Marina Academy of Maritime Research Centre & Charitable Trust

Document Name: Document Control Procedure

Document Number: MAMRC/PRO/02 Page 1 of 1
Date of Issue: 01-06-2019 Version: 1:00

Purpose & Scope:

To establish and maintain a system which ensures that documents which strengthen the Quality Management
System are controlled.

This Quality Management System Procedure applies to the control of all documents forming a part of Marina
Academy.

Procedure

Sr. Responsibility Records /

Activity
No. / Authority References
1. GENERAL

Marina Academy.
maintains a Hard copy based Quality Management System. All
documents of QMS like Quality Management system manual,
Processes, Procedures, Risk Assessment, SOPs, Forms and Master List of
Work Instructions are available in hard copy form with the QMS Documents
Coordinator and are modified by those who are authorized to MAMRC/MLD/01
1.1 change them. The QMS Coordinator release all QMS FSTL Master List of
documentation. The hard copy maintained with the QMS Forms
Coordinator is the Master copy and is stamped on the back side MAMRC/MLF/01
as MASTER COPY. A master list of documents & a master list
of forms are maintained with the QMS Coordinator.
Master copies, Controlled copy & Obsolete copy will be
identified by affixing rubber stamp seal in at the front side of
every page.
Quality Management system Manual and System Procedures
Relevant
are prepared and checked by the QMS coordinator / Director. Process
1.2 documents/
The Process Profiles are prepared and checked by the Owners
records
respective process owners.
Relevant
The Procedures/Work Instructions and SOPs shall be prepared Process
1.3 documents
and checked by the respective Process Owner. Owners
/records
The approval of all the Quality Management system Manual,
QMS Relevant /
Risk Assessment, Quality Policy, system Procedures,
1.4 Coordinator/ documents
Responsibilities and Authorities documents is done by the QMS
Director records
Coordinator/ Director.
Master List of
Photocopies of the master copy are made and stamped as Documents
CONTROLLED COPY on the front side and are distributed to QMS MAMRC/MLD/01
1.5 relevant process owners. The details of the distribution of Coordinator/ Master List of
CONTROLLED COPY are mentioned in the Master List of Director Forms
Documents and in the Master List of Forms. MAMRC /MLF/01

1.6 Superseded documents are removed from points of issue and QMS Obsolete File
use. Older versions are stored in obsolete files. Master hard Coordinator/
copies are clearly marked “OBSOLETE COPY" and retained in
Director

Prepared by: Approved by:

QMS Coordinator Director
 Swift Marine Tech Services Pte. Ltd.
Document Name: Document Control Procedure
Document Number: SMTS/PRO/01 Page 2 of 4
Date of Issue: 01-06-2017 Version: 1:00

Sr. Responsibility Records /

Activity
No. / Authority References
the obsolete file maintained by the QMS Coordinator/ director.
Master List of
Documents
The Master Lists of Documents and Forms identify the current MAMRC/MLD/01
issue status of controlled documents. The Quality Management QMS
1.7 system Manual, Process Profiles, Risk Assessment QMS Coordinator/ Master List of
Procedures and other QMS documents would be controlled by Director Forms
version / date. MAMRC/MLF/01

2. AMENDMENTS
Amendments to controlled documents are made by the same
Change
2.1 position/function, which prepared, reviewed and approved or
Initiator
released the original documents.
Change
request/Amendme
Those seeking amendments to documents provide pertinent nt register
Change
background information for review by the position/function with MAMRC/QS/
Initiator
the authority to approve changes. FRM/04

Change
request/Amendme
nt register
Review of proposed changes is by the QMS Coordinator, in QMS
2.2 MAMRC/QS/
consultation with the Process Owner concerned, as appropriate. coordinator
FRM/04

Change
Amendments are made, and approval of amendments is done
Process request/Amendme
by the QMS Coordinator in consultation with the concerned
Owners, nt register
2.3 process owner. The amended document is then approved by
QMS MAMRC/QS/
QMS Coordination/Director. The changes are recorded into the
Coordinator FRM/04
Change Request Register.
Master List of
Documents
MAMRC/MLD/01
The master lists of documents and forms are updated to reflect QMS
2.4 Master List of
the latest versions. Coordinator
Forms
MAMRC/MLF/01

The changes are communicated to concerned holders by Master List of

appropriate means and the upgraded documents are made Documents
available. MAMRC/MLD/01
QMS Master List of
2.5
Coordinator Forms
MAMRC/MLF/01
Circulars

Prepared by: Approved by:

Captain /Principal HOD
 Swift Marine Tech Services Pte. Ltd.
Document Name: Document Control Procedure
Document Number: SMTS/PRO/01 Page 3 of 4
Date of Issue: 01-06-2017 Version: 1:00

Sr. Responsibility Records /

Activity
No. / Authority References

3. DOCUMENT NUMBERING SYSTEM

The Quality Management system manual, procedures, process

profiles and other QMS documentation shall be given a unique
identification name, id and Issue/Revision date as follows:
For Quality Management system Manual:
 MAMRC/QMS /M/ 01
 QMS identifies Quality Management System M
indicates Manual
The revision and date shall be indicated on the cover page and
in each page of the manual

For Mandatory Procedures:

 MAMRC /PRO/XX
o PRO identifies a Procedure
o XX is the procedure Number Master List of
The revision and date shall be indicated on the cover page and Documents
on each page of the procedure. QMS MAMRC/MLD/01
3.1 COORDINATO Master List of
R Forms
For Procedures:
MAMRC/MLF/01
 MAMRC/PRS/SOP/XX
o PRS identifies a Process and SOP for standard
operating procedure
o XX is the process/ standard operating
procedure number
The revision and date shall be indicated on the cover page and
on each page of the process.

For Formats:
 MAMRC/XX/FRM/YY
o FRM identifies a format.
o XX identifies the Process / Area to which it
belongs.
o YY identifies the Format number
The revision and date shall be indicated in the form.
For Work Instructions: Master List of
QMS Documents
 MAMRC/XX/WI/YY Coordinator MAMRC/MLD/01
o WI identifies a work instruction.

Prepared by: Approved by:

Captain /Principal HOD
 Swift Marine Tech Services Pte. Ltd.
Document Name: Document Control Procedure
Document Number: SMTS/PRO/01 Page 4 of 4
Date of Issue: 01-06-2017 Version: 1:00

Sr. Responsibility Records /

Activity
No. / Authority References
o XX identifies the Process / Area to which it
belongs.
o YY identifies the Work instruction number
The revision and date shall be indicated in the work instructions.
For SSOP & Flow chart:
 MAMRC/DOC/ YY Master List of
QMS Documents
Where YY is document number
Coordinator MAMRC/MLD/01
DOC stands for either Process /SOP
SOP & Flow Chart shall be identified with their names directly.

4. FORMATS
Master List of
The master hard copy of each form shall be versioned / dated
QMS Forms
4.1 and numbered so as to show its revision status and shall be
Coordinator MAMRC /MLF/01
authorized.

Master List of
The master copies of each authorized form shall be kept with the QMS Forms
4.2
QMS Coordinator. Coordinator MAMRC /MLF/01

Master List of
QMS Forms
4.3 All forms shall be controlled by the Master List of Forms.
Coordinator MAMRC /MLF/01

Master List of
It shall be the responsibility of the users to obtain the latest copy QMS Forms
4.4
of the desired form from the QMS Coordinator. Coordinator MAMRC /MLF/01

5. STANDARDS/EXTERNALLY GENERATED DOCUMENTS

Master List of
Externally
Details of externally generated documents / Standards (Name, Controlled
Publication and distribution details) are mentioned in the Master Process Documents
5.1
List of Externally Controlled Documents maintained with the Owners MAMRC
QMS Coordinator. /MLED/01

Master List of
Externally
Controlled
The process owner obtains a copy of the Standards / Externally
5.2 Process Owner Documents
Generated Documents and amendments.
MAMRC
/MLED/01

5.3 Process Owner Master List of

The reissued /amended Standards / Externally Generated
Externally

Prepared by: Approved by:

Captain /Principal HOD
 Swift Marine Tech Services Pte. Ltd.
Document Name: Document Control Procedure
Document Number: SMTS/PRO/01 Page 5 of 4
Date of Issue: 01-06-2017 Version: 1:00

Sr. Responsibility Records /

Activity
No. / Authority References
Controlled
Documents
Documents shall be kept with the concerned Process Owner.
MAMRC
/MLED/01

Prepared by: Approved by:

Captain /Principal HOD