DSPI-EQP-01 Procedure For Control of Documented Information

System: Document Code: Revision No.
:
QUALITY AND ENVIRONMENTAL DSPI-EQP-01 00
Issue Date: Page
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Title:
PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

Originator: Reviewer & Approver:
Myline Hermosura, DCC Fatima dela Torre, QEMR
1. PURPOSE
The purpose of this procedure is to ensure that all relevant documented information which forms an integral part of our quality and
environmental management system is managed under controlled conditions and that all documented information is reviewed and
approved by authorized personnel prior to issue.
2. SCOPE
Documented information is retained to provide evidence of conformity to the requirements specified by ISO standards, customer
requirements and of the effective operation of our management system. DSPI uses standard forms and templates accessed via a local
area network computer system. This documented procedure outlines the controls for:
2.1. Approving documents for adequacy prior to issue;

2.2. Reviewing and revising as necessary and re-approving documents;
2.3. Ensuring that changes and current revision status of documents are identified;
2.4. Ensuring that relevant versions of applicable documents are available at points of use;
2.5. Ensuring that documents remain legible and readily identifiable;
2.6. Ensuring that documents of internal origin are identified and their distribution controlled;
2.7. Preventing the unintended use of obsolete documents; and
2.8. Ensuring that documents of external origin are identified and their distribution controlled.
This procedure applies to all quality and environmental management system documentation and is to be followed by all personnel
where appropriate.
3. NORMATIVE REFERENCE
ISO 9001:2015 Quality Management System – Requirements
ISO 14001:2015 Environmental Management System – Requirements
PNS ISO 9000:2015 Quality Management System – Fundamentals and vocabulary
ISO TC 207 SC1 information note – ISO 14001:2015 Terms and Definitions
4. TERMS AND DEFINITIONS

Master Document The final and approved copy bearing the signature of the originator and approver of the document.
Bearing the stamp “MASTER COPY” in green ink.
Controlled Document Document that provides information or direction for performance of work within the scope of the
QEMS. Characteristics of control include such things as revision number, signatures indicating
review and approval, and controlled distribution.
Uncontrolled Document that is not a part of the controlled document system. Uncontrolled documents may not be
Document used to provide work direction or information necessary for the performance of work.
Documented Information determined to be necessary for the effectiveness of the QEMS. This may include
Information procedures, work instructions, or evidence (record) that an event (e.g., physical or electronic
document, photograph, or product sample) has occurred and, in the aggregate, can be analyzed and
conclusions drawn regarding QEMS effectiveness.
Document Information and its supporting medium. The medium may be paper, electronic, optical, photograph,
or sample product.
System: Document Code: Revision No.:
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Form Printed, typed, or electronic document with blank spaces for insertion of required or requested
information. Completed forms may become records.
External Document Document originating outside the company (e.g., customer drawings, industry and/or international
standards, suppliers’ equipment maintenance manuals, or references) that provides information or
direction for performing activities within the scope of the QEMS.
Internal Document Document of internal origin (developed entirely by or completed by the company) that provides
information or direction for the performance of activities within the scope of the Quality and
Environmental Management System. Examples include, but are not limited to, the procedures
contained in the company’s QEMS manual.
Quality and Ordered, well-documented system of policies, processes, procedures and records, designed to assure
Environmental product quality, effectiveness, customer satisfaction and promote continual improvement of products
Management System and processes
(QEMS)
Quality and Formal, authorized document setting out the quality and environmental policies, systems, procedures,
Environmental Manual and practices of our organization.
Procedure Process description or series of acts involved in a particular form of work; detailed elements of a
process used to produce a specified result.
Work Instruction Detailed description of how to perform a process in steps to allow an inexperienced person to
perform the work.
5. AUTHORITY AND RESPONSIBILITY

Quality & He/she is the overall responsible for the implementation of this procedure throughout the
Environmental organization. He/she is authorized to provide the resources for implementation of this procedure
Management throughout the organization. He/she is also responsible for the review and approval of this
Representative procedure.
(QEMR)
Document Control He/she is responsible for controlling the Quality and Environmental Management System
Custodian (DCC) documents, records, procedures, work instructions and other related to the QEMS, and all internal
and external documents required by the QEMS. The DCC is also responsible for the preparation
and implementation of this procedure.
Department Managers He/she is responsible for ensuring that the latest versions of relevant documents are available at
and Supervisors the point(s) of use, that these documents are legible, and that they are understood and followed.
They are also responsible for reviewing and responding to document change requests in a timely
manner.
PPC Manager He/she is responsible for control of external and internal drawings (e.g., blueprints, schematics,
and technical drawings), bills of material (BOM), and customer specifications and requirements
documentation.
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Top Management He/she is responsible for reviewing requests and giving final approvals to the QEMS Manual and
QEMS-related procedures.
6. PROCEDURE DETAILS
6.1 Creating, Updating and Controlling Documeted Information
DSPI applies the following criteria to all types of ‘documented information’ in order to assess whether the information is necessary for
demonstrating the effectiveness of our QEMS, and whether it should be formally controlled.
a. Communicates a message internally or externally;

b. Provides evidence of process and product conformity;
c. Provides evidence that planned outputs were achieved;
d. Provides knowledge sharing.
6.1.1 Requirement for Documented Information

All documents and data are reviewed and approved by authorized personnel prior to issue. Each department issues and maintains its
own documents. Current revisions of appropriate documents are available at locations where they are used. Verify current revision
in the ‘Master list of Internal Documents and Records’ before use. Documents controlled by this procedure include but are not
limited to the following:
a. The ISO 9001:2015 standard require the organization to maintain the following documented information.
Sl. ISO9001
No. Clause Required Documented Information
1 4.3 The scope of the organization’s quality management system
2 4.4.2 Documented information needed to support the operation of organization’s processes
3 5.2.2 The quality policy of the organization
4 6.2.1 The quality objectives of the organization
5 7.1.5.1 Appropriate documented information as evidence of ‘fitness for purpose’ of the monitoring and measurement
resources
6 7.1.5.2 The basis used for calibration or verification of monitoring and measurement resources, when no
measurement standards traceable to international or national measurement standards exist
7 7.2 Appropriate documented evidence of competence of personnel
8 7.5.1 Documented information of internal origin determined by the organization as being necessary for the
effectiveness of the quality management system, other than those required by the ISO9001:2015 standard
9 7.5.3.2 Documented information of external origin determined by the organization to be necessary for the planning
and operation of the quality management system.
10 8.2.3.2 Applicable documented information on the results of customer order review, and, on any new requirements
for the products and services
11 8.3.3 Design and development inputs was not applicable as of now to DSPI because design of product is provided
by the customer.
12 8.4.1 The criteria for the evaluation, selection, monitoring of performance, and re-evaluation of external providers,
and, the documentary evidence of these activities and any necessary actions arising from the evaluations
13 8.5.1 The documented information that defines: (1) the characteristics of the products to be produced, the services
to be provided, or the activities to be performed, and, (2) the results to be achieved
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14 8.5.2 Documented information necessary to enable traceability of the outputs, when traceability is a requirement
15 8.5.3 Documented information on what has occurred when the property of a customer or external provider is lost,
damaged or otherwise found to be unsuitable for use
16 8.5.6 Production / service provision: documented information describing the results of the review of changes, the
person(s) authorizing the change, and any necessary actions arising from the review
17 8.6 Documented information on the release of products and services that includes: (a) evidence of conformity
with the acceptance criteria, and, (b) traceability to the person(s) authorizing the release
18 8.7.2 Documented information that: describes the nonconformity, describes the actions taken, describes any
concessions obtained, and, identifies the authority deciding the action in respect of the nonconformity
19 9.1.1 Documentary evidence of the results of evaluation of the performance and the effectiveness of the quality
management system
20 9.2.2 Internal audit: implementation of the audit program and the audit results.
21 9.3.3 Documentary evidence of the results of management reviews
22 10.2.2 Documentary evidences of the nature of non-conformities and any subsequent actions taken, and, the results
of any corrective action
b. The ISO 14001:2015 standard requires the organization to maintain the following documented information.
Sl. ISO14001 Clause

No. Required Documented Information
1 4.3 The scope of the environmental management system
2 5.2 Environmental policy
3 6.1.1 The organization’s environmental risks and opportunities that need to be addressed
4 6.1.1 The organization’s processes needed for actions to address risks and opportunities (clause 6.1), to the extent
necessary to have confidence they are carried out as planned.
5 6.1.2 The organization’s environmental aspects and associated environmental impacts
6 6.1.2 Criteria used to determine the organization’s significant environmental aspects
7 6.1.2 Significant environmental aspects
8 6.1.3 The organization’s compliance obligations
9 6.2.1 Environmental objectives
10 7.2 Appropriate documented information as evidence of competence of personnel
11 7.4.1 Appropriate documented information as evidence of organization’s communications related to environmental
management
12 7.5.1 The documented information determined by the organization as being necessary for the effectiveness of the
environmental management system
13 8.1, 8.2 The documented information (to the extent necessary) to have confidence that the processes are carried out as
planned
14 9.1.1 Evidence of the monitoring, measurement, analysis and evaluation results
15 9.1.2 Evidence of the compliance evaluation result(s)
16 9.2.2 Evidence of the implementation of the audit program and the audit results.
17 9.3 Evidence of the results of management reviews
18 10.2 Evidence of (a) the nature of the non-conformities and any subsequent actions taken, and (b) the results of
any corrective action
c. Apart from the above documented information, DSPI may need to keep other documentation also for the effective functioning of
our IMS.
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Title:

6.1.2 Level of Documents

The documents of Quality and Environmental Management System (QEMS) are classified into three levels due to their nature.
Level I: Manual
Level II: Procedures
Level III: Job Descriptions (JDs), Work Instructions (WIs),

Forms, Specifications & Guidelines
6.1.3 Document Coding Scheme

a. DSPI has established a document coding system, which is applied to all levels of documents being created or maintained by DSPI.
The detail of document coding scheme is given below:
b. All the documents will have a unique identification code according to this.
“DSPI-AAB-CC”
Where,
DSPI Company name acronyms for DIC Seimitsu Philippines Incorporated
AADepartment Section
B Document code for Manual (M) and Procedure (P) only
CC Represents the serial number of documents starting from 01, 02 and so on. The serial number is reinitialized if the
document type changes.
c. And other remaining documents this is their unique code accordingly.
“DSPI-AAB-CC-DEE”
Where,
DSPI-AAB-CC Represents the relevant Manual or Procedure
D Document code for remaining document types
EE Represents the serial number of documents starting from 01, 02 and so on. The serial number
is reinitialized if the document type changes.
d. Following codes are used for different types of document.
Code Documents
M Manual
P Procedure
W Work Instruction
G Guideline (e.g. Company Profile, BCP, Internal Security Policy,
etc.)
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J Job Description
D Process Flow Diagram
S Specifications
F Form
e. Following codes are used for different departments and sections.
Copy Department Department Section

Section Function
Code Code Name Code
01 AD Administration HR Human Resources(Staffing Agency, DOLE concerns)
AC Accounting (Payroll, BIR, Finance concerns)
IT Information Technology
PO Pollution Control Officer (DENR/PEZA concerns)
SO Safety Officer(Safety & Health concerns)
EQ ISO QMS & EMS
SE Security
HG Housekeeping, Pantry, Facility
02 PC Production SA Sales
Planning & MA Marketing
Control CS Customer Service
PU Purchasing
PC Planning & Inventory Control
IE Import-Export
WH Warehouse
DL Delivery
03 PR Production MM Milling Machining
SG Surface Grinding (e.g. Manual, Semi /Automatic, CNC-Meister)
CG Cylindrical Grinder/DedTru
MC Machining Center
LM Lathe Machining
ED Electrical Discharge Machine
WC Wire Cutting
FA Finishing & Assembly
QA Quality Assurance, Inspection & Packing
MT Maintenance
f. External Documents are identified by their code if provided by the originator. In case document does not bear any code; it is
identified by classification.
g. Following documents used in the company are of external origin and maintained in logged in ‘(DSPI-EQP-01-F07) Master List
for Documents of External Origin’ and ‘(DSPI-EQP-01-F08) Master List of Records of External Origin’.
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1. Legislation and Regulations, Reference Materials;

2. Product/Material Standard and Specifications;
3. Material Safety Data Sheet; and
4. Any other document provided by Customer or Supplier.
6.1.4 Document Format

a. All Procedures are generated with the following standard header and footer in the order of occurrence.
b. Page number is in this format “Page # of #”.
c. Contents of Procedure are in the following order;

1. Purpose
2. Scope
3. References
4. Terms and Definitions
5. Authority and Responsibility
6. Procedure Details
7. Records
8. Amendment History
d. Following document approval box and amendment history record will be placed on the title page/cover page of: Manual of Level I
and all documents in Level III except Forms.
[COMPANY NAME]
[DOCUMENT NAME]
[DOCUMENT CODE / Rev. ## / W.e.f. day Month year]
Amendment History
Issue Date Rev. No. Description of Change Page Affected Originated By
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Originated By Reviewed By Approved By
Signature over printed name Signature over printed name Signature over printed name
Position Position Position
e. The following standard header in the order of occurrence is applicable only to Level I and Level III except for Forms and
Guidelines.
f. The following standard header in the order of occurrence is applicable only to Forms and Guidelines. The use of company logo is
optional.
g. The DSPI Company Logo can be applied to all internal and external documents and records. This can include stationery and
publicity material that relates to the company, websites, brochures, product cards, walls, advertisements etc., and may also cover
items such as company uniforms, flags and vehicles.
h. DCC shall provide template for internal and external memo, labels and documents in Level I, Level II and Level III except forms.
The template shall be available for use in public (\\servidor). Reference formats may include the following:
1. Format for Font:
Item Heading 1 Heading 2 Heading 3 Heading 4 Normal
Font Century Gothic
Font size 18 15 12 11 11
Font style Bold Bold Bold Bold Normal
Font Color Automatic Color Model: RGB Color Model: RGB Automatic Automatic
Red: 88 Red: 31
Green: 88 Green: 72
Black: 88 Black: 124
Character Spacing
Scale 95%
Spacing Condensed by 0.5pt
Position Raised by 1pt Raised by 0.5pt
2. Format for Paragraph:

Item Style
Alignment Justified
Indention Left = 0cm, Right = 0cm, Special = NONE
Spacing Before = 0pt, After = 0pt
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Line Spacing Multiple = 1.15
3. Applicable MS Office applications:

MS Word 2013 up MS Excel 2013 up MS Powerpoint 2013 up
Manual, Procedure, Memos, Forms, Forms, Specifications Process Flow Diagram, Work Instructions, Organizational
Specifications Charts
4. Format Page Layout:

Item Style
Margins Top=0.41cm, Left=1.5cm, Right=1.5cm, Bottom=1cm,
Gutter=0.25cm, Gutter Position=Left
Header Layout Header=1cm
From Edge Footer=0.5cm
5. Preferred printing machine, any borderless printer.
6.1.5 Document Preparation, Review and Approval

a. Documents to be used in DSPI will be originated, reviewed and approved according to the criteria given below in the table.
Level Document Type Originated by Reviewed by Approved by
I Manual DCC QEMR Top Management
II Procedures Department QEMR Top Management
Heads/Supervisor
III Job Descriptions (JDs), Work Instructions (WIs), Forms, Process Owner Department Top Management
Specifications & Guidelines Heads/Supervisor
b. Relevant In-charge shall ensure that all documents (whether new or revised) are approved by concerned authority prior to
implementation.
6.1.6 Document Distribution Management

a. This method of distribution applies to all documents to be issued in the hard form and this portion is not applicable on Forms and
Records being used; only documents such as Policies, Procedures, Work Instructions and Specifications etc., are covered here:
1. All printing rights of QEMS documents shall reside with the Document Control
Custodian (DCC).
2. All Original QEMS documents shall be maintained by DCC. They have original
signs of relevant persons on it and shall be stamped MASTER COPY in “Green Color” in the back of
all pages of document together with the signature of DCC.
3. All copies for distribution shall be stamped CONTROLLED COPY in “Blue Color”
in the footer of all pages of document together with the signature of DCC.
4. A document bearing no stamp will be considered “UNCONTROLLED”. Distribution and use

of uncontrolled documents shall be considered nonconformity.
5. For distribution of documents in electronic/soft form, DCC will upload relevant document at ‘DSPI_QMS_EMS’ folder on
DSPI internal server ‘public (\\servidor)’. DSPI employees has access at this folder. All folders shared at server in non-editable
form (PDF or other apps) with “CONTROLLED” mention at the footer of document. As new document is uploaded on
server, DCC will inform to DSPI employees through email.
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b. Printing of all documents and forms in the back/clean part of an obsolete/used documents is “ALLOWED” only if the printed side
is MARKED “X” and it is not critical or confidential in nature. Scratch paper is allowed for internal use only.
c. All documents distribution in hard copy will be log in ‘(DSPI-EQP-01-F09) Documents Distribution Record’.
6.1.7 Document Change Process

a. Any person can initiate a request to introduce new revision of the existing document / format by raising ‘(DSPI-EQP-01-F01)
Document Addition or Change Request’ (DACR) form. The DACR after being raised by the initiator is submitted to:
1. QEMR through Document Control Custodian for QEMS documents or formats.
2. Department Managers/Supervisor in case of departmental documents or formats.
b. QEMR / Department Manager / Supervisor will accept or reject the request after proper analysis in consultation with related
authorities.
c. If QEMR / Department Manager / Supervisor after review, accepts the document change request the DCC will issue necessary
template to the requestor for the creation of the document. Then the requestor submit the document to DCC who will facilitate the
review and approval to the defined authorities in section 6.1.5a.
d. Any corrections made by the reviewer or approver, the DCC will return the document to the originator for revision with stamp
“DRAFT” in ‘Red Color’ ink.
e. HAND WRITTEN amendments are NOT allowed.
f. The details of the changes are entered into the “Amendment History” table.
g. All changes made will be highlighted as; “UNDERLINED” for addition and “STRIKETHROUGH” for deletion in the column
headed “Description of Change” of “Amendment History” table.
h. After final approval has been made, the original Master Document and its controlled copies
will be recalled. The original Master Document is stamped OBSOLETE in “Red Color”
and placed in the obsolete documents file till the arrival of next revision. All the obsolete
Master Copy are shredded as per instruction in section 6.1.8b. All obsolete printed copies will
be used as instructed in section 6.1.6b.
i. The updated documents will be distributed again according to the defined methodology in this procedure.
j. All changes to documents and forms in mimeograph copy will take effect on the next reordering schedule, coordinate with
Purchasing to decide Issuance date.
k. New Document Code is applicable to new document or form, with 90% change in the content and/or intended to replace existing
document or form. Always refer to ‘Master List of Internal Documents and Records’ to avoid redundancy of document title.
Supporting Documentation:
DSPI-EQP-01-F04 MASTER LIST OF MANUAL AND PROCEDURES WITH INTERNAL ORIGIN
MASTER LIST OF SPECIAL DOCUMENTS WITH INTERNAL ORIGIN
DSPI-EQP-01-F05
(JDs, Specifications, Guidelines, WI's etc.)
DSPI-EQP-01-F06 MASTER LIST OF FORMS AND RECORDS WITH INTERNAL ORIGIN
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l. Replaced document should be process in ‘(DSPI-EQP-01-F03) Document Withdrawal Notice’.
6.1.8 Access and Disposal of Obsolete Documents

a. QEMR / Department Manager have the authority to access the obsolete documents.
b. When the retention period of document is expired, QEMR / Department Manager review the validity and usefulness of QEMS /
departmental documents respectively. S/he then decides whether to:
1. Shred the record through shredder in his/her appointee’s presence.
2. Create scanned images for reference purposes, in case of any requirements in the future, and then shred them through
shredder in his/her appointee’s presence.
3. All documents in electronic/soft copy will be transfer in “ARCHIVED” folder at “DSPI_QMS_EMS” folder in ‘public
(\\servidor)’.
c. Disposal by shredding is applicable only to those with price amount indicated in its document content. The items subject for
disposal should be segregated according to paper color before shredding, this method is for solid waste management of
recyclable/scrap (for buying) materials. The internal use of scratch paper should follow method mentioned in section 6.1.6b.
6.2 Records Management System

6.2.1 General
a. All records shall be legible, true, correct, accurate and complete.
b. Records can be in the form of any type of media (e.g. Paper, Electronic).
c. All records shall be reviewed and approved prior to filing.
d. Records shall be identifiable, must contain but not limited to (title, author, date and reference or document code), see section 6.1.4f.
6.2.2 Retrieval
a. DSPI has established a filing system to manage and control all the files, folders and registers being maintained which provides the
details about uniquely identifying and file labelling.
b. All files, folders and registers will have a unique identification code according to this scheme;
“DSPI-AA-BBBNNN”
Where,
DSPI Company Name
AA Section Code (codes are mentioned in section 6.1.3e)
BBB FIL- for Files, REC-for Records
NNN Represents the serial number of documents starting from 001, 002 and so on. The serial number is
reinitialized if the document type change.
c. All files, folders and registers will have a unique location code according to this scheme;
“AA-BNN-CNN”
Where,
AA Work Station (refer to Department Codes mentioned in 6.1.3e)
B Storage area, this can be table, drawer, rack or box.
C Document holder this can be drawer number or rack layer number.
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NN Represents the serial number of documents starting from 01, 02 and so on. The serial number is
reinitialized if the document type change.
d. Following codes are used for different types of location storage for documents.
Code Location
T Table
R Rack
C Cabinet
D Drawer
L Layer
e. All files, folders and registers will be attached with following labels on the side or front, refer to ‘Template for File Holder Label;
TITL
MEN
[DOCUM
[DO
CODE]
CU
ENT
E]
f. Each department or section shall keep a listing of all records being kept within their area. The list specifies the document name,
location and retention period. A template ‘Master List of Records’ will be provided by the DCC.
g. All electronic files/records shall be manage by the employee with assigned user id in these following servers:
1. For ‘newppc (\\servidor)’ intended to Admin, PPC and Production documentation use only; and
2. For ‘public (\\servidor)’ intended to all computer user functional use.
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h. Every once (1) a week the two (2) servers were being back up. For protection of documents and records it is a practice to all users
to store their e-files in the server.
6.2.3 Preservation
a. All employees shall be responsible in keeping their department or section’s record organize and protected from physical
deterioration, damage and loss.
b. Records shall be protected from data tampering. Only permanent pens in black or blue color ink will be used to fill out forms. In
case of correction, write “STRIKETHROUGH” on the wrong data then countersigned.
c. The use of pencil, overlapping, correction fluid/tape or any other material for tampering is prohibited.
d. To ensure protection of electronic records, the following shall be enforced:

1. Anti-virus must be installed to each computer unit;
2. Scan external disks or storage before they are read;
3. Run system tools such as Disk Cleanup and Disk Defragmenter on a weekly basis;
4. Do not download email attachments from unexpected sender;
5. Whenever necessary, passwords must be created for confidential files;
6. Installation of any software or application without the knowledge of IT personnel is prohibited.
6.2.4 Retention and Disposition

a. All files, folders and registers for retention will be stored in document storage room and will bears the following label outside the
box; Code:
Issued by:
Location: STORAGE ROOM
Disposition:
Archive Obsolete Disposal

Checked & Approved by:
Content(s):
Keeper: Dept/Sec:
Retention
Date In:
Period:
Date Out:
b. Records retention period refers to number of years and if it is in perpetual the word “INFINITE” will be indicated. A maximum of 5
years shall be the retention period for non-perpetual records.
c. All documents and records to be archive in the document storage room should be arrange properly, detach it from any document
holders (e.g. folders, binders, clips etc.), bind it horizontally with a scratch paper, label it with a marker or taped the old label and
compile it in a box.
d. Any reusable and functioning document holders (e.g., folders, binders, clips etc.) should be return to purchasing for re-issuance
when needed.
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e. All documents and records with disposition for destruction or disposal should follow method mentioned in section 6.1.8c and
should be recorded by keeper in ‘(DSPI-EQP-01-F16) Document Destruction Log’, reviewed and approved by department head.
6.3 Continual Improvement

a. All documents and records shall be reviewed every 2 years (1 month before the Annual Internal Audit) or as per need arises by
originator or department head.
b. The QEMR and DCC shall facilitate the periodic review of documents and records to ensure that document redundancy and
version miss-match (i.e., the use of different versions of same document in different departments) are identified and eliminated.
The following method shall be observed:
1. DCC will make a departmental copy of the Masterlist of Documents and Records and distribute it accordingly.
2. The staff in-charge for their departmental document review will mark (OK) before the title of the document if it doesn’t
requires any revision or doesn’t have any discrepancies and mark (X) for documents found not appropriate to current practice,
needed revisions or to be obsolete.
3. The Masterlist will be returned to DCC at the end of review period (15 days upon receipt of the Masterlist).
4. The QEMR and DCC will hold a meeting to the department in-charge to address the documents with discrepancies, needed
revisions or declared obsolete.
c. Results and findings of the review will be presented during Annual Management Review Meeting with the following measures:
1. Number of document errors;
2. Number of document changes; and
3. Number of additional documents.
6.4 Process Flow Diagram

See next page.
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6.5 Risk and Opportunity

https://slideplayer.com/slide/5996064/
Risks:
1. Employees writing document do not understand the difference between a Procedure and a Work Instruction.
2. Terminology has not been defined and is not used in a consistent manner.
3. Revisions take too long, documents are not kept current.
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4. There is no process for tracking changes or training on the changes.

5. Inconsistent use of other documents such as:
a. Forms
b. Attachments
c. Drawings
d. Documents of external origin
e. Approval
f. Distribution
g. Keeping distribution current
6. Too many documents are distributed. The system cannot be maintained.

7. Lack of control of documents of External Origin.
7. RECORDS
All documentation and records generated by DCC process are retained and managed in accordance with the Control of Documents and
Records procedure.
Storage
Record Name Doc. Code Retention Responsibility
Location
Period
Master List of Manual and Procedure of Z:\_DSPI_QMS_EMS\01_MASTER
DSPI-EQP-01-F04 Infinite DCC
Internal Origin LIST OF DOC_REC
Master List of Special Document of Z:\_DSPI_QMS_EMS\01_MASTER
Internal Origin LIST OF DOC_REC
Z:\_DSPI_QMS_EMS\01_MASTER
Master List of Records of Internal Origin DSPI-EQP-01-F06 Infinite DCC
LIST OF DOC_REC
Master List of Documents of External Z:\_DSPI_QMS_EMS\01_MASTER
Origin LIST OF DOC_REC
Z:\_DSPI_QMS_EMS\01_MASTER
Master List of Records of External Origin DSPI-EQP-01-F08 Infinite DCC
LIST OF DOC_REC
Document Issue-cum-Receipt Note DSPI-EQP-01-F02 2 years DCC Office Table DCC
Document Addition or Change Request DSPI-EQP-01-F01 2 years DCC Office Table Process Owner
Document Withdrawal Notice DSPI-EQP-01-F03 2 years DCC Office Table DCC

Document Distribution Record DSPI-EQP-01-F09 Infinite DCC Office Table DCC
Document Routing DSPI-EQP-01-F10 2 years DCC Office Table DCC
Document Destruction Log DSPI-EQP-01-F16 2 years DCC Office Table DCC
8. AMENDMENT HISTORY
Issue Date Rev. Description of Change Page Originated
Issue Date: Page
MANAGEMENT SYSTEM
10 May 2021 17 of 17
Title:

No. Affected By
10 May 2021 00 Newly established in accordance with the ISO 9001:2015 & ISO 14001:2015 N/A Myline H.
requirements.

DSPI-EQP-01 Procedure For Control of Documented Information

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DSPI-EQP-01 Procedure For Control of Documented Information

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System: Document Code: Revision No.

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

2.1. Approving documents for adequacy prior to issue;

4. TERMS AND DEFINITIONS

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

5. AUTHORITY AND RESPONSIBILITY

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

a. Communicates a message internally or externally;

6.1.1 Requirement for Documented Information

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

Sl. ISO14001 Clause

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

6.1.2 Level of Documents

Level II: Procedures

Level III: Job Descriptions (JDs), Work Instructions (WIs),

6.1.3 Document Coding Scheme

c. And other remaining documents this is their unique code accordingly.

d. Following codes are used for different types of document.

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

e. Following codes are used for different departments and sections.

Copy Department Department Section

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

1. Legislation and Regulations, Reference Materials;

6.1.4 Document Format

b. Page number is in this format “Page # of #”.

c. Contents of Procedure are in the following order;

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

Originated By Reviewed By Approved By

2. Format for Paragraph:

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

Line Spacing Multiple = 1.15

3. Applicable MS Office applications:

4. Format Page Layout:

5. Preferred printing machine, any borderless printer.

6.1.5 Document Preparation, Review and Approval

6.1.6 Document Distribution Management

4. A document bearing no stamp will be considered “UNCONTROLLED”. Distribution and use

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

6.1.7 Document Change Process

e. HAND WRITTEN amendments are NOT allowed.

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

l. Replaced document should be process in ‘(DSPI-EQP-01-F03) Document Withdrawal Notice’.

6.1.8 Access and Disposal of Obsolete Documents

6.2 Records Management System

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

d. To ensure protection of electronic records, the following shall be enforced:

6.2.4 Retention and Disposition

Archive Obsolete Disposal

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

6.3 Continual Improvement

6.4 Process Flow Diagram

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

6.5 Risk and Opportunity

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

4. There is no process for tracking changes or training on the changes.

6. Too many documents are distributed. The system cannot be maintained.

Document Issue-cum-Receipt Note DSPI-EQP-01-F02 2 years DCC Office Table DCC

Document Withdrawal Notice DSPI-EQP-01-F03 2 years DCC Office Table DCC

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

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