Document Control Procedure

Young Labels Ltd. QSP /1 /7.5-A/2018.03.02

1. Purpose
To ensure the validity of quality management system documents used Young Labels Ltd. are
properly controlled and only valid documents are used.

2. Scope
This procedure applies to all the documents used for operations affecting the Young Labels
Ltd. products and/or services.

3. Responsibilities & Authorities

3.1 Executive Director: Assign document’s code, directing activities relating to this procedure,
ensures that external documents are listed and changes to internal documents are authorised.

3.2 Departmental Head: Ensure that only current authorised documents are used and that
documents are retained as per procedure.

3.3 Managing Director or Executive Director: Approves Level-1, 2 & 3 documents.

4. Forms & Requirements

4.1 Controlled Document Master List : F/4/42301

4.2 Uncontrolled Document Master List : F/4/42302
4.3 Controlled Document Distribution Record : F/4/42303
4.4 Circulation Record : F/4/42304
4.5 Document Revision Proposal : F/4/42305
4.6 Obsolete Document List : F/4/42306
4.7 External Document List : F/4/42307
4.8 OBSOLETE Stamp.
4.9 CONTROLLED DOCUMENT Stamp.
4.10 UNCONTROLLED COPY Stamp.

5. PROCEDURE

5.1 Document Hierarchy.

Level - 1 Manual, Policies & Objectives
Level - 2 Procedures
Level - 3 Instructions & Flow Charts
Level - 4 Forms, Formats & Records

5.2 Identification of Document.

5.2.1 Documents of Young Labels Ltd. are identified by Company Logo & Name, Document Title,
Reference Number, Issue Number & Date at the top and Validity & Page Number.
5.2.1.1 The document identification is to be shown on each page of the document.

© Young Labels Limited - User is responsible to verify the usage of latest revision. The APPROVED SIGNED version of Page No.
Approved By
document is controlled. All other copies, including electronic copies are uncontrolled and shall be used for reference only. 1 of 6
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5.2.1.2 Company Logo & Name is to be given at Top of the page.

5.2.1.3 Document Title is to be given at Top of the page.

5.2.1.4 Reference & Issue Number is to be given at Top of the page beneath the Title.

5.2.1.5 “Approved By” is to be given at Bottom-Left corner of the page.

5.2.1.6 Copyright and validity notice is to be given at Bottom-Centre on the page.

5.2.1.7 Page Number is to be given at Bottom-Right corner of the page.

5.2.2 The document reference is to be given as AAA/B/CCC.X/YYYY.MM.DD, where:

Symbol Meanings
“AAA” Document category/type abbreviation (see list below). Can be 1 to 4 letters.
“B” The document level; 1, 2, 3 or 4.
“CCC” Correspondent ISO clause/Procedure reference number. Can be 3 to 6 letters.
“X” Issue Number.(incremental by revision)
“YYYY” Issue Year
“MM” Issue Month
“DD” Issue Date
“/” Separator

5.2.2.1 Reference of this document QSP/2/423.1/2012.03.15 indicates: this document is a Quality

System Procedure; it is Level-2 document; this belongs to ISO 9001:2015 Clause Number 7.5;
its Issue Number is 1; and issue Year 2012, Month 03 (March) & Date is 15. This is applicable
for Level 1, 2 & 3 documents.

5.2.2.2 Reference of the document F/4/42301.1/2012.03.15 indicates: this document is a

Form/Format/Record; it is Level-4 document; first 3 digits of document number indicates this
belongs to ISO 9001:2015 Clause Number 7.5 and remaining next digits indicates
correspondent serial number of that particular procedure; its Issue Number is 1; and issue
Year 2012, Month 03 (March) & Date is 15.

5.2.3 Category/Type Abbreviation:

SL Category/Type Code
1 Quality Manual QM
2 Quality System Procedure QSP
3 Form/Format F
4
5

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Young Labels Ltd. QSP /1 /7.5-A/2018.03.02

5.3 Document Initiation, Approval & Revision.

5.3.1 Level-1 document is initiated and prepared by Executive Director.

5.3.2 Document of Level-2 & 3 is initiated by departmental head/Executive Director and prepared by
MR in consultation with concern departmental/process head.

5.3.3 Level-4 document is initiated by departmental head/Executive Director and prepared by

Executive Director in consultation with concern departmental/process head.

5.3.4 Document of Level-1, 2 & 3 requires approval of Managing Director.

5.3.4.1 Document of Level-4 does not require approval of Managing Director. But Executive Director
has to incorporate the document in the concern procedure.

5.3.5 The original document is signed, company chopped, indexed and retained with Executive
Director.

5.3.5.1 Document of Level – 1, 2 & 3 is indexed in Controlled Document Master List F/4/42301 and
retained in ‘Controlled Document Master File’.

5.3.5.2 Document of Level - 4 is indexed in Uncontrolled Document Master List F/4/42302 and
retained in ‘Uncontrolled Document Master File’.

5.3.6 If any change/revision is needed, that is to be placed to MR through Document Revision

Proposal F/4/42305.

5.4 Issuing of Documents.

5.4.1 Any copy of documents of Level 1 & 2 is issued with, must be photo copied from original
document, stamped “CONTROLLED DOCUMENT” and are recorded on a Controlled
Document Distribution List F/4/42303. All issued copies of controlled documents are to be
given a Copy Number. Original document should not be stamped.

5.4.1.1 Document of Level - 3 & 4 is to be issued along with the concern procedure. However, Level-3
document can be distributed separately also.

5.4.2 Copies of documents distributed to the appropriate personnel have to sign the Circulation
Record F/4/42304.

5.4.2.1 Circulation Record F/4/42304 shall accompany each concern original document in the file.

5.4.3 Documents may be issued for information only with no intention by the company that they
should be updated or controlled. In such cases the document copy number is to be specified
as "N/A" and the document is stamped "UNCONTROLLED COPY" on each page.
Uncontrolled copies are only allowed to use by external parties e.g. customers, auditors,
training purpose, etc.

5.4.4 No one can make a photocopy of a document of Level 1 & 2 from distributed copies.

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document is controlled. All other copies, including electronic copies are uncontrolled and shall be used for reference only. 3 of 6
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5.5 Amendment of Document.

5.5.1 Changes required in level 1 & 2 documents are raised on a Change Proposal F/4/42305, and
submitted to Executive Director through concern departmental head.

5.5.1.1 Changes required in level 3 & 4 documents for its layout or field or context, a new
layout/field/context to be submitted to Executive through concern departmental head.

5.5.2 The review and approval of proposed change is done as per clause 5.3 of this procedure.

5.5.3 Acceptable changes result in a new issue. Unacceptable changes result in a rejection of the
proposed changes but the change proposal retained by the Executive Director.

5.5.4 Changed/revised documents have their issue status incremented by .1 (point One) for each
change/revision. i.e., QSP/2/423.1 indicates issue number 1 and QSP/2/423.2 indicates that,
changes/revisions have taken place and the issue number is 2.

5.5.5 Changes to manuals are implemented by changing the relevant pages, allocating the
appropriate amendment number and distributing the changed pages to named copy holders.
The amendment record indicates which pages were changed.

5.5.6 Changes to procedures require the whole document to be re-issued.

5.5.7 There shall be an amendment record with every Level 1 & 2 document. Amendment shall be
recorded therein.

5.5.8 The Controlled Document Master List F/4/42301 is updated accordingly.

5.6 Withdrawal / Obsolete of Documents.

5.6.1 The amended document is issued and distributed according to clause 5.4 of this procedure.

5.6.2 Previous copies are withdrawn while issuing new copies through the Circulation Record
F/4/42304 by Executive Director.
5.6.3 The original copy of the obsolete document, along with its Circulation Record and Change
Proposal, is kept for reference purposes with Executive Director in an ‘Obsolete Document File’
and indexed in Obsolete Document List F/4/42306. The document will be preserved for
minimum 02 (Two) years or as required by the purpose of the respective document or
Customer’s requirements. The front page of the obsolete document original copy is stamped
“OBSOLETE” in red ink.
5.6.4 All remaining withdrawn copies of obsolete document are destroyed and a destroy certificate is
kept in Obsolete Document File.

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document is controlled. All other copies, including electronic copies are uncontrolled and shall be used for reference only. 4 of 6
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Young Labels Ltd. QSP /1 /7.5-A/2018.03.02

5.7 Computer Back-up.

5.7.1 All the soft copy of documents is to be stored in the data server.

5.7.2 A back up of all soft copy documents in the form of CD/DVD/Portable Drive is to be kept with
the Management Representative and another same copy with IT Section, off the site.

5.8 Documents of External Origin.

5.8.1 Externally produced documents are retained under control. Typically these are of the following
types:
a. Local authority’s forms, formats, circular, correspondence, etc.
b. Inspection and audit documents.
c. Customers’ sketches or other documents, etc.

5.8.2 All documents of external origin related to the Management System are listed on External
Document List F/4/42307 except documents mentioned in clause 5.9.2 of this procedure. The
issue number or document number is not allocated simply because the company is not
authorized to modify such documents. Management Representative will be responsible to keep
close contact with the issuing or publishing authorities of such documents for updated copies.

5.9 Control of Customer Specifications and Product Related Information.

5.9.1 On approval of Sample customer issues an Order Sheet along with update order details like
sketch, specification, size breakdown, Purchase Order/Master Contract and delivery details.

5.9.2 The Marketing Department files the original set in Order File and distributes the copy of related
documents to concerned departments.

5.9.6 Obsolete documents are withdrawn by the concern International Account Manager and
destroyed. Only one copy of revised document is kept in the order file identified as “Revised”
for reference purpose.

 END OF PROCEDURE 
Note: This Procedure is subject to periodic audit/review to maintain its effectiveness.
Amendment Record
Amendment No. Amended Date Issued Date Signature

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document is controlled. All other copies, including electronic copies are uncontrolled and shall be used for reference only. 5 of 6