AVANTIS

Procedure Name: Documented Information Issue No: 1

Procedure Ref: AV-SP-04 Date: 20/09/2019
ISO 9001 Clause Ref: 7.5

1 20/09/2019 Gareth Haines Tom David Tom David Initial Issue

Issue Date Author Reviewed Approved Reason for Change
No

All downloaded and printed copies of this document are considered as Uncontrolled
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AVANTIS

Procedure Name: Documented Information Issue No: 1

Procedure Ref: AV-SP-04 Date: 20/09/2019
ISO 9001 Clause Ref: 7.5

Part A – Document Control

1. Documents required by the Integrated Management System, including revisions, translations and updates:
- Are identified, documented, reviewed and approved for adequacy prior to issue & use, distributed and
withdrawn/ identified as obsolete when new issue is released
- Are protected to ensure unintended alterations
- Identify changes and revision status
- Remain legible and readily identifiable, stored and preserved
- Available where the activity is being performed
- Superseded documents are removed from all point of issue and use or otherwise identified to ensure against
unintended use if they are retained for any purpose. One copy (electronic) retained in a superseded folder to provide
history of changes

2. The responsibilities and authority for Document Control are as follows:

Document Prepared by Reviewed by Approved by Distributed by Withdrawn

Replaced by
Quality Policy Compliance Directors Directors Compliance Manager Compliance Manager
Manager
Policy Manual Compliance Directors Director(s) Compliance Manager Compliance Manager
Manager
Procedures Compliance Director(s) Director(s) Compliance Manager Compliance Manager
Manager
Work Instructions Relevant Compliance Director(s) Compliance Manager Compliance Manager
Functions/ Manager
Compliance
Manager
Forms Relevant Compliance Relevant Manager/ Compliance Manager Compliance Manager
Functions Manager Compliance
Manager

All documents are available to all employees. Compliance Manager ensures that all superseded documents are removed from the Quality Management
System to avoid us and informs staff of any new or revised documents. Changed documents shall have areas of change shaded for ease of recognition.
Any downloaded and printed copies of Quality Management System documents are considered Uncontrolled.
External documents will be controlled to ensure that the relevant versions are used and maintained.

Document Type Control Measure

National & International standards
(ISO, BS etc)
Customer supplied drawings
Customer supplied standards
or specifications
List of national and international standards maintained by the Compliance Manager.
Any changes are acknowledged through procuring latest copies and List amended accordingly
Held in the Project File – drawings will be updated as received. Superseded drawings will be withdrawn or
otherwise identified to stop unintended use
Held in the Project File – standard will be updated as received. Superseded standards will be withdrawn or
otherwise identified to stop unintended use

Refer to Part B concerning maintenance of Records

Electronic Data Backup

A full daily backup is made of all electronic documents.

All downloaded and printed copies of this document are considered as Uncontrolled
Page 2 of 4
AVANTIS

Procedure Name: Documented Information Issue No: 1

Procedure Ref: AV-SP-04 Date: 20/09/2019
ISO 9001 Clause Ref: 7.5

Part B – Records Control

The following records (including records from outsourced activities) are retained in support of the Quality Management System and/or the
operation of the Business. They shall be retained in such a manner that retrieval is easy and therefore they will be identified clearly,
legible, filed, stored and preserved in a suitable manner to ensure they can be used in the future and ensuring that the integrity of the
information is maintained. This applies to both hard copy files and computer maintained records. Records shall be protected to ensure no
unintended alterations are made.

At the end of the minimum Retention Period or longer as required by customer, legal or other applicable requirements, or no longer
required, records shall be disposed of by shredding and recycling.

Record Minimum E/P* Location Authority

Retention *
Period
Customer/Project File 7 Years E Projects Dept Project Manager/
Technical Admin
Customer Enquiries/Quotes 7 Years E Customer/ Project Project Manager/
File Technical Admin
Customer Orders 7 Years E Customer/ Project Project Manager/
File Technical Admin
Customer Drawings/ Sketches 7 Years E Customer/ Project Project Manager/
File Technical Admin
Avantis Design Documents 7 Years E General office Design Manager
Purchase Orders (including Outsourced activities) 7 Years E Purchasing Dept. Purchasing Manager
Supplier Evaluations 5 Years E Purchasing Dept. Purchasing Manager
Approved and Provisional Supplier Lists 5 Years E Purchasing Dept. Purchasing Manager
Obsolete Quality Procedures 5 Years E Quality Dept. Compliance Manager
Quality Audits 5 Years E Quality Dept. Compliance Manager
Customer Complaints/ Feedback 5 Years E Quality Dept. Compliance Manager
Non-Conformances 5 Years E Quality Dept. Compliance Manager
Supplier Rejects 5 Years E Quality Dept. Compliance Manager
Management Reviews 5 Years E Quality Dept. Compliance Manager
National and International Standards 5 Years E Quality Dept. Compliance Manager
after expiry

All downloaded and printed copies of this document are considered as Uncontrolled
Page 3 of 4
AVANTIS

Procedure Name: Documented Information Issue No: 1

Procedure Ref: AV-SP-04 Date: 20/09/2019
ISO 9001 Clause Ref: 7.5

Record Minimum E/P** Location Authority

Retention
Period

Quality Data Books 5 Years E Quality Dept. Quality Manager

Incoming Certs. (eg. Materials) 5 Years E/P Quality Dept. Quality Manager
Outgoing Certs. (eg. LR, ABS) 5 Years E/P Quality Dept. Quality Manager
Welding Procedures 5 Years E/P Quality Dept. Quality Manager
Welding Test Reports 5 Years E/P Quality Dept. Quality Manager
Welder Qualifications 5 Years E/P Quality Dept. Quality Manager
Job Descriptions 5 Years E/P HR Dept. HR Manager
Training Records 5 Years E/P HR Dept. HR Manager
Insurance Documents 5 Years E Commercial Commercial Clerk

** E = Electronic, P = Paper copy

Electronic Data Backup
A full daily back up is made of all electronic records.

All downloaded and printed copies of this document are considered as Uncontrolled
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