(ISO 17020:2012)

Control of Quality Records

Procedure

Document Origination, Revision & Amendment History:

Prepared By Reviewed By Approved By

Rev.
Issue Date
No.
Technical Manager Chief Executive Officer Chief Executive Officer
(TM) (CEO) (CEO)

01/01/2017 00

09/10/2023 01

*Authorized signatories are identified against the particular position on the “List of Staff, Services &
Competency” (Ref. LOS04-005).

Document Distribution List:

Copy No. 1 2 3

1 QMR/D-QMR **QMS Office File

*The document distribution status is available in the Master List of Documents and always the latest
revised (current version) copy is made available at the relevant point of use.** Accessible to the
employees mentioned in the “Master List of Documents” (Ref. MLD04-001).

All rights reserved. Unless otherwise specified, no part of this document may be reproduced or utilized in any form or by any means,
electronic or mechanical, including photocopying and micro filming, without written permission from the Quality Management
Representative of the “TAWASUL”. This is a controlled document and not permitted to copy or print, if copied/printed shall be considered
as uncontrolled document, unless otherwise stamped as “Controlled Copy”.

Doc. No.: CQR02-010 Rev:01, TAWASUL TESTING & INPECTION SERVICES,

Effective Date: 09/10/2023 PO BOX 231586, Dubai, United Arab Emirates,
Issue Date: 01/01/2017 www.tawasulservice.com
Page No. Page 1 of 6
 (ISO 17020:2012)

CONTENTS

1. PURPOSE

2. SCOPE OF APPLICATION

3. DEFINITIONS

4. RESPONSIBILITY FOR APPLICATION

5. PROCESS

6. FILING, MAINTENANCE AND DISPOSAL OF RECORDS

7. ATTACHMENTS/ASSOCIATED DOCUMENTS

All rights reserved. Unless otherwise specified, no part of this document may be reproduced or utilized in any form or by any means,
electronic or mechanical, including photocopying and micro filming, without written permission from the Quality Management
Representative of the “TAWASUL”. This is a controlled document and not permitted to copy or print, if copied/printed shall be considered
as uncontrolled document, unless otherwise stamped as “Controlled Copy”.

Doc. No.: CQR02-010 Rev:01, TAWASUL TESTING & INPECTION SERVICES,

Effective Date: 09/10/2023 PO BOX 231586, Dubai, United Arab Emirates,
Issue Date: 01/01/2017 www.tawasulservice.com
Page No. Page 2 of 6
 (ISO 17020:2012)

1. PURPOSE

The purpose of this procedure is to define an effective system for the control of
various quality records generated during implementation of quality system. These
records are subject to periodic analysis to understand the trend in the processes
and hence to implement improvement actions.

2. SCOPE OF APPLICATION

This procedure applies to all records within the ISO 17020 standards including
Internal and the External Origin, integrated / referred in this quality system as well as
their periodic analysis to understand trend in the processes. The scope of
application includes both hard copies and records maintained in electronic media.

3. DEFINITIONS

Statistical Analysis:
The process of compilation of data, their classification and analysis to project the
trend in the processes / system to identify any cause or to review the system
effectiveness regarding its implementation or any associated activity.

Records of External Origin:

If required, any previous version of the document(s) originated outside Tawasul; are
kept as record if still that has its importance for its previous use. This may be an
International Standards or any regulatory requirements etc.

Obsolete Copy:
These are out-dated copies of documents which are not in use anymore are kept as
record for a certain time.

4. RESPONSIBILITY FOR APPLICATION

The Quality Management Representative (QMR)/D-QMR, is responsible for

developing, implementing & maintaining of this procedure.

All the documents review, and approval is done by CEO/Managing Director of

Tawasul.

All rights reserved. Unless otherwise specified, no part of this document may be reproduced or utilized in any form or by any means,
electronic or mechanical, including photocopying and micro filming, without written permission from the Quality Management
Representative of the “TAWASUL”. This is a controlled document and not permitted to copy or print, if copied/printed shall be considered
as uncontrolled document, unless otherwise stamped as “Controlled Copy”.

Doc. No.: CQR02-010 Rev:01, TAWASUL TESTING & INPECTION SERVICES,

Effective Date: 09/10/2023 PO BOX 231586, Dubai, United Arab Emirates,
Issue Date: 01/01/2017 www.tawasulservice.com
Page No. Page 3 of 6
 (ISO 17020:2012)

5. PROCESS

Form Origination as part

of Procedure /
Document

Data Collection/Form
Fillings
Not Ok

Review /
Approval

Ok

Filing

Preparation of Hard Disk

(If Required)

Archiving / Record
Keeping including
Obsolete Documents

6. PROCEDURE
This procedure provides details on filing, maintenance, and disposal of
records. A detailed description is given here below:

i. All the forms referred in various procedures are to be used by the

responsible personnel to record the activities and results. These records
shall be legible and shall indicate the processing conditions, traceability
links and the identity of person who prepared / verified them.
ii. All records shall be filed date wise or serial number wise whichever is easy
in retrievability.
All rights reserved. Unless otherwise specified, no part of this document may be reproduced or utilized in any form or by any means,
electronic or mechanical, including photocopying and micro filming, without written permission from the Quality Management
Representative of the “TAWASUL”. This is a controlled document and not permitted to copy or print, if copied/printed shall be considered
as uncontrolled document, unless otherwise stamped as “Controlled Copy”.

Doc. No.: CQR02-010 Rev:01, TAWASUL TESTING & INPECTION SERVICES,

Effective Date: 09/10/2023 PO BOX 231586, Dubai, United Arab Emirates,
Issue Date: 01/01/2017 www.tawasulservice.com
Page No. Page 4 of 6
 (ISO 17020:2012)

iii. File all records as hard copies and/or in the computer as soft copies (e.g.
scanned or original soft data or software). All contractual or quality
related records on heat sensitive paper (Fax paper) shall be photocopied
to avoid fading, and file them accordingly. The record files are labelled in
a manner so can retrieve easily, effectively, and effectively.
iv. QMR/D-QMR is responsible for storing and maintaining of records
including their retention period is mentioned in the Master List Quality
Records and the documents records mentioned at the last part of
procedures/work instruction or wherever it requires. Person responsible for
storage of records shall ensure that they are maintained properly so that
over a period the records do not get spoiled or lost and information
remains legible.
v. Regular backups shall be taken for the records maintained in computer. If
necessary or required such records are maintained in on additional hard
disk to ensure protection from virus.
vi. Records required by the customer are made available, as per the terms
of contract or customer’s purchase order. (Generally, the, reports and
traceability records to national / international standards).
vii. Records Statistical Data is kept and maintained which may include any
non-conformance related to this QMS but not limited to audit
(internal/external) non-conformances, Customer complaints, Customer
Satisfaction Survey, Customer Feedback, Employee Satisfaction Survey,
etc.
viii. QMR/D-QMR prepares the “Quality Performance Analysis Report” based
on the statistical reports to discuss with all the concern team as well as for
the management review as per the Management Review Procedure.
The records and their related statistical data may include the followings
(refers to “Master List of Quality Records”: are kept and maintained, e.g.
which may include but not limited to:
▪ any non-conformance related to this QMS and related CPRs
✓ any non-conformance audit (internal/external)
✓ Customer complaints,
✓ Customer Satisfaction Survey,
✓ Customer Feedback,
✓ Etc.
▪ Performance on quality objectives
▪ Inspection performed in particular period and related issues etc.
ix. In case of record retention & storage period is required more or less than
All rights reserved. Unless otherwise specified, no part of this document may be reproduced or utilized in any form or by any means,
electronic or mechanical, including photocopying and micro filming, without written permission from the Quality Management
Representative of the “TAWASUL”. This is a controlled document and not permitted to copy or print, if copied/printed shall be considered
as uncontrolled document, unless otherwise stamped as “Controlled Copy”.

Doc. No.: CQR02-010 Rev:01, TAWASUL TESTING & INPECTION SERVICES,

Effective Date: 09/10/2023 PO BOX 231586, Dubai, United Arab Emirates,
Issue Date: 01/01/2017 www.tawasulservice.com
Page No. Page 5 of 6
 (ISO 17020:2012)

three (03) years for the specific record(s), then this is specified or relevant
in the procedure/ work instructions/document and then will be
maintained accordingly. Records more than three (03) year old is
disposed-off appropriately including obsolete records. The documents are
stored and protected appropriately to avoid any damage and any
changes in contents of record/data.
x. All the records are issued with a particular number as per Document &
Data Control Procedure or this may be any system generated unique
number for its identification & retrieval. All calculations and data transfers
made by Tawasul are subjected for appropriate checks and this was
reviewed and verified by superior/senior officer/manager.
xi. The QMR/D-QMR will maintain all this Quality Management System
records current and up to date.
xii. Where records are stored in electronic media, the same shall be
password protected for access, periodic back-ups taken and installed
with virus shield.
xiii. The Quality Performance Analysis Report and statistical reports are
maintained for Three (03) years by the Management Representative.
Other records shall be maintained as stipulated in relevant procedures.
xiv. The record related to all the functions is maintained for the duration of the
order/contract or as a minimum period of Three (03) years along with all
contractual correspondence or otherwise specified. After that this can be
discarded (manual tear off or by any other appropriate means).
Tawasul assures that result of inspection/service(s) supplied by sub-
contractors in the inspection report(s) /certificate(s) is/are correct and
accurate. Any Correction/ Amendments in the report or certificate must
be in accordance with the established information shared/
communicated or sub-contracted by Tawasul. All records, reports/
certificate are properly maintained and archived for a period of Three
years (03) (7.4.4; 7.4.5) or unless or otherwise specified for any particular
document record internally or by any relevant regulatory agency /
authority or specified by any specific reference standards/schemes/
guidelines.

7. ATTACHMENTS/ASSOCIATED DOCUMENTS

a) Master List of Quality Records (LQR04-002)

b) Quality Performance Analysis Report (QRP04-026)
c) Document & Data Control Procedure (DDC02-009)
d) Management Review Procedure (MRP02-015)

All rights reserved. Unless otherwise specified, no part of this document may be reproduced or utilized in any form or by any means,
electronic or mechanical, including photocopying and micro filming, without written permission from the Quality Management
Representative of the “TAWASUL”. This is a controlled document and not permitted to copy or print, if copied/printed shall be considered
as uncontrolled document, unless otherwise stamped as “Controlled Copy”.

Doc. No.: CQR02-010 Rev:01, TAWASUL TESTING & INPECTION SERVICES,

Effective Date: 09/10/2023 PO BOX 231586, Dubai, United Arab Emirates,
Issue Date: 01/01/2017 www.tawasulservice.com
Page No. Page 6 of 6