on computers and other storage devices, ensure the
documents in use are the latest with the hard copy in use; Update distributed
documents into Internal Document List (TCHC.QT.01.03).
j. Withdraw and cancel documents:
The unit receiving new documents is in charge of canceling outdated
documents. If the documents need to be kept for reference, they must be stamped

HOA SEN UNIVERSITY

NON-VALIDITY

on every pages (with the hard copy), and the soft copy need to be stored in a
seperated folder to avoid using outdated documents by mistake.
k. Filing
- O&A Dept. and units: Store the documents for easy searching and access.