EMJAY

PROCEDURE FOR DOCUMENT AND RECORD CONTROL

Code:

Version:

Date of version:

Created by:

Approved by:

Confidentiality level:
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Change history

Date Version Created by Description of change

0.1 20000Academ Basic document template

y
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1. Purpose, scope and users

This procedure's aim is to guarantee control over the production, evaluation, distribution,
utilization, and updating of documents and records (also known as documented information)
utilized in the service management system (SMS).

All papers and records pertaining to the SMS must follow this approach, regardless of
whether they were produced internally by emjay or outside sources. This process applies to
all written and recorded materials, including audio, video, and paper.

All emjay personnel covered by the SMS are permitted to use this material.

2. Reference documents

 ISO/IEC 20000-1:2018, clauses 7.5.2 and 7.5.3

 Service Management System Policy
 [document that regulates confidentiality classification]
 [other documents and regulations specifying document control]

3. Control of internal documents

The term "internal papers" refers to all written materials produced within the company.

3.1. Document formatting

Calibri font in size 11 is used for the text in the document. Level 1 chapter titles are printed
in bold typeface size 14, whereas level 2 chapter titles are written in bold typeface size 12.
Chapter titles for Level 3 are shown in bold, size-11 type. Level 4 chapter titles appear in bold
italic font size 1.

3.2. Creation and identification of documents

Each document has a unique name, code, version date, version number, and copy number.

The following steps are taken to identify documents:

The QMS-related publications follow the same formatting guidelines as this one.
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3.3 Document approval

All papers, including record templates and working instructions, must be evaluated and
authorized by admin, regardless of whether they are new documents or updated versions of
already-existing materials.

3.3. Publishing, distributing and accessing documents

Following the approval of a draft or updated version of a document, retains the original copy
and distributes the numbered copy to the location of usage. The individuals on the
distribution list confirm that they received the document.

There is only one document, the Quality Policy.

3.4 Records control

3.4.1. Record managing and labeling

Each internal document inside the QMS must state how records created as a consequence of
its usage should be handled, including the following details: (1) record name, (2) storage
location, (3) person accountable for storage, (4) rules for record protection, and (5) retention
time.

Records that result from legal, regulatory, or IT system requirements are accepted in their
established forms without being marked as per this method.

3.4.2. Record availability and retrieval

Only with the approval of the person designated as the person responsible for storing
certain documents, employees of the organization are permitted access to stored records. It
must be noted in the relevant internal document in the chapter explaining records control if
the sensitivity of some documents necessitates requesting permission from a separate
person in order to access them.

3.4.3 Record archiving and destroying

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When a record's retention period has passed, it is destroyed in a way that limits further use,
and the date of destruction is recorded in the central archive's registry of records for
detention.

4. Keeping records based on this paper and managing them