Quality System Procedure Doc. No.

: SAPL-III/QSP/0401
SAPL-III Rev No. 01
Control of documents Date 03/11/2015
Page No 1 to 5

1.0 PURPOSE

To ensure that the documents that relate to requirements of the quality system
are controlled and changes to these documents and data are also controlled and
recorded.

2.0 SCOPE

2.1 The procedure describes activities and responsibility for review, approval,
issue, distribution and administration of all the controlled documents of the
quality system including the removal of obsolete documents.

2.2 The procedure also describes the control of specific documents and data
originated from both internal and external sources.

3.0 RESPONSIBILITY

3.1 MR is responsible for review of all controlled documents prior to issue.

Changes to documents and data will be reviewed and approved by
Chief Operating Officer

3.2 MR is responsible for issue and control of documents.

4.0 PROCEDURE

4.1 Document Review and Approval.

4.1.1 Documents of the quality system i.e. Quality Manual, Quality System
Procedures will be approved by Chief Operating Officer. Work Standards and
other quality documents like Process Control Plans, Incoming Inspection
Standards, Final Inspection Standards, and List of Approved Vendors etc as per
master list will be reviewed for adequacy and approved by Concern
departments Heads or MR or Plant Head.

4.2 Document Issue and Control

4.2.1 The document controller (MR) prior to use (release) of the quality system
documents will put a stamp in blue colored ink indicating
“CONTROLLED COPY” in all pages. Master copy will be identified with
the seal affixed as “MASTER COPY” on the rear side of the document in
Reviewed by: Approved by :

Date : Date :
 Quality System Procedure Doc. No.: SAPL-III/QSP/0401
SAPL-III Rev No. 01
Control of documents Date 03/11/2015
Page No 2 to 5

blue colored ink

4.2.2 When any of the quality system documents are issued to Customers/Vendors,
they will be stamped indicating "UNCONTROLLED COPY" in red
color ink.

4.2.3 The customer approved product drawings, inspection standards received from
the customer will be maintained by Quality department

4.2.4 Prepared drawings will be approved by COO . After Customer approval, if the
approved Drawings are not returned to us, a copy of the Drawings submitted
for approval will be duplicated as appropriate and kept by M.R. A separate
Master List for Drawings will be prepared and maintained.

4.2.5 The revisions / modifications carried out in Drawings will be maintained in

Master List of Drawings.

4.2.6 The necessary copies of product drawings, inspection standards, sub-assembly

drawings and part drawings which are to be used in the organization for
manufacturing purpose will be duplicated, stamped as controlled copy, and
will be issued by document controller as per Copy Holders of Controlled
Documents. A separate "Master List of Drawings" will be maintained by
Management Representative.

4.2.7 The controlled copies of Quality Manual will be issued to the persons as per
distribution list, specified in the quality manual.

4.2.8 The controlled copies of quality system procedure will be issued to the
functions concerned. Apart from this, complete set of controlled copies of
Quality System Procedure (Master Copy) will be maintained by M.R.

4.2.9 The controlled copies of all the work standards, process control plans, process
FMEA, process drawings and other quality documents will be issued to the
functions concerned as per Distribution List of Controlled Documents

4.2.10 Document Number Coding (Example)

Quality Manual - SAPL III/QM/XX
Quality System Procedure - SAPL III/QSP/XXXX
Work Standard - SAPL III/WS/XX
Process Control Plan - SAPL III/PCP/XXX/XX
Inspection Standard for RM - SAPL III/ISRM/XX

Reviewed by: Approved by :

Date : Date :
 Quality System Procedure Doc. No.: SAPL-III/QSP/0401
SAPL-III Rev No. 01
Control of documents Date 03/11/2015
Page No 3 to 5

Inspection Standard for Parts - SAPL III/ISP/XXX/XX

Inspection Standard - Final - SAPL III/ISF/XXX/XX

For other quality related documents, the document number coding will be as
per master list.

4.2.11 A master list of controlled documents of the quality system indicating the
title of the documents, document number, Revision status / Issue Number,
date of issue will be maintained by the Management Representative. This
will be updated regularly to indicate the current revision/issue status of the
documents under use, and to prevent the use of invalid and/or obsolete
documents.

4.2.12 Invalid and obsolete documents will be promptly removed from all points of
issue or use and destroyed. This will be ensured by the document controller
and in case any obsolete document is to be retained for legal and / or
knowledge preservation purpose, they will be marked as "OBSOLETE
COPY" red color ink for clear identification, to prevent from unintended
usage.

4.3 Document Changes

4.3.1 When changes to any of the quality system documents are required, based on
customer requirements, product quality improvement or for other reasons,
such requirements for changes will be discussed with Plant Head which is
received through “Document Change Request Form “ ( SAPL-III/F/02)
the changes will be reviewed for adequacy and approved by Plant Head prior
to use. It will be updated in the “Master list of Documents”

4.3.2 The nature of changes of quality system documents will be identified as

follows.

a) Amendments to all Quality System Procedures ,

b) Quality Documents will be noted in the
“Amendment Record” (SAPL-III/F/01) and will be maintained by M.R.
All procedures will be controlled by its revision number.

b) This review is done at the earliest within two working weeks, If any
changes are identified, the corresponding documents like Control Plan,
FMEA etc are updated and date of implementation on any changes are
also indicated on the relevant records.
Reviewed by: Approved by :

Date : Date :
 Quality System Procedure Doc. No.: SAPL-III/QSP/0401
SAPL-III Rev No. 01
Control of documents Date 03/11/2015
Page No 4 to 5

c) Changes to other quality documents will be identified in the

Document Change Request/Control Record – SAPL-III/F/02
and controlled as follows.

4.3.3 The document controller will issue (release) the changed documents to the
functions concerned and ensure the removal of obsolete copies. The master
list of controlled documents will be updated accordingly.

4.4 Control of Data In Electronic Media.

4.4.1 Data Backup:

Data in electronic media will be backed up in Compact Disc. The backup

CD’s will be identified with serial number and data backup and included in
the master list of documents.

4.4.2 The Access of Electronic Media:

The access to electronic media pertaining to quality system is restricted. The

following persons only are authorized to access the Quality System in
electronic media.

i) Chief Operating Officer

ii) Plant Head

A password will be used to access the Quality System, so that others cannot
access the electronic media without the knowledge of authorized persons.

4.4.3 Revision to Data Backup:

Any revisions to the documents stored in electronic media will be carried out
after obtaining approval from Plant Head in the Document Change Request to
format No: SAPL-III/F/02

The necessary corrections or amendments carried out will be verified and

approved by Plant Head. The same will be recorded in Amendment record to
Format No: SAPL-III/F/01

Reviewed by: Approved by :

Date : Date :
 Quality System Procedure Doc. No.: SAPL-III/QSP/0401
SAPL-III Rev No. 01
Control of documents Date 03/11/2015
Page No 5 to 5

4.4.4 Engineering Specification

The Engineering Specification received from customers are received by

NPD and is distributed to all concerned for implementation including any
changes based on customer required schedule and when any such changes are
confirmed the related documents like FMEA, Control Plan are revised and
issued. The details of such changes in the engineering specifications are
maintained in the register Engineering Specification Changes Record.
(SAPL-III/F/03)

4.4.5 External documents will be controlled as above said.

Customer Standards:

The updation in the standards of Customer Origin is reviewed once in six

months and replaced if some change noticed and corresponding quality
documents will be updated.

Other Standards:

The updation in the Bureau Indian Standards is reviewed once in six months
and replaced if there are any change noticed and the corresponding quality
documents will be updated.

5.0 CROSS REFERENCE

5.1 Master List of Controlled Documents / Distribution List / Revision Status.

6.0 RECORDS

6.1 Amendment Record -SAPL-III/F/01

6.2 Document Change Request/Control Record – SAPL-III/F/02

6.3 Engineering Specification Change Record – SAPL-III/F/03

Reviewed by: Approved by :

Date : Date :