ISMAIL RESIN (PRIVATE) LIMITED
SYSTEM OF DOCUMENTS AND DATA CONTROL
IRL-SP-DDC-02-L2 Effective Date: 15-09-2023 Review Date: 15-09-2025
Version – [1.0] Supersede: None
SYSTEM OF DOCUMENTS AND DATA CONTROL
Reference:
ISO 9001:2015 | ISO 14001:2015 | ISO 45001:2018
Prepared By: Sign: ________________ Date:
Reviewed By: Sign: ________________ Date:
Approved By: Sign: ________________ Date:
DISTRIBUTION RECORD:
SR. NO. DISTRIBUTION LIST DATE
CHANGE RECORD LIST:
Revision Date Amended by Description of Change Approved by
1. PURPOSE
To ensure that the documented information including all documents of internal and external origin are controlled with respect to approval, distribution and change.
To define the method for preparing, issuing, establishing, approving, changing, maintaining, replacing, and distributing required documents within the organization.
2. SCOPE
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ISMAIL RESIN (PRIVATE) LIMITED
SYSTEM OF DOCUMENTS AND DATA CONTROL
IRL-SP-DDC-02-L2 Effective Date: 15-09-2023 Review Date: 15-09-2025
Version – [1.0] Supersede: None
The scope of this document covers the requirements stated in (ISO 9001:2015, ISO 45001:2018 and ISO 14001:2015) related to control of document.
This shall include how the documents and records are identified, change, maintain, retrieved, distributed and disposed. The retention period of the document would be
classified as described in procedure.
This procedure applies on all documents whether internal or external impacting Integrated management system.
3. RESPONSIBILITIES
Management Representative has responsibility and authority to control the documents by keeping a Master list of documents.
Management Representative is responsible for ensuring all policies and operational procedures and work instructions that are reviewed, revised and approved as
required.
Respective departmental supervisors and their subordinates are responsible for effective control of this procedure in their respective areas under control of the issuing
authority.
4. ABBREVIATION DEFINITION
4.1 IRL = Ismail Resin (Private) Limited
4.2 ISO = International Organization for Standardization
4.3 SOP = Standard Operating Procedure
4.4 L2 = Level II Documents
4.5 QHSE = Quality, Health, Safety and Environment.
4.6 MR = Management Representative
4.7 SP = System Procedure
5. PROCEDURE
5.1. Type of documents:
All System documents (internal & external) shall be control through this procedure. These types of Documents are listed as in below;
5.1.1 Quality, Health and Safety Management system procedures
5.1.2 Plans/Checklist/Flows
5.1.3 Standard Operating Procedures for specific operations
5.1.4 Job descriptions / Specifications
5.1.5 Formats / Registers
5.1.6 Any other relevant documentation generated from any external source.
5.2. Document structure and coding:
All Internal / company owned documents are identified and control through a unique identification document number containing three letters code of
Company, followed by letter(s) for type of documents followed by document numbers.
5.2.1 Level of documentation
5.2.2 Level 1 = Policy
5.2.3 Level II = SP
4.2.4 Level III = SOP
4.2.5 Level IV = Records
5.3. The document code is IRL.SOP.XXX-XX-L2.
5.3.1 IRL Ismail Resin (Private) Limited.
5.3.2 POL Stands for Policy
5.3.3 SOP Stands for standard operating procedure
5.3.4 F Stands for records and formats.
5.3.5 JD Stands for Job Descriptions
5.3.6 PFC Stands for Process Flow Chart
5.3.7 ORG Stands for Organization Chart/Organogram
5.3.8 00 Document Number
5.3.9 SP System Procedure
5.3.10 E&I Electrical & Instrument.
5.3.11 MD Maintenance Department
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ISMAIL RESIN (PRIVATE) LIMITED
SYSTEM OF DOCUMENTS AND DATA CONTROL
IRL-SP-DDC-02-L2 Effective Date: 15-09-2023 Review Date: 15-09-2025
Version – [1.0] Supersede: None
5.3.12 WP Work Process
5.3.13 CP Continuous Polymerization
5.3.14 SSP Solid State Polymerization
5.3.15 PROD Production
5.3.16 QC Quality Control
5.3.17 MAIN Maintenance
5.3.18 DDC Documents And Data Control
5.3.19 IA Internal Audit
5.3.20 MRM Management Review Meeting
5.3.21 CPC Communication, Participation And Consultation
5.3.22 ALR Addressing Legal And Other Requirements
5.3.23 CM Change Management
5.3.24 CAL Calibration
5.3.25 TRA Traceability
5.3.26 TA Training And Awareness
5.3.27 CAPA Corrective And Preventive Action
5.3.28 ERP Emergency Preparedness And Response Plan
5.3.29 CM Customer Management
5.3.30 IAA Impact Aspect Analysis
5.3.31 EP External Providers
5.3.32 IAM Incident Accident Management
5.3.33 HRS Analysis And Risk Assessment
5.3.34 PTW Permit To Work
5.3.35 WM Waste Management
5.3.36 CHEM Chemical
5.3.37 EE Entrance & Exit
5.3.38 CPH Cleaning And Personal Hygiene
5.3.39 LOTO Lockout & Tagout
5.3.40 POL Policy
5.3.41 QHSE Quality, Health Safety & Environment
5.3.42 PFC Process Flow Chart
5.3.43 JD Job Description
5.4. Controlled documents:
5.4.1 Controlled document is indicated by "Document Number" mentioned at the top of every document.
5.4.2 Any document without document number will be considered as an uncontrolled document.
All the documents are maintained in master file under the custody of Management Representative and controlled by stamping with blue colored as
“Controlled Copy”.
5.4.3 Forms are special kind of documents that may be photocopied as needed. Furthermore, forms do not require any approval signature. Departmental Heads /
incharges are responsible for creating and using forms in their areas.
5.4.4 A copy of each approved form must be sent to the MR for inclusion in the controlled documents system and in the master list of documents.
5.5. Document preparation, revision, issue and approval:
5.5.1 Management Representative is responsible for preparing, issuing & updating the Quality, Health and Safety Environment System Procedures, Standard
Operating Procedures, Work Permits, formats and any required documents, requested by the respective departments.
5.5.2 Coordinator of the department initiate the updated version of documents in guidance of their respective Departmental Heads and then submits the
document updating request form to the Management Representative (MR) (via email) or hard copy, who authorizes to approve the draft of document.
5.5.3 These documents will be reviewed by Departmental Heads under assistance with the Management Representative as and when required.
5.5.4 Documents are reviewed by MR to ensure compliance with standard requirements.
5.6. Authorization, responsibility for documentation.
5.6.1 Documents are approved by relevant authorities prior to release either by CEO or MR.
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ISMAIL RESIN (PRIVATE) LIMITED
SYSTEM OF DOCUMENTS AND DATA CONTROL
IRL-SP-DDC-02-L2 Effective Date: 15-09-2023 Review Date: 15-09-2025
Version – [1.0] Supersede: None
5.7 Document issuance:
5.7.1 All controlled documents issued in PDF, Word and Excel file, or in hard copy only for viewing and sharing with concerned staff and considered as
“CONTROLLED DOCUMENT”. One set of documents is controlled through blue stamping “CONTROLLED COPY” and maintained in master file by
MR.
5.7.2 Those formats and records which are used by departments on daily basis, they are issued in soft files for record keeping and are considered as
“CONTROLLED DOCUMENT”. Their access is limited only to the authorized personnel.
5.7.3 Uncontrolled photocopies are only allowed for use by external parties. After issuance, designated department upon approval of Management
Representative.
5.7.4 The original document, approved and signed, is retained in the Master File by MR.
5.7.5 All issued documents are recorded (Soft/Hard Format). MR ensures that only the latest revisions of documents are available at the point of use. All the
documents can be uploaded on server and access can be provided to the relevant personnel via server cloud where required.
5.7.6 Documents can also be distributed in hard copy and documented information is maintained as “Document Distribution List”.
5.8 Document changes / Revision:
5.8.1 Any department can request a change, relevant person will fill Document Change Request form and submit it to Management Representative.
5.8.2 Management Representative will get the approval from the authority that initially approved the document.
5.8.3 If the request is accepted, changes are made and after the required approval on the original document copies are issued to the relevant personnel through
Document Distribution list.
5.8.4 Change mark/identification containing the revision date will be mentioned on upper side of the pages of the document which have been revised.
5.9 Obsolete documents control:
5.9.1 All the obsolete copies of previous version are collected by MR at the time of issuance of new version. Documents distribution list will help to assess the
distribution of documents for retrieval.
5.9.2 One copy of obsolete document is retained in “Obsolete Document File” located under control of MR.
5.9.3 Remaining copies are destroyed by suitable means as suggested by MR keeping in view the customer, regulatory or statutory requirements.
5.9.4 The retention time for obsolete documents is subjected upon request from user or from Customer demand or it may be as per customer, regulatory or
statutory requirement.
5.10 Issuing and amending formats:
5.10.1 All the required formats change by departments are initiated by departmental heads upon the request in form of written communication (Email) or
application.
5.10.2 A blank copy is maintained by the MR.
5.10.3 Changes are made in accordance with the document control procedure by using Document Change Request Form.
5.10.4 Amended issues are sent to the Management Representative for inclusion in controlled copies of the relevant document. The Changed document is kept in
the “Obsolete Document File’’.
5.10.5 Departmental heads are responsible for withdrawal and disposition of old issues and distribution of new issues to the relevant work areas with coordination
of Management Representative.
5.11 Control of External Documents:
5.11.1 Documents from external sources, including customers and suppliers use for support operational purpose subject to the document control procedure as
follows.
5.11.2 Documents like customer specification, Legal requirements, Rules, Laws and act.
5.11.3 The custodian of data is identified based on the relevance of the data and custodian will be responsible for maintaining security, integrity of the documents.
5.11.4 All external documents are controlled i.e. to be addressed and stamp “CONTROLLED COPY” prior to use, if require by the external source.
5.11.5 Ensure that changes and current revision status of documents are identified.
Ensure that documents of external origins are identified and their distribution controlled in Document Distribution List.
5.11.6 Coordinate document changes with customers and/or regulatory authorities in accordance with contract or regulatory requirements.
5.11.7 The External Document type may be an electronic copy, web-based and/or a hard copy.
5.12 Control of records
5.12.1 The records are properly filed and indexed for easy retrieval and safe storage.
5.12.2 Files are stored in numerical sequence and documents are stored in date order.
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ISMAIL RESIN (PRIVATE) LIMITED
SYSTEM OF DOCUMENTS AND DATA CONTROL
IRL-SP-DDC-02-L2 Effective Date: 15-09-2023 Review Date: 15-09-2025
Version – [1.0] Supersede: None
5.12.3 At various level records are also maintained in soft form. Relevant Departmental Heads will be responsible to ensure suitable identification of folders and
documents for easy and quick irretrievability of these records.
5.13 Technical Records.
5.13.1 It is the responsibility of departmental heads to maintain the records of original observations, derived data & sufficient information to establish an audit trail,
calibration records, staff records and copy of each test report issued for a defined period.
5.13.2 When mistake occurs in records, each mistake is crossed out (made illegible), not erased or deleted, and the correct value is entered alongside. All such
alterations to records are signed / initialed by the person making the correction and approved by departmental heads in consultation with MR.
5.14 Protection of records.
5.14.1 All records in soft/hard form are properly filed and stored at safe location to prevent damage, deterioration or loss. Those records that are kept in the system
or computer are kept in the appropriate places to prevent damage or loss.
5.14.2 List of records is maintained by the relevant Departmental Heads. This list will be providing at least following information
5.14.3 Title of record
5.14.4 File/Folder location (department internal and server cloud)
5.14.5 Access authorization (distribution)
5.14.6 Retention period (Subjected by use)
5.14.7 Storage areas shall minimize unauthorized access. Only personnel responsible for these records may remove records from the storage area and server cloud.
5.14.8 Designated storage areas shall be environmentally controlled to the extent necessary to preclude physical damage to the records by the departments.
5.15 Retrieval of records.
Record can be retrieved from Departmental Heads that are stored in record / retention area.
5.16 Retention period.
5.16.1 The retention period of records followed by:
5.16.2 Legal requirements
5.16.3 Contractual requirements
5.16.4 Organizational requirements
5.16.5 Statutory Requirements
5.16.6 The management representative in coordination with the management is responsible to identify the appropriate retention periods and mention in record.
5.16.7 In case there is no specific requirement identified then all documents and records shall be retained for 2 years.
5.17 Records disposal.
5.17.1 The decision on the records disposal depends on respective Departmental Heads after completion of retention period department may dispose of records with
the help of administration and HSE department.
5.17.2 Retained for additional duration if deemed necessary by the respective Departmental Heads/Management.
5.17.3 Obsolete records are disposed by similar manner as applies.
5.17.4 If there is any specific customer requirement for disposal, then it will be followed.
5.17.4 If there is any customer property records then it will be disposed of following procedure agreed with customer.
6. RELATED DOCUMENTS
6.1 Master List of Documents IRL-DDC-F.2-1-L4
6.2 Document Change Request Form IRL-DDC-F.2-2-L4
6.3 Document Distribution List IRL-DDC-F.2-3-L4
6.4 Record List IRL-DDC-F.2-4-L4
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