QMS-04 REV 1 Procedure For Document Control

AMIGOS Co. Ltd.
, Quality Management System Ref: QMS-04

Dong Xuyen Industrial Park. Procedure Rev: 1
Ward 10, Procedure For Issue: 1
Vung Tau City. Document and Data Control Date: 25th February 2004
S.R. Vietnam Page 1 of 26
PROCEDURE FOR
DOCUMENT AND DATA CONTROL
Prepared By CAS Date 25.2.04 Signature

Reviewed By VN Date 26.2.04 Signature
Approved By BJA Date 28.2.04 Signature
Issue Date 1.3.04 Effective Date 1.3.04
AMIGOS Co. Ltd., Quality Management System Ref: QMS-04
AMENDMENT CONTROL SHEET

Rev Date Section Description By Approved
A Aug ‘01 All Issued for review & comments CAS N/a
B Nov ‘01 All Comments incorporated CAS
C Nov ‘02 All Issued for final review CAS
0 07.11.02 All First Issue CAS BJA
1 25.02.04 All Minor Changes CN 006 CAS BJA
CONTENTS
Document Revision History
1. Purpose
2. Scope
3. Definitions
4. Related Documents
5. Responsibilities
6. Procedure
6.1 QUALITY SYSTEM DOCUMENTATION FORMAT
6.1.1 Standard Form

6.1.2 Standard Format
6.1.3 Guide to Content
6.1.4 General Layout
6.1.5 Appendix
6.1.6 Subject
6.1.7 Cross Referencing
6.2 GENERAL DOCUMENTS
6.2.1 Originator of Documents

6.2.2 Review & Approval
6.2.3 Control of Documents
6.2.4 Document Numbering Format
6.2.5 Distribution Control
6.2.6 Obsolete Documents
6.2.7 Original Copies of Documents

6.2.8 Document Changes/Modifications
6.2.9 Identification of Change
6.2.10 Master List
6.2.11 Uncontrolled Documents
7. External Documents.
8. Electronic Documents & Data
9. Appendix
Appendix 1: Document Control Flowchart

Appendix 2: Change Notice
Appendix 3: Distribution List
Appendix 4: Document Master List
Appendix 5: Document Distribution Record
Appendix 6: External Document List
Appendix 7: External Document Control Log
1. PURPOSE
The purpose of this procedure is:
(1) to define the basic format for writing any Quality Management System
(QMS) Procedures for Quality System Documentation; and
(2) to ensure effective control of documents that are required to be controlled

under the QMS.
2. SCOPE
2.1 All QMS procedures that are to be controlled and used at all departments
within AMIGOS.
2.2 Documents to be controlled under our Quality Management System are:
(1) Quality Manual

(2) Quality System Procedures
(3) Work Instructions
(4) Quality Plans
(5) Drawings
(6) Specifications
(7) Workmanship Standards
(8) External Standards
(9) Customer supplied documents and drawings.
Note: Items (3) to (9) are controlled where applicable depending on

client’s contractual requirements.
2.3 Project documents such as items (4) to (8) shall be controlled in

accordance with QMS-04A.
3. DEFINITIONS
3.1 Quality Management System (QMS) Procedures are documents that

describe the system outline of a particular function/department and define
the responsibilities for such procedures.
3.2 Controlled documents are documents that have an impact on the product
quality when in use and are controlled by the QMS Document Controller
and/or the respective Department Managers.
3.3 Uncontrolled documents are documents used for reference or for

information and will not be updated once issued.
4. RELATED DOCUMENTS
ISO 9001-2000
QMS-15 Control of Quality Records Procedure
QMS-04A Project Document Control Procedure
5. RESPONSIBILITIES
5.1 All persons writing quality system procedures shall adhere to the format
as specified in Section 6.1 in this procedure.
5.2 It shall be the responsibility of each Department Manager to ensure that

the procedures stated herewith are strictly adhered to.
5.3 The QMS Document Controller shall ensure that:
(1) any documents within the scope of this procedure prior to the
approval of the document, adhere strictly to the format specified in
this procedure.
(2) the Document and Data Control Procedure (QMS-04) is in

accordance with the requirements of ISO 9001-2000 International
Quality Standard.
5.4 The Managing Director shall review and approve all Quality Management
System (QMS) Procedures.
5.5 Each Department Manager shall review all procedures related to their
departments and then they shall be approved by the Managing Director.
Related project procedures and documents shall be reviewed by the

individual Manager responsible and approved by the QA/QC Manager as
described in the Document Approval and Issue Matrix in this procedure.
The control of project documents shall be in accordance to QMS-04A.
6. PROCEDURE
6.1 QUALITY SYSTEM DOCUMENTATION FORMAT
6.1.1 Standard Form
QMS procedures shall be written using the standard form as in this

procedure.
6.1.2 Standard Format
QMS procedures shall be written in the standard format as follow:
(1) PURPOSE
(2) SCOPE
(3) DEFINITIONS
(4) RELATED DOCUMENTS
(5) RESPONSIBILITIES
(6) PROCEDURE
(7) APPENDIX
Notes:
(1) PURPOSE
To state the objective or intention of the document.
(2) SCOPE
To define the area, department, function or personnel to

which the procedures applies.
(3) DEFINITIONS
To define any terms that may not be easily understood.
(4) RELATED DOCUMENTS
To state all documents and its corresponding document

number that has a bearing on the activities within the
procedure.
(5) RESPONSIBILITIES
To specify the responsibilities of those involved in the

execution of the procedure and those responsible for
ensuring the effective implementation of the procedure.
(6) PROCEDURE
To describe in detail the steps required in order to meet the

requirements of the objective of the procedure.
(7) APPENDIX
Procedure flow chart may be attached to appendix to

provide a quick reference and better understanding of the
procedure. Any "forms" or "stamps", "samples”, etc. used
in the procedure will be attached in the appendix in full.
6.1.3 Guide to Content
• BE CLEAR, SIMPLE AND SPECIFIC

The extent to which the detailed content is to be included in

each procedure should be limited to ensure the objective of the
procedure and/or the requirements of ISO 9001-2000 are met.
Procedures should be specific enough to ensure the proper

execution by specified personnel. Detailed instructions such as
how to operate or calibrate equipment or what to inspect for
each product should be defined in the respective Work
Instructions or specifications.
Except when it is difficult to separate two or more related

subjects, the scope of each procedure should be limited to one
subject or task.
• USE OF WORDS LIKE "SHALL", "SHOULD" and "MAY"
Choice of words should be simple, clear and specific for easy

understanding.
- When a task is mandatory, the word "SHALL” shall be used.

- When an activity is important for an effective quality system,
"SHOULD" is used.
- When a task or activity is optional, "MAY" will be used.
• SENTENCE CONSTRUCTION SHOULD BE SHORT AND

CLEAR
Each sentence should be kept as short as possible. If it is

difficult to keep the sentence short, punctuation should be
used.
6.1.4 General Layout
Prime paragraphs should be identified from the left typing margin.

Secondary paragraphs and tertiary paragraphs should be set in the
format as follows:
For example:
6. PROCEDURE (Prime paragraph)

6.1 Quality System Documentation Format

(Secondary Paragraph)
6.1.1 Standard Form (Tertiary Paragraph)
When a phrase is used for which a contraction

acronym or letter group could be substituted
then, on the first occasion of use, it should be
stated in full with the acronym in bracket. For
example, Quality Management System (QMS).
6.1.5 Appendix
Provide a quick reference of the procedure. This may include any

"forms", "stamps" or "samples", etc. used in the procedure.
6.1.6 Subject
Subject title chosen for the procedure should be as concise and

specific as possible.
6.1.7 Cross Referencing
Whenever a procedure or document that needs to be cross-

referenced to, the document number should be stated at the
respective sentences or at the bottom of the paragraph.
6.2 GENERAL DOCUMENTS
6.2.1 Originator of Documents
The originator of any controlled documentation, except for

catalogues and standards, shall ensure that all affected parties
have been consulted and modifications done when necessary
before sending the document for review and approval.
6.2.2 Review and Approval
Upon routing to all affected parties, all documents within the scope
of this procedure shall be reviewed and approved by authorized
personnel prior to issue.
The authority for review and approval of documents are described

in the matrix shown below.
DOCUMENT APPROVAL AND ISSUE MATRIX
Document Descriptions Reviewed Approved

Quality By By
Level
0 • National Quality Standards Not Not
Applicable Applicable
• Statutory Requirements
• Contract Requirements Client's Furnished Client and Client

Documents/Drawings Individual
Responsible
Manager
1 • Quality Manual Managing
• Company’s Internal Standard General Director
Manager
• Company’s Management Statement of
Policy
2 • Quality Procedures Individual Managing
Department Director
Manager
• Project Quality Manual Individual Individual

Responsible
• Other "... Manual" e.g. Safety Manual Responsible
Manager Manager
• Project related documents and/or and/or
Project Project
Manager Manager
and/or
General
Manager
(as required)
3 • Quality Work Instructions Project Managing
Engineer/
Individual Director
Responsible
Manager
• Work Instructions e.g. Welding Lead (Chief)
Work Instructions Individual
Engineer or
Responsible
Project
Manager
Engineer
Notes:
(1) Document Quality Level 0 denotes external documents.
Document Quality Level 1, 2 & 3 denotes in-house
documents.
(2) Further classification of the document approval and issue

matrix is dependent on the nature of the project scope,
which is defined by the Project Manager.
(3) In the absence of approving authority, a designated

approving authority shall be appointed or the higher
authority personnel shall have the authority and
responsibility to review and approve any documents within
their control.
6.2.3 Control of Documents
All controlled documents shall bear the stamp "CONTROLLED"

stamp in Red on first page of the document. Controlled documents
shall contain document title, document number, revision status and
effective date for easy reference.
6.2.4 Document Numbering Format
Controlled documents shall be distinctly numbered by having a

separate numbering format for Quality Manual and Quality System
Procedures except for Work Instructions which shall follow our in-
house standard practice.
(1) Quality Manual
AMG - QM - 001
AMIGOS Ltd
Quality Manual
Serial No. (e.g. 001, 002, 003, ...)
(2) Quality Management System Procedures
QMS - - 001
Quality Management System Procedure
* Serial No. (e.g. 001, 002, 003, ...)
Note : * Serial No. denotes the various type of Quality System Procedures.
Prior to review and approval, procedure revisions shall have a suffix A, B,
C, etc., after review and approval, procedures revisions shall have a suffix
0, 1, 2, etc..
6.2.5 Distribution Control
The QMS Document Controller shall be responsible for the

distribution of the approved Quality Manual and Quality System
Procedures to each Department Manager according to the
distribution list in Appendix 3.
The QMS Document Controller shall ensure that all documents

distributed are in the correct format specified in QMS-04 and have
been properly approved by the authorized personnel.
When all necessary checks have been completed, the QMS

Document Controller shall record on the Document Master List
(Appendix 4) and the required number of documents shall be made
and stamped as per 6.2.3 stated above.
The recipient shall acknowledge receipt of the document by

signing the Document Distribution Record (see Appendix 5). The
signed Document Distribution Record shall be returned together
with any obsolete documents to the Document Controller for
proper filing and/or disposition.
Each Department Manager is responsible to ensure that all

controlled documents issued to them are properly filed, maintained
and are readily accessible at all relevant locations. They are to
ensure that the documents are current and up-to-date.
Upon receipt of new revisions, the obsolete/invalid documents are

returned to the Document Controller for necessary actions.
The Document Distribution Record shall be maintained by the

QMS Document Controller when issuing the approved Quality
Documentation. This record shall include the document title,
document number, revision number, issue number, effective date,
copy no. and signature of recipients.
6.2.6 Obsolete Documents.
The respective Department Managers shall ensure that all

obsolete/invalid Quality Documentation are promptly removed from
the place of use upon obsolescence unless contractually required.
All obsolete/invalid Quality Manuals and QMS procedures shall be

forwarded to the Document Controller who shall dispose of them
after the new documents come into effect. Other obsolete / invalid
documents shall be disposed of by the respective Department
Managers.
Any obsolete/invalid documents to be retained for legal and/or

knowledge -preservation purposes shall be stamped "OBSOLETE"
on first page of the document. These obsolete/invalid documents
shall be kept separately to protect them from unintended use.
For external standards such as AWS, API, ASME, etc., the old
editions shall be maintained, as they may still be used depending
on Client’s requirement.
6.2.7 Originals of Documents
The original documents relating to the individual department shall

be maintained by the Department Manager.
The original Quality Manual, QMS Procedures and Work

Instructions shall be maintained by the QMS Document controller.
6.2.8 Document Changes/ Modifications
Any changes to the documents such as Quality Manual and QMS

Procedures shall be raised using the Change Notice (CN) as in
Appendix 2. Changes/modifications of document shall be made by
or referred to the originator of the original document for review and
approval.
Changes/modifications of document and the reason for the change

shall be clearly stated in the CN. It should include the effective
date of change. If the change/modification is not approved, the
reason for rejection shall be indicated in the CN. The approving
authority shall record the effective date of any changes.
The QMS Document Controller shall allocate a number for each

CN and shall maintain a record of all CN numbers.
6.2.9 Identification of Change

(1) All controlled documents issued shall show the current

revision status and approval by the authorized personnel.
(2) Any change/modification to the Quality Manual and Quality

System Procedures shall be identified within the procedure
concerned. When substantial changes or modifications to
the Quality Manual or QMS procedures, the complete
procedure may be re-issued under a new issue number and
therefore changes & modifications will not be identified
within the procedure.
6.2.10 Master List
The QMS Document Controller shall maintain a Document Master

List (Appendix 4) for Quality Manual, Quality System Procedures
and Quality Work Instructions showing the latest revision. This list
shall contain document number, document title, revision number,
originator and effective date. This list shall be distributed, as and
when there is a new update, to all personnel having custody over
the Controlled documents. This is to ensure that the Controlled
documents held by the respective personnel are complete and of
the latest revision.
For external standards, the master list shall be developed as

appropriate.
Any discrepancies found shall be reported to the QMS Document

Controller for the necessary action.
6.2.11 Uncontrolled Documents
For external parties e.g. subsidiary companies, vendors, clients,

etc., uncontrolled documents should be used in place of Controlled
Documents. These documents shall not be automatically updated
when a new revision is released unless otherwise specifically
requested, when it shall be subject to management approval.
7.0 External Document Control.
External document such as Codes Of Practice, International Standards and

Material Specifications shall be kept in a central technical library and it shall be
the responsibility of the QMS Document Controller or Technical secretary to

ensure that amendments to individual documents (as supplied by the document
vendor) are inserted as required.
The QMS Document Controller or the technical secretary shall keep a logbook
for the control of documents withdrawn by individuals or departments and shall
ensure that such documents are returned to the Technical Library.
8.0 Electronic Documents & Data.
Electronic copies of some Documents and Data may be accessed via The
Company’s computer network. Access will be controlled by the Document
Controller and IT administrator via the computer server using the same criteria
as for written documents.
9. APPENDIX 1
Appendix 1: Document Control Flowchart

Originator of Document
Yes No
New Document ?
Generate
document Changes/
Modification?
Raise CN and
revise document
Routing Review & Approval

of document
Record document
in Master List
Issue document according

to Distribution List
Acknowledge receipt and

retrieve obsolete document
(if applicable)
Check copies distributed

and all obsolete documents
return to Document Engineer
Follow-up on obsolete
documents not returned.
Appendix 2: Change Notice

Appendix 3: Distribution List

Appendix 4: Document Master List

Appendix 5: Document Distribution Record

Appendix 6: External Document List

Appendix 7: External Document Control Log

QMS-04 REV 1 Procedure For Document Control

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AMIGOS Co. Ltd.

, Quality Management System Ref: QMS-04

DOCUMENT AND DATA CONTROL

Prepared By CAS Date 25.2.04 Signature

AMENDMENT CONTROL SHEET

Document Revision History

6.1 QUALITY SYSTEM DOCUMENTATION FORMAT

6.1.1 Standard Form

6.2 GENERAL DOCUMENTS

6.2.1 Originator of Documents

6.2.7 Original Copies of Documents

8. Electronic Documents & Data

Appendix 1: Document Control Flowchart

The purpose of this procedure is:

(2) to ensure effective control of documents that are required to be controlled

2.2 Documents to be controlled under our Quality Management System are:

(1) Quality Manual

Note: Items (3) to (9) are controlled where applicable depending on

2.3 Project documents such as items (4) to (8) shall be controlled in

3.1 Quality Management System (QMS) Procedures are documents that

3.3 Uncontrolled documents are documents used for reference or for

QMS-15 Control of Quality Records Procedure

QMS-04A Project Document Control Procedure

5.2 It shall be the responsibility of each Department Manager to ensure that

5.3 The QMS Document Controller shall ensure that:

(2) the Document and Data Control Procedure (QMS-04) is in

Related project procedures and documents shall be reviewed by the

6.1 QUALITY SYSTEM DOCUMENTATION FORMAT

6.1.1 Standard Form

QMS procedures shall be written using the standard form as in this

6.1.2 Standard Format

QMS procedures shall be written in the standard format as follow:

To state the objective or intention of the document.

To define the area, department, function or personnel to

To define any terms that may not be easily understood.

(4) RELATED DOCUMENTS

To state all documents and its corresponding document

To specify the responsibilities of those involved in the

To describe in detail the steps required in order to meet the

Procedure flow chart may be attached to appendix to

6.1.3 Guide to Content

• BE CLEAR, SIMPLE AND SPECIFIC

The extent to which the detailed content is to be included in

Procedures should be specific enough to ensure the proper

Except when it is difficult to separate two or more related

• USE OF WORDS LIKE "SHALL", "SHOULD" and "MAY"

Choice of words should be simple, clear and specific for easy

- When a task is mandatory, the word "SHALL” shall be used.

• SENTENCE CONSTRUCTION SHOULD BE SHORT AND

Each sentence should be kept as short as possible. If it is

6.1.4 General Layout

Prime paragraphs should be identified from the left typing margin.

6. PROCEDURE (Prime paragraph)

6.1 Quality System Documentation Format

6.1.1 Standard Form (Tertiary Paragraph)

When a phrase is used for which a contraction

Provide a quick reference of the procedure. This may include any

Subject title chosen for the procedure should be as concise and

6.1.7 Cross Referencing

Whenever a procedure or document that needs to be cross-

6.2 GENERAL DOCUMENTS

6.2.1 Originator of Documents

The originator of any controlled documentation, except for