Document Control Procedure

Doc. Code: M-PM-GP01 l Rev. No.: l Eff. Date: Page 1 of 7

1.0 Purpose

The purpose of this procedure is to define the policies and procedures of Global Min-Met Resources,
Inc. as regard to control of documents in consonance with its Management System and Quality
Policy.

2.0 Scope

This procedure applies to all documents of Global Min-Met from preparation, revision, approval,
registration, distribution and maintenance in whatever form – paper or electronic

3.0 Definition / Abbreviation

Master Copy – the original document which is signed and approved. This is the document used by
the Corporate Document Controller for reproduction. This document is being controlled by the
Corporate DC.

External Documents - are documents from outside sources which are being used by the organization as
reference.

Controlled Documents – these are authorized documents used to operate the business, its activities,
process, or system either as a direct reference or the approved way of doing things.

Permitted Group used in this procedure is referred to the personnel authorized to access the electronic
files containing controlled documents. They are generally the personnel of Global Min-Met holding Staff
level and above position.

RAUF – Read and Understood Form

4.0 Responsibility

The implementation of this PM is the overall responsibility of the Corporate Document Control
(CDC) subject to compliance of all Employees.

Unauthorized reproduction of this document is prohibited and considered uncontrolled copy or invalid unless otherwise permitted by the QMR.
 Document Control Procedure
Doc. Code: M-PM-GP01 l Rev. No.: l Eff. Date: Page 2 of 7

5.0 Procedure

Procedure Outline

5.1 Development Phase

5.2 Review/ Revision / Approval

5.3 Distribution / Dissemination

5.3 Maintenance

Procedure Details

5.1 Development Phase

Documents must comply to the following:

5.1.1 QMS Manual, Procedures, Policy, Guidelines and Forms shall contain the following:

Global Min-Met logo – as proof of authenticity and that the document is the
property of Global Min-Met.
Document Code – unique identifier of every document
Revision Number – as a rule of thumb, initial issuance shall bear
revision zero (0) which shall be numbered in
succession for subsequent revisions
Effectivity Date – the date of approval of the documents for
reference purposes
Page Number – to identify the number of sheets of the document

5.1.2 For uniformity purposes, following is prescribed:

5.1.2.1 Font and Sizes

Font Tahoma
Document Title 20, Bold
Body 10
Header / Footer 8
Unauthorized reproduction of this document is prohibited and considered uncontrolled copy or invalid unless otherwise permitted by the QMR.
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5.1.2.2 Coding System

Table of Department Code and File Labeling System

Dept DEPARTMENT Color

Code Code
ACC Accounting Yellow
TREA Treasury
Green
BDSM Business Development, Sales and
Marketing Orange
HR Human Resources Pink
ADMIN Administration Pink
ESH Environmental Safety and Health Pink
WH Warehouse Pink
PR Procurement Pink
QC Quality Control Blue
OPN Operations Blue
ENG Engineering Blue
LOG Logistics Blue
GP Office of the President Red

Table of Documents and Codes

Prefix
Document Doc.
Code
Manual M
Quality Management System QMS
Company Policy CP
Procedures Manual PM
Forms, Datasheets, Templates FM
Guidelines GL
Key Performance Measures KPM
Corrective Action Report CAR
Incident Report IR
Job Descriptions JD
Management Review MR
Office Memorandum MEMO

Unauthorized reproduction of this document is prohibited and considered uncontrolled copy or invalid unless otherwise permitted by the QMR.
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Doc. Code: M-PM-GP01 l Rev. No.: l Eff. Date: Page 4 of 7

Risk and Opportunity Management ROR

5.1.2.3 Document Indexing System

5.2 Review / Revision / Approval

The table below constitute the approving authorities according to the document category.

Unauthorized reproduction of this document is prohibited and considered uncontrolled copy or invalid unless otherwise permitted by the QMR.
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Doc. Code: M-PM-GP01 l Rev. No.: l Eff. Date: Page 5 of 7

5.2.1 Documents shall be reviewed and revised as necessary on the following condition

a. Requirement as identified during the Management Review

b. Changes of the Management System in order to comply with ISO 9001:2015
c. Major process revision
d. As a result of CAR
e. After occurrence of emergency, incident/accident, as may be necessary
f. New or revision of Legal and other regulatory requirements
g. Process Improvement
h. Introduction of new technology, operating system in the business process
i. As a matter of procedure, QMS Documents shall be reviewed every three (3)
years to capture potential improvements that may be identified by the
organization.

5.2.2 It is necessary that changes/affected provisions in the previously approved

documents are tracked and recorded using the Document Change Revision Request
(FM-GP01-02)

5.3 Distribution / Dissemination

5.3.1 All approved documents are endorsed to the CDC for distribution and safekeeping.

The CDC label the documents accordingly

“MASTER COPY” – original document

“FOR INFORMATION ONLY” – for documents that are for online sharing to
permitted group.

5.3.2 The CDC distributes the electronic copy via shared folder with corresponding
notification among the permitted group.

Department Heads immediately disseminates the information to his/her team and

secures the acknowledgement receipt of the later thru the Read and Understood
Form (FM-GP01-03).

Duly signed RAUF is surrendered to the CDC for filling/storage.

5.3.3 Bulletin Board, Publication Area

The Corporate DC maintains the Bulletin Board and other approved areas for
announcement and general publication.

Only documents stamped with “APPROVED FOR POSTING” duly signed by the
President should be posted in the Bulletin Board or in the designated area.

Classification Example Approval "APPROVED

Required FOR POSTING"
Y/N Y/N
Announcements, General Table of Y Y

Unauthorized reproduction of this document is prohibited and considered uncontrolled copy or invalid unless otherwise permitted by the QMR.
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Publication Organization,
Memos
Informative, Instructional Entry/Exit Signs, No Y N
Signages Smoking, Turn Off
the Lights…
References Control Plan, Specs Y Y
from Global Min-
Met Resources, Inc.
, Management
Memos

All announcements/publications are registered in the Summary of Announcements

and Publications (FM-GP01-05)

The archiving and obsoletion process in 5.4.2 of this procedure applies herein.

5.4 Maintenance of Documents

5.4.1 Registration Process

The CDC maintains the Masterlist of Controlled Documents (FM-GP01-01) and

updates the same as needed.

5.4.1.1 The CDC is incharge of keeping both the hardcopy and electronic copy
of the Controlled Documents.

5.4.1.2 Documents marked “FOR INFORMATION ONLY” are shared to

permitted group via Google Drive
5.4.2 Archiving and Obsoletion Process

The Corporate DC handles the electronic archiving of quality records and documents
of Krah.

Obsolete documents (both hard copy and electronic copies) are marked as
“OBSOLETE”.

Hard Copy obsolete document is shredded automatically while electronic copy of

obsolete document is permanently deleted from the shared folder.

5.4.3 Control of Electronic Documents

The Corporate DC shall ensure that shared document via the approved online media
is updated and properly stamped as “FOR INFORMATION ONLY” except all the
FORMS which shall be shared in editable format making it readily
available for use.

Documents stamped as “For Information Only” should be in PDF file. Permitted

Group is authorized to access the electronic document but access is restricted as
“Viewer”. They cannot add, delete, or edit. Printing is disallowed except the
editable forms.
Unauthorized reproduction of this document is prohibited and considered uncontrolled copy or invalid unless otherwise permitted by the QMR.
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Doc. Code: M-PM-GP01 l Rev. No.: l Eff. Date: Page 7 of 7

5.4.4 Control of External Documents

All external documents are registered to the CDC using the Masterlist of External
Documents (FM-GP01-04)

6.0 Related Documents (Procedure, Policy, Forms, references)

FM-GP01-01 Masterlist of Controlled Documents
FM-GP01-02 Document Change Revision Request
FM-GP01-03 Read and Understood Form
FM-GP01-04 Masterlist of External Documents and References
FM-GP01-05 Summary of Announcements and Publications

7.0 Review and Approval

REVISION HISTORY AND APPROVAL PAGE

Revision No. Brief Description of Change Effectivity Date

0 Origination

Name Signature
Originated by:
Admin and General Services Manager
Reviewed by:
Plant Manager

VP – Finance

Approved by:
President

Unauthorized reproduction of this document is prohibited and considered uncontrolled copy or invalid unless otherwise permitted by the QMR.