QMS DOCUMENT

Document Title : CONTROL OF DOCUMENTED Prepared by :

INFORMATION

Department: Reviewed by :

Status : Current Authorized by :

Document Code No.:

Revision Date:
Revision No.:

1. PURPOSE:

The purpose of this procedure is to ensure that only authentic documented information are used and
that these are available to the personnel performing various task affecting the quality and safety of the
product. To establish and maintain procedures for the identification, collection, indexing, filing,
storage, maintenance and disposition of quality records as it relates to Avon Crowncaps & Containers
(Nig.) Ltd.

2. SCOPE:

The procedure covers preparation, review, authorization, distribution and amendments to documents
and data affecting the Quality System, with reference to the Corporate Scope Document, Department
Process Manual and Work Instructions that applies to all quality records in whatever form, whether
written or in computer files which relate to the operations of Avon Crowncaps & Containers and which
may be required to demonstrate and verify compliance to quality system requirements of NIS ISO:
9001 2015

3. RESPONSIBILITY:

The QMS Coordinator is responsible for the preparation, maintenance, review, amendments and
distribution of the Corporate Scope Document.
The Head of Department is responsible for preparing, reviewing and authorizing the departmental
process manual and work instructions for activities in the areas of direct responsibility. It is their
responsibility, to ensure that these quality system procedures are complied with, effectively
implemented and maintained.
Each Head of Department is responsible for the identification, storage and maintenance of quality
records relevant to his/her department and their appropriate disposl when no longer required.

4. METHOD:

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FOR DOCUMENTS:
5.1 Each department is required to prepare quality procedures in support of the Quality Management
System. These documents include department process manual, Work Instructions, Process flow
Charts, Forms and Manufacturing Standard.
These Documents are prepared in the agreed format and authorised by the respective Head of
Department or his designate.

5.2 The Head of Department initiates the preparation of the quality documents and manufacturing
Standard data such as the process manual, Works Instruction and Manufacturing Standards of
direct responsibility, and authorises it, prior to issue.

5.3 Head Office Manager originates and authorises documents and data such as the departmental
process manual and Work Instructions.

5.4 The General Manager-Marketing originates quality documents such as the marketing department
process manual and authorizes them.

5.5 The Assistant Senior Deputy General Manager originates document and data such as the
departmental process manual and Work Instructions relevant to their respective department and
requests the Operations Director to authorize it.

5.6 The QMS Coordinator prepares the Corporate Scope Document; the Operations Director reviews
it for the Managing Director’s approval prior to issue.

5.7 All quality documents which are specific to department are issued and distributed within that
department to all personnel who require such documents for the effective performance and
functioning of the quality system.

5.8 Invalid and /or obsolete documents are withdrawn from all recipients listed in Master List and
replaced with the latest issue.

5.9 Obsolete documents retained in case of any legal reference are marked “SUPERSEDED-FOR
REFERENCE ONLY”. This will be done by the originator of the document and stored separately
to avoid the possibility of being used along with current documents. Those no longer required are
shredded and computer files deleted.

5.10 When it is absolutely necessary to provide copies of documents to non-users or for information
Such copies will be stamped as “UNCONTROLLED COPY”. There is no requirement to up-date
such copies or to maintain a list of those recipients.

5.11 When the need arises, quality documents are revised, amended and updated in line with current
work practices for the effective maintenance of the Quality Management System.
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5.12 When a document is revised, or updated, it must be re-issued and given a new issue number and a
new date of issue.

5.13 When a document is amended the nature of the amendment is also indicated in the amendment
form.

5.14 While it is the responsibility of the originator of a document to ensure its identification and
legibility, it is the responsibility of the recipient to maintain this status.

5.15 We ensure that documents of external origin determined by us as necessary for the planning and
operation of the Quality Management System are adequately identified and their distribution
controlled.

FOR RECORDS:

5.16 Each Department maintains records of all its activities, which are necessary to demonstrate the
achievement of both the required quality standards and the effective operation of the quality
system as documented in various operational procedures.

5.16.1 INDEXING, FILING, STORAGE AND RETRIEVAL

These records are retained in durable filing systems or computer files and managed by the respective
Heads of Departments in such a manner which ensures that:
(i) Records are identified by an appropriate title, code or unique filing/computer number system.
(ii) Records are identifiable to the products or process concerned.
(iii) Records are legible and readily retrievable.
(iv) Records are securely stored, indexed and are readily available and accessible to all authorized
Personnel.

5.16.2 MINIMUM RETENTION PERIOD OF QUALITY RECORDS

 Management review records 2yrs

 Contract review records 2yrs
 Subcontractor evaluation records 2yrs
 Product identification and traceability 5yrs
 Process capability 2yrs
 Work orders 6mths
 Process contract date 2yrs
 Inspection and test records 5yrs
 Calibration records 2yrs

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5.16.3 PROCESS FOR DISPOSITION OF QUALITY RECORDS

 All quality records are shredded and computer files deleted at the end of the retention period.

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