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No : 00
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REVISION HISTORY

Rev. Detail of Revision Date

00 Initial Release 01/08/18

APPROVALS

PREPARED BY REVIEWED & APPROVED BY

Signature : Signature :
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1.0 PURPOSE
To ensure only the latest revision documents are used and obsolete documents are prevented
against unintended use.

2.0 SCOPE
This procedure covers the control of following documents;
a) Quality Manual,
b) Quality Procedures,
c) Forms,
d) Job Description
e) External Document.

3.0 REFERENCE
Quality Manual QM-01

4.0 DEFINITION/ABBREVIATION
QMR Quality Management Representative
DDR Document Distribution Record
D Director

5.0 PROCEDURE OUTLINE

5.1 Internal Documents

Responsibility Activity Interface

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QMR Produce new/revised New/revised

document with forms document

D Approval New/revised
document

QMR Stamp ‘MASTERCOPY’ on New/revised

original documents document

QMR Update Master List of Master List of

Document Document

QMR Photocopy and stamp

Controlled documents
‘CONTROLLED COPY ‘

QMR Documents Distribution DDR

Recipient Acknowledge receipt on DDR

DDR

QMR Collect & destroy obsolete Old documents

old documents

Stamp ‘OBSOLETE’ on old Obsolete

QMR original copy & file ‘MASTERCOPY’
separately copy

All Ensure use latest documents

& forms
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5.2 External Documents

Responsibility Activity Interface

QMR/D Receive external document New/revised external

document

Stamp ‘RECEIVED’ with New/revised external

QMR date document

QMR Update Master List of Master list of

Document Document

QMR Photocopy and stamp Controlled

‘CONTROLLED COPY’ Documents

QMR Document Distribution DDR

Recipient Acknowledge receipt on DDR

DDR

Stamp ‘OBSOLETE’ on old Obsolete

QMR
original copy & file ‘MASTERCOPY’
separately copy

6.0 PROCEDURE DETAILS

6.1 Internal Documents
6.1.1 QMR shall produce new/revised documents
6.1.2 The new/revised documents shall be reviewed and approved by the
authorized personnel as follows;

Destroy obsolete
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Doc. Type of Doc. Prepared Reviewed &

Level Approved

Quality Manual QMR D

I
Quality Policy &
QMR D
Objective
11 Quality
QMR D
Procedures
III Job Description ADM D
Quality Plan QMR D
IV Forms QMR D

6.1.3 Internal documents shall be registered according to the document

numbering system as the following;

XX-YY

Whereby:
XX : Type of documents, e.g.:
a) QM - Quality Manual
b) QP - Quality Procedures
c) JD - Job Description
d) WI - Work Instruction
YY : Doc. running no…01, 02, 03….99

6.1.4 Forms no. shall be registered as follows;

YY/FYY
Whereby, F: Form
6.1.5 The original document shall be stamped ‘MASTER COPY’ in red at
the back of each original document (top left). The access to the original
copies shall be limited to D and QMR
6.1.6 QMR shall ensure that:
a) The changes (for revision) are identified in the ‘Revision
History’ page.
b) The current revision number shall be stated in the ‘Header’ of
document/forms.
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c) The documents/forms are legible and having the title in the

“Header” of document as identification.
d) The whole documents shall be reissued when there are changes.
e) The revision of the documents shall start with 00 and
subsequently 01, 02, 03 and so on.
6.1.7 QMR shall update Master List of Document upon approval.
6.1.8 Where necessary, QMR shall make photocopies from the master copy
documents and stamp ‘CONTROLLED COPY’ in red on the
document. The stamp shall be placed at the front side of each
document (top right).
6.1.9 QMR shall ensure the photocopied documents are legible.
6.1.10 QMR shall distribute the controlled documents to relevant personnel
by using the Document Distribution Record (DDR).
6.1.11 The recipient shall acknowledge receipt on the DDR.
6.1.12 The recipient shall only use the latest revision of document/forms. The
control copy old revision documents shall be collected from users and
be destroyed accordingly.
6.1.13 QMR shall stamp ‘OBSOLETE’ in red on the old revision original
documents. The stamp shall be placed at the front side of each
document. The obsolete document shall be kept in obsolete file for
information only.

6.2 External Documents

6.2.1 Any external documents which are directly giving impact to quality
management system shall also be controlled.
6.2.2 Upon receiving the external, the QMR or responsible person review
the new/revised external document and stamp ‘RECEIVED’ with date
on the front side of the document.
6.2.3 QMR shall update the external document in the Master List of
Document
6.2.4 QMR shall identify whether the document is required to distribute to
relevant personnel. If distribution required, QMR shall photocopy and
stamp ‘CONTROLLED COPY’ in red. The stamped shall be placed on
the front side of each document at the top right.
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6.2.5 QMR shall distribute the controlled of external document (where

necessary) to the user by using DDR. The recipient shall acknowledge
receipt on the DDR.
6.2.6 QMR shall collect the old revision of controlled copy documents from
the user. The documents shall be destroyed accordingly.
6.2.7 The old original copy of external document shall be stamped
‘OBSOLETE’ in red. The stamp shall be placed on the front side of
each document. The obsolete document shall be kept on obsolete file
for information only.