CONFIDENTIAL

Revision No: 1.000

Title : FORMAT AND NUMBERING OF DOCUMENTS & RECORDS Replaced Rev. No: 0
Document No : XXX/QAD/PSOP/002 Valid date of : 01.09.2017
Document Type : Standard Operating Procedures Retention time: 2 years from
Department : Quality Assurance date of next revision

Name Designation Date Sign

Prepared by
Approved by
Released by

Recipient QA - Department

1. OBJECTIVE

To define the standard format of PSOP and the procedure for allotment of numbers to documents and
records prepared in (Company)

2. SCOPE

This procedure is applicable to all document s prepared in (Company)’s facility by various divisions viz.
production, quality control, quality assurance, HR & Administration, maintenance, warehouse , logistics
& sales for compliance to the standard format prescribed in this PSOP as well as for compliance to the
numbering protocol prescribed herewith.

3. RESPONSIBILITY

3.1 Execution: QA Executive

3.2 Verification: V. P Technical & QA Manager

4. ACCOUNTABILITY

4.1 QA Manager

5. PROCEDURE

5.1. PREPARATION OF SOP IN STANDARD FORMAT

5.1.1 Each and every operation which is to be documented is classified either in an equipment SOP or a
process SOP or validation SOP and are named as ESOP, PSOP and VSOP respectively.

5.1.2. The document is prepared in word format with A4 size layout in Font Calibri as prescribed in
XXX/QAR1/PSOP/002 including all the headings and subheadings.

5.2. NUMBERING PROTOCOL OF DOCUMENTS

5.2.1. The following protocol is followed for numbering the documents and records
 CONFIDENTIAL
Revision No: 1.000
Title : FORMAT AND NUMBERING OF DOCUMENTS & RECORDS Replaced Rev. No: 0
Document No : XXX/QAD/PSOP/002 Valid date of : 01.09.2017
Document Type : Standard Operating Procedures Retention time: 2 years from
Department : Quality Assurance date of next revision

5.2.2. Document protocol code - XXX/XXD/KZZZ/000 – For documents maintained by all departments
whose movements are routed through QA division is numbered as per the notation.
Code Denotes Notation
XXX (Company) XXX
XX PRODUCTION MF
QUALITY ASSURANCE QA
QUALITY CONTROL QC
MAINTENANCE MN
WAREHOUSE WH
LOGISTICS & SALES LG
HR & ADMINISTRATION HR
D DOCUMENT D
K PROCESS P
EQUIPMENT E
VALIDATION V
TESTING T
STANDARD S
ZZZ STANDARD OPERATING PROCEDURE SOP
QUALITY SYSTEM PROCEDURE QSP
000 NUMERALS STARTS FROM 001 TO 999
5.2.3. For documents other than SOPs the following notation can be used – XXX/XXD/NNN/001

Code Denotes Notation

XXX (Company) XXX
XX PRODUCTION MF
QUALITY ASSURANCE QA
QUALITY CONTROL QC
MAINTENANCE MN
WAREHOUSE WH
LOGISTICS & SALES LG
HR & ADMINISTRATION HR
D DEPARTMENT D
NNN MASTER FORMULA RECORD MFR
QUALITY SYSTEM DOCUMENT QSD
TECHNICAL FILE CODE TFC
STANDARD TESTING PROTOCOL STP
COMPANY STANDARD CS
000 NUMERALS STARTS FROM 001 TO 999

5.3. NUMBERING PROTOCOL OF RECORDS

 CONFIDENTIAL
Revision No: 1.000
Title : FORMAT AND NUMBERING OF DOCUMENTS & RECORDS Replaced Rev. No: 0
Document No : XXX/QAD/PSOP/002 Valid date of : 01.09.2017
Document Type : Standard Operating Procedures Retention time: 2 years from
Department : Quality Assurance date of next revision

5.3.1. Documents and Records have a parent child relationship. Records are defined as the templates in
which an activity or result is recorded as per the parent document.

5.3.2. Record protocol code - XXX/XXRN/KZZZ/000 – For documents maintained by all departments
whose movement are routed through QA division is numbered as per the notation.
Code Denotes Notation
XXX (Company) XXX
XX PRODUCTION MF
QUALITY ASSURANCE QA
QUALITY CONTROL QC
MAINTENANCE MN
WAREHOUSE WH
LOGISTICS & SALES LG
HR & ADMINISTRATION HR
R RECORD & REGISTER R
N NUMERAL STARTING FROM 1
K PROCESS P
EQUIPMENT E
VALIDATION V
TESTING T
ZZZ STANDARD OPERATING PROCEDURE SOP
000 NUMERALS STARTS FROM 001 TO 999
Eg: XXX/QCR1/PSOP/001

6. LIST OF RECORDS

SL.NO NAME OF RECORD RECORD NO

1 SOP template XXX/QAR1/PSOP/002

7 ABBREVIATIONS

6.1 Q.A - Quality Assurance

6.2 G.M - General Manager

6.3 PSOP – Process Standard Operating Procedure