PROCEDURE FOR CONTROL OF RECORDS

QUALITY GALVANIZERS
DOCUMENT NO. ORG. ISSUE DATE REV. NO. REV. DATE PAGE NO.

QG-QSP-11 02.05.2022 1.0 02.05.2022 1 of 4

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SL Created
Description Rev Remarks
No On

1 INITIAL RELEASE 01 02.05.22

Prepared By: prakash Dept. Quality

Reviewed By: Amrindher Dept. Operation

Approved By: Pramod Dept. GM

PURPOSE

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-This is an electronically generated document and does not require signature. Printed Documents, without control copy stamp in red colour,
are for Reference Only and may be out-of-date. Check the local database to ensure you have the correct revision.
 PROCEDURE FOR CONTROL OF RECORDS
QUALITY GALVANIZERS
DOCUMENT NO. ORG. ISSUE DATE REV. NO. REV. DATE PAGE NO.

QG-QSP-11 02.05.2022 1.0 02.05.2022 2 of 4

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To outline a procedure for control of records required to provide evidence of conformity to effective
and efficient operation of quality management system.

2.SCOPE

This procedure covers identifying, filing, indexing and maintaining of all quality related records needed
for the effective operation of Quality Management System.

3. REFERENCE DOCUMENTS

Quality System Manual

ISO 9001:2015 Clause 7.5.2,7.5.3

RESPONSIBLE: ALL HOD’S

4. PROCEDURE

4.1 All records shall be numbered as per the document numbering system as explained in Procedure
Control of documents”
4.2 Records shall be stored either in paper or in electronic media.

4.3 All records shall be maintained by the respective departments according to the customer requirement if
specified,
i. Records of medical products shall be retained by the respective departments min 3.5 years shall be
maintained, unless otherwise specified by customer.
ii. All other product records shall be retained as per below chart which shall be mentioned in the
enquiry review or quality Planning Record. Where ever no customer specific requirements, the
retention period shall be as follows,

DESCRIPTIO METHOD OF STORAGE RETENTION PERIOD RESPONSIBLE

N PERSON
QUALITY FILE 1 Yr or After Product HOE
PLANNING Obsolete
RECORDS
EXPORT FILE 1 YR HOL
DETAILS
SHIPMENT FILE 1 YR HOL
DETAILS
CUSTOMER FILE 3 YRS HOQA
COMPLAINT
REPORT
IQA NC FILE 2 YRS MR
REPORT

-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
-This is an electronically generated document and does not require signature. Printed Documents, without control copy stamp in red colour,
are for Reference Only and may be out-of-date. Check the local database to ensure you have the correct revision.
 PROCEDURE FOR CONTROL OF RECORDS
QUALITY GALVANIZERS
DOCUMENT NO. ORG. ISSUE DATE REV. NO. REV. DATE PAGE NO.

QG-QSP-11 02.05.2022 1.0 02.05.2022 3 of 4

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TRAINING FILE 1 YR AFTER HODs & HOHR

RECORDS DISCONTINUATION
MRM FILE 2 YRS MR
CALIBRATION FILE AS LONG AS THE HOQA
HISTORY EQPT IS IN USE
CARD
CUSTOMER FILE 2 YRS HOBDG
PURCHASE
ORDER
ALL FILE 1 YR HOQA
INSPECTION
& TEST
REPORTS
INCOMING FILE 2 YRS HOQA
NC REGISTER
INPROCESS FILE 2 YRS HOQA
NC REGISTER
CORRECTIVE FILE 2 YRS HOQA
ACTION
REPORT
MAINTENAN FILE 1 YR HOMAINT
CE RECORDS
CALIBRATION FILE TILL INSTRUMENT IS HOQA
RECORDS IN USE

4.9 CONTROLS OF RECORDS.

All the departments covered in the Quality System, identify the various types of Quality
records (Internal & external records) used in their departments with location, retention
period,

The records are either in form of loose sheet collection or in the form of register. The formats
used for the record are approved by the concerned department head. While formulating the
structure of these formats, due consideration is given to the ease for filling up the records.

Wherever deemed necessary, the concerned department head imparts training to the person
concerned for filling in the required information on to the record sheet.

The persons filling up the records are instructed to ensure that the information in the records
are written in legible manner and to ensure that all the required information are filled
in.

-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
-This is an electronically generated document and does not require signature. Printed Documents, without control copy stamp in red colour,
are for Reference Only and may be out-of-date. Check the local database to ensure you have the correct revision.
 PROCEDURE FOR CONTROL OF RECORDS
QUALITY GALVANIZERS
DOCUMENT NO. ORG. ISSUE DATE REV. NO. REV. DATE PAGE NO.

QG-QSP-11 02.05.2022 1.0 02.05.2022 4 of 4

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The records are given unique identification through unique descriptions and / or unique
number so that they are easily identified to the subject matter to which the record is
related to.

Company name is mandatory while preparing formats. Format number & revision shall be
entered in left bottom of all formats.

As the number of copies of formats is unlimited, the user section in charge has to ensure that
all photo copies of obsolete copies are destroyed subsequent to a revision of format.

Master List of Records (QG/QA/F-01) is maintained. The records may be in soft copy or hard
copy as specified in the Master list of Records. If it is soft copy same will be stored in share
point.

The physical records are stored in respective departments for easy retrieval ensuring, at
the same time, the storage place provides adequate protection to the records against
loss, damage or deterioration from Pest, water etc..

The retention period of the records is identified in the Master list of records QG/QA/F-01. The
retention period will meet the customer specific requirements

The Master list of records will be reviewed each year for retention period and based on that
disposal actions for the records are planned and implemented

After the retention period, the records are disposed of suitably depending on the
confidentiality of the information in the record.

Abbreviations Used:
CoC – Certificate of Conformance
PO – Purchase Order
QMS – Quality Management System
IQA – Internal Quality Auditor
HOD – Head of Department

REFERENCE DOCUMENT:

DOCUMENT QG-QSP-01 for control of documented information

-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
-This is an electronically generated document and does not require signature. Printed Documents, without control copy stamp in red colour,
are for Reference Only and may be out-of-date. Check the local database to ensure you have the correct revision.