Doc.# 05-P-003 Rev.

W
Author: K Rollefson
Approved by: K Rollefson

ECN#:EC-3282Quantel USA
Date: 8/4/2016

Document Control Procedure

1. Purpose and Scope:
1.1 To provide a written procedure defining the process by which documents
are controlled at Quantel USA. This includes but is not limited to:
drawings released to Document Control, optic specifications, DMR's,
procedures, work instructions, and forms.

2. Responsibility
2.1 The Document Control Manager (DCM) maintains the list of controlled
Quantel USA documents and is responsible for the posting of all current
documents to the P: Drive. The DCM holds weekly meetings with the
ECN Group to review changes and release and distribute new documents
as required by the ECN.
2.2 The ECN Group reviews and approves all changes to current controlled
documents and new releases. The QA Manager, a Buyer, the Document
Control Manager, the Engineering Manager, the Customer Service
Manager, the Product Line Manager, and a representative from
Production make up the ECN Group.
2.3 It is the responsibility of Quantel USA employees who use controlled
documents to be trained on this procedure.
3. General Requirements for Controlled Documents
3.1 All controlled documents are stored on the P: drive of the network. This is
a protected drive that has very limited access rights in order to ensure that
the files on this drive cannot be modified or deleted. The Controlled
Documents Tracking Log (P:\BSLT_DOC\Logs\Doctrak.xls.) is a quick
reference of all controlled procedures, forms and work instructions.
3.2 All paper copies of controlled documents should be verified before use
that they are the current revision in Visual.
3.3 Changes to controlled documents require an ECN (see ECN Procedure
05-P-006) and are brought before the ECN Group for review and
approval. Drawings contain revision blocks in the upper right hand corner
that reference ECN numbers with the corresponding revision and a brief
description of the change. When all the required signatures are obtained
the DCM moves the affected documents to the P drive and saves the
former revision in the P:\Z_ Archive folder with limited viewing access.

Procedure # 05-P-003 Page 1 of 4

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 Doc.# 05-P-003 Rev. W
Author: K Rollefson
Approved by: K Rollefson

ECN#:EC-3282Quantel USA
Date: 8/4/2016

Document Control Procedure

3.4 Drawings are assigned a Revision ID based on the assembly type and
corresponding Revision scheme as follows:
3.4.1 General: Procedures, work instructions and mechanical, optical,
and other assembly drawings not produced with the Altium
Designer ECAD design platform utilize a 1-level revision scheme.
Non-released pre-production drawings use a numeric Revision ID
(i.e. 1, 2, 3, etc...) whereas production drawings released through
the ECN process use an alphabetical Revision ID (i.e. A, B, C,
etc...) incrementing sequentially through the English alphabet.
Drawings are incremented each time the document is changed. To
avoid confusion the letters "I" and "O" are omitted for their similarity
to "1" and "0". Instead, the next letter in the alphabetical sequence
is used. When the letter revision exceeds "Z" the sequence
continues with two letters (i.e. AA, AB, AC, etc...). Drawings with a
numeric Revision ID are not considered controlled documents and
do not require an ECN to make changes.
3.4.2 Electrical: Circuit Card Assemblies, Wired Assemblies, Wiring
Harnesses and other drawings produced by the Altium Designer
ECAD design platform utilize a 2-level revision scheme. The
format is alpha-numeric, [Major Revision - Minor Revision]. Major
revisions follow the assemblies life cycle beginning with the Alpha
phase (Revision ID; A-1, A-2, A-3, etc...) followed by Beta phase
(Revision ID; B-1, B-2, B-3, etc...). Once the assembly is released
to Document Control following the ECN process it is in the
Controlled phase (Revision ID; C-1, C-2, C-3, etc...). Drawings in
the Alpha or Beta phase are not considered controlled documents
and do not require an ECN to make changes. Reference the
Electrical Design and Release Procedure, 05-P-008, for more
details.
3.4.3 Software: Compiled program code utilizes a 2-level revision
scheme. The format is numeric, [Major Revision . Minor Revision].
The Major and Minor versioning sequence is determined by the
Software Engineer. Reference the Control and Release of
Software Procedure, 05-P-007, for more details.
3.5 Standards - The DCM maintains a spreadsheet that lists the external
standards most commonly used. Documents that are listed in the
Reference Library section are not always updated as they change. When
using those, always be sure to check for current revision if applicable.

Procedure # 05-P-003 Page 2 of 4

Rev.W
 Doc.# 05-P-003 Rev. W
Author: K Rollefson
Approved by: K Rollefson

ECN#:EC-3282Quantel USA
Date: 8/4/2016

Document Control Procedure

The documents listed in the In Use section are updated and controlled as
required. The spreadsheet is stored on the P drive to prevent
unauthorized alterations. P:\BSLT_DOC\LOG's\Quantel USA External
Standards Log.xls The log identifies the storage location and current
revision level for each standard. Numerous documents are stored
electronically on the P drive and can be opened directly from the log.
Others may point to a web-site where a current revision can be
downloaded. Quantel USA subscribes to a documents notification service
that automatically notifies the DCM of any changes to standards in
Quantel USA’s inventory. Changes to standards are reviewed by the QA
Manager to determine the need to replace them. Quantel USA only
purchases amendments and corrigendums to documents on an as
needed basis. Revision changes to documents that appear on the In Use
sheet and whose revision changes, shall be purchased.
3.6 Employees may print current copies of controlled documents from the P
drive at any time. It should be noted however, that once printed, they are
no longer controlled and should always be verified for current revision
before use.
3.7 To verify a document’s revision status, check the document revision of the
document attached in Part Maintenance in Visual. For procedures, forms
and work instructions check Doctrack or the Master copy on the P drive.
In all places the revision should match.
3.8 Current work instructions, drawings and specifications are linked to the
applicable part number in Part Maintenance in Visual. (See 09-P-019 for
details)
3.9 The ECN group ensures proper distribution is designated on the ECN at
the time of its approval. Employees are notified of changes via e-mails
that announce “Distributions” assigned to their “Task List” in Visual
Manufacturing.

4. Document Control within Engineering

4.1 During product development, engineering files are managed by assembly
type and Revision ID per the revision scheme described in this procedure.
Changes made during the design phase are described in the revision
block in the upper right hand corner of the drawing, as needed, and/or in
a corresponding product Design Changes spreadsheet created by

Procedure # 05-P-003 Page 3 of 4

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 Doc.# 05-P-003 Rev. W
Author: K Rollefson
Approved by: K Rollefson

ECN#:EC-3282Quantel USA
Date: 8/4/2016

Document Control Procedure

Engineering to track changes to assemblies during the development stage
of products.
4.2 Throughout the design process, snapshots (i.e. compressed file folders,
packaged projects, etc...) of documentation are saved at major milestones
determined during the planning stages. When a design is validated,
documents are backed up in a controlled folder on the Engineering drive
of the network.
4.3 When the design is finished, the Design History File (DHF) is completed.
Only the final version of the engineering drawing is retained in the DHF.
This final version reflects the completed design.
4.4 The DHF is then filed in the Engineering files by system part number.
Access to these files is limited to the Engineering Group or by permission
from the Engineering Manager.
4.5 For products not transferred to Production, electronic versions of the
drawings are controlled by Engineering.

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