Document No DFL-QDOC-020

Diamond Fabrics Limited

Date of Issue Feb,2021
Date of Rev. -
26 Km Faisalabad road Feroze Wattoan Dist. Sheikhupura Rev No. N/A

QUALITY ASSURANCE LABORATORY- DENIM DIVISION

Standard Operating Procedure/Policy for Record Keeping

Page 1 of 2
1. PURPOSE
To establish a documented procedure for the identification collection, indexing, access filing,
storage, maintenance and disposal of quality and technical records.
2. SCOPE
This procedure covers activities for controlling of quality records.
3. TERMS
Quality Records
Forms / Reports / Register / Log Books are included in quality records. These documents are the
objective evidences and prove that the Quality Assurance Lab carries out its functions in accordance
to the above-referred documented procedures.
4. PROCEDURE
4.1 The written and objective record of all working (Testing, Reporting, Calibration records,
reports of internal / external audit, corrective and preventive actions, etc.) is maintained on regular
basis in QA Department.
4.2 All records are held secure and in confidence and only eligible persons are authorized to
check them.
4.3 All records should be maintained in such conditions that must prevent damage and
deterioration.
4.4 The prompt availability of these records should be made by using the document number
which contains following;
 Description: What type of data is being looked for (As all data is controlled by a specific
document number)
 File number: What is the file number where the specific data is contained.
 Location: Where is the specific file is stored.
 Retention Time: Each data is allotted with a specific time period after which it is disposed. It
is the responsibility of Quality Manager to select the retention time of data.

Prepared by: DM Quality Reviewed by: Sr. Manager Approved by: GM

Quality Quality
 Document No DFL-QDOC-020
Diamond Fabrics Limited
Date of Issue Feb,2021
Date of Rev. -
26 Km Faisalabad road Feroze Wattoan Dist. Sheikhupura Rev No. N/A

QUALITY ASSURANCE LABORATORY- DENIM DIVISION

Standard Operating Procedure/Policy for Record Keeping

Page 2 of 2
5. CONDITIONS
1. It is strictly noted that if any mistakes occur in the records, each mistake would be crossed
not erased and authorized lab personal would sign against them.
2. Records are not allowed to be kept in only electronic form. Also keep records in printed
form or hand filled on prescribed forms / formats are considered.
3. Test reports and results are not allowed to be reported through use of USB.
4. Results are emailed to marketing department. QA Lab does not directly interact with the
customer.
5. Results can be directly emailed to specific customers upon special request to GM, and after
explicit written approval by GM.
6. Test reports are not allowed to be amended, in case a change is required due to mistake, the
last version is marked as obsolete and a revised version is issued under the authority of
Quality Manager.
7. Soft data record should be kept minimum for 5 years.
8. Test report hard file with tested specimen along with 0.5 yd sample must be retain for period
of 12 months.

Prepared by: DM Quality Reviewed by: Sr. Manager Approved by: GM

Quality Quality