Document Number: CBC-TM-PM-01

Revision: 00
TITLE: Effectivity: 01/20/2020

CONTROL OF DOCUMENTED INFORMATION

PROCEDURE
PROCEDURES MANUAL

I. OBJECTIVE

- To ensure that all documents related to quality management system requirements are current and distributed to authorize copyholder

to ensure effective planning, operation and control process.

- To ensure that all records are maintained as evidence of activities performed in conformance to quality management systems as well as

customer's and legal requirements.

- To ensure that the storage facilities for records are maintained to prevent damage and the documents are readily available and shall

asatisfy statutory, regulatory and customer's requirements.

II. SCOPE

- This procedure starts from applied document/s, identification of new records, updating of records up to filling and disposed of

obsolete documents.

III. DEFINITION OF TERMS

Controlled Document - are documents with assigned document number and controlled by DCO. It is for internal use only, shall be

updated in case of change in product/ process/ system (such as Quality Manual, Procedures Manual, Forms and Records,

Specifications Manual and External Documents) and is used as Standard/ judgment/ disposition.

Uncontrolled Copy - are Controlled Documents being reproduced by the DCO as per request by the concerned process used for

information only. It can not be used as Standard/ judgment/ disposition.

External Documents - documents received such as Legal Laws, Rules and Regulation Manuals, Customer Product Specification,

Customer Requirements, International Manual and other documents that are externally generated.

Internal Documents - include Quality Manual, Procedures Manual, Forms and other internally generated documents.

DCO - Document Control Officer

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 Document Number: CBC-TM-PM-01
Revision: 00
TITLE: Effectivity: 01/20/2020

CONTROL OF DOCUMENTED INFORMATION

PROCEDURE
PROCEDURES MANUAL
IV. PROCEDURES

DETAILS PROCESS FLOW RESPONSIBLE

Start

● Document Control Officer receive draft/ uncontrolled copy DCO

Receive applied
of document stating the revision/ creation/ deletion documents from
with the Document Application and Review Form. originator

● Document Application and Review Form shall be filled-up Requestor / Originator

accordingly.
● Assign DARF number upon receiving (see below ). Requestor / Originator
● Check type of documents and type of action to be applied. Requestor / Originator
● Change the document to the standard format and update its Determine type
of application
revision number on the right hand portion of the of the

revision. (∆)Triangle determine changes in the document/s.

Only current revision will appear on the change portion of

the documents. NO Deletion/ D

New? Revision?
● Letter of request of deletion for a minimum of five (5) Requestor / Originator

documents is acceptable provided it has an attached YES

R
detailed document title/ number of documents to be deleted.
Revise
Documents
4.1 Coding System of the Manual Requestor / Originator

Assign Notify
CBC X X A A Z Z document Proprietor / Top
Series of Number number Management

Type of Documents
Section

Company Name
Where AA = Quality Manual (QM)

= Procedure Manual (PM)

= Forms and Records (FR)

= Work Instruction (WI)

E
= Others (OT)

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 Document Number: CBC-TM-PM-01
Revision: 00
TITLE: Effectivity: 01/20/2020

CONTROL OF DOCUMENTED INFORMATION

PROCEDURE
PROCEDURES MANUAL
IV. PROCEDURES

DETAILS PROCESS FLOW RESPONSIBLE

List of Section and Copy Holder

A
TM - Top Management

HR - Human Resource

PU - Purchasing

WH - Warehouse

MT - Maintenance

CO - Construction

BD - Bidding

AC - Accounting

4.2 Minutes of Meeting DCO

X X A A Z Z
Chronological No. of Meeting

Type of Meeting
Year
Where AA = MR (Management Review)

4.3 External Documents DCO

Ex
= (Legal Laws, Rules and Regulations Manual) Internal/
External? Stamp Received
= (Customer Specific Requirement -
In
provided by Customer)

= (Equipment Manual)

= (International Manual)
● Stamp black ink "RECEIVED" on the first page / cover DCO

page of external documents .

● Legal documents is not required to stamp received. DCO
● Update list of legal / external documents. DCO

● Print final copy of the document on the standard format. DCO

● Obtain signature from the Requested by / Originator and Produce Final DCO
Copy
department head who has an access on the created/ revised

/ deletion documents.
● Timely review should not be later than 7 days after received DCO
B
by DCO.

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 Document Number: CBC-TM-PM-01
Revision: 00
TITLE: Effectivity: 01/20/2020

CONTROL OF DOCUMENTED INFORMATION

PROCEDURE
PROCEDURES MANUAL
IV. PROCEDURES

DETAILS PROCESS FLOW RESPONSIBLE

● Submit final copy of the document with attached Document DCO

Notify
Application and Review Form to Top Management for Proprietor / Top
Management
signature and information.

● Stamp purple ink "ORIGINAL COPY" on every page of the DCO

Stamp document
documents as evidence that it is the original copy and as ORIGINAL
master copy and only the Document Control Officer is the COPY

holder of the said copy.

● For every change of internal documents, attached at the Requestor / Originator

back of the document together with the complete

filled-up Document Application and Review Form.

● For Forms and Records use light yellow paper as evidence DCO

that it is original copy and no stamp to be issued.

● Reproduce Original Copy document/s DCO

● Consider also pieces of documents to be prepared per process. Reproduce Copy
of Original Copy

● Recognize the documents whether Controlled Copy or DCO

Stamp reproduce
Uncontrolled Copy. For Controlled documents that are copy as
Controlled
photocopied and to be distributed to copyholders for Copy /
Uncontrolled
internal use, stamp blue ink for "CONTROLLED COPY". Copy
● For Uncontrolled Documents to be used as per request the DCO

concerned process, stamp green ink for

"UNCONTROLLED COPY".
● For Forms and Records use light yellow paper as evidence DCO

that it is original copy and no stamp to be issued.

C

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 Document Number: CBC-TM-PM-01
Revision: 00
TITLE: Effectivity: 01/20/2020

CONTROL OF DOCUMENTED INFORMATION

PROCEDURE
PROCEDURES MANUAL
IV. PROCEDURES

DETAILS PROCESS FLOW RESPONSIBLE

● Perform issuance of controlled copies of document/s to DCO

respective copyholders. Distribution

documents /
● Upon receiving of Controlled/ Uncntrolled Documents, records to Requestor / Originator
copyholders
the copyholder will sign the Issuance and Retrieval portion

of Document Application and Review Form.

● Collect obsolete document from copyholders. DCO

All controlled be used as scratch paper provided it has

slant mark at the used portion. E

● Update Masterlist of Documents and Records. DCO

Update List of
Documents/
Records

● Remove old file and replace with the revised document/ DCO
Remove /
records. Replace file of
● Ensure that no "loose documents" (e.g. non-documented) Document/ DCO
Record
will be posted in the respective areas.

● Stamp red ink each page of the old Original Copy filed DCO

documents as "OBSOLETE COPY". Stamp document/

record as
Obsolete Copy

● Documents and records shall remain legible, readily DCO

identified and prevent from deterioration by keeping them File Obsolete

Copy of
per section's shelves in such a way that they are readily document/ record

retrievable for use inside.

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 Document Number: CBC-TM-PM-01
Revision: 00
TITLE: Effectivity: 01/20/2020

CONTROL OF DOCUMENTED INFORMATION

PROCEDURE
PROCEDURES MANUAL
IV. PROCEDURES

DETAILS PROCESS FLOW RESPONSIBLE

● Dispose properly document that uses both sides of the paper. DCO
D
● Segregate and re-use other side by putting slant mark at DCO

the used portion of the paper for the document that

uses one side of the paper only.

● Scratch paper can be used on official internal records DCO

(documented or not) except for Report being sent to End

external parties.
● Conduct disposal of records every retention schedule. DCO

V. RECORDS AND DOCUMENTS RETENTION PERIOD

Documents/ Records Retention Period In-charge

Purchase Order/ Purchase Received/ Receiving Report Lifetime Purchasing

Accounting Records Lifetime Accounting

List of Keep Records Lifetime Document Control

Statutory and Regulatory Requirements Lifetime Process Owner

Bidding Records and COA 10 years/ as per Customer Specific Requirement Bidding

Obsolete Documents 10 years/ as per Customer Specific Requirement Document Control

Customer Complaint Records 10 years/ as per Customer Specific Requirement Document Control

Management Review Minutes of the Meeting 3 years Document Control

Internal/ External Audit 3 years Document Control

Masterlist of Documents and Records and List of Legal and

3 years Document Control
External Documents

Construction Records 3 years Process Owner

Maintenance Records 3 years Process Owner

Warehouse Records 3 years Process Owner

Government Permit/ Audit Certificate 3 years Document Control

Quality Records 3 years Human Resources

Hiring Records / Training Records 3 years Human Resources

Medical and Personal Records 3 years Human Resources

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 Document Number: CBC-TM-PM-01
Revision: 00
TITLE: Effectivity: 01/20/2020

CONTROL OF DOCUMENTED INFORMATION

PROCEDURE
PROCEDURES MANUAL
VI. STORAGE OF CONTROL OF RECORDS

a. Allocate shelves and assign Record Code for properly labeled records of each section in designated area for easy access and retrieval.

R CODE

A A X X Z Z Z
Series of Number
Year
Section
Where AA = TM - Top Management

= HR - Human Resources

= PU - Purchasing

= WH - Warehouse

= MT - Maintenance

= CO - Construction Operation

= BD - Bidding

= AC - Accounting

b. Update List of Keep Documents and Records

c. Protect stored records from deterioration due to direct moisture, contamination by pest, insects and/ or too

much accumulation of dust/ dirt and distortion or any incident that will affect record's credibility as evidence of

conformity to requirements.

d. Document Control Officer is the authorized personnel allowed to retrieved requested documents.

e Conduct housekeeping through 5S quarterly.

Prepared by: Reviewed /Approved by:

MS. KATHERINE D. ALTA MR. MELFORD U. CABILI

Document Control Officer General Manager

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