VERNET INDIA PVT.LTD. Document No.

TITLE : DOCUMENTED INFORMATION MANAGEMENT Issue no.

ISO 9001:2015 Clause Ref. - 7.5.1, 7.5.2, 7.5.3, 10.3.1 Issue Date
PURPOSE : 1. To ensure the control of systems documents & external originated documented information
2. This procedure covers identification, storage, collection, maintenance, retention period and disposition of documented information
SCOPE : This procedure is applicable to systems records maintained to demonstrate conformance to specified requirements and effective operations of
quality systems
PROCESS OWNER : MR By whom (personal, training,
By what (Equipment material) Risk know-how, skills):
MS Excel 1. Wrong document number issued 1) MR and respective Process
2. System change note NOT raised and amendment done by owners
process owner
3. Documented Information NOT legible
4. Documented Information revision number NOT updated after
changes
Inputs: Output:
1. ISO 9001:2015 requirements
1. ISO 9001:2015 standard/External origin addressed in QM.
documented information 2. Customer specific systems'
2. Customer specific requirements/standards requirements.
3. Legal & Regulatory requirements 3. Legal & Regulatory
4. Changes/amendments in the above requirements addressed in QM.
documents 4 Communication of above
requirements and system to the
Documented relevant process owner.
Information Management 5.Generation of specific records
and defining their retention period.
6 Changes/amendments
(Whenever received).
7)Record disposal after expiry of
retention period.
8.Document control and issue of
documents/records to relevant
process owners.
How (instructions, procedures, methods, Performance Indicators:
technique): 1.No. of System Change Note
-Receive Documents 2.NC due to Documented Information
-Preparation of Systems Manual (Internal / External)
-Amend in case of changes & communicate
-Record retention & disposal control

Page: 01 of 07 Signature - MR
operations of
ed Information
TITLE : DOCUMENTED INFORMATION MANAGEMENT DOCUMENT NO. - MR-P-01
ISO 9001:2015 Clause Ref. - 7.5.1, 7.5.2, 7.5.3, 10.3.1 ISSUE - 00
ISSUE DATE - 01.04.2020
PURPOSE : 1. To ensure the control of systems documents & external originated documented information

2. This procedure covers identification, storage, collection, maintenance, retention period and
disposition of documented information

SCOPE : This procedure is applicable to systems records maintained to demonstrate conformance to specified
requirements and effective operations of quality systems

S. No. Abbreviations and Terminologies

1 QM Quality Manual

2 DICR Documented Information Change Request

3 ECN Engineering change Note

4 PCN Process change Note

5 MR Management Representative

6 MOM Minutes Of Meeting

7 HOD Head Of Department

SEIRI - Clearing Up
SEITON - Organizing
8 5S SEISO - Keeping Clean
SEIKETSU - Standardization
SHITSUKE - Discipline

9 Deptt. Department

10 IATF International Automotive Task Force

11 DP Documented Process
Page 02 of 07 SIGNATURE - MR
TITLE : DOCUMENTED INFORMATION MANAGEMENT DOCUMENT NO. - MR-P-01
ISO 9001:2015 Clause Ref. - 7.5.1, 7.5.2, 7.5.3, 10.3.1 ISSUE - 00
ISSUE DATE - 01.04.2020
PURPOSE : 1. To ensure the control of systems documents & external originated documented information
2. This procedure covers identification, storage, collection, maintenance, retention period and disposition of documented information
SCOPE : This procedure is applicable to systems records maintained to demonstrate conformance to specified
requirements and effective operations of quality systems
DOCUMENTED INFORMATION CONTROL
Job Flow Resp Checking Point Document / Format

Start

FIRST TIME DOCUMENT INF. PREPARATION FLOW:

MR
Identification of need for Standard Orgin Iso 9001:2015)
documented information
preparation -Customer specific requirements
-Legal & Regulatory requirements

MR
Discussion and
consensus on the
proposal

Prepare the document - MR -Approval by Plant Head Quality Manual and

Quality Mannual and
Documented Process Documented Process

DOCUMENTED INF. SYSTEM CHANGE FLOW:

 Identify the need for MR / Process Owner
system change

Prepare System Change

Note & Discuss with MR / Process Owner -Allot System Documented Informati - System Change Note
concerned personnel Change Note No. and 'record the
necessary changes with justifications

Release updated MR -With Effective Date of Implementati - System Change Note

document with Change
Request

Update Amendment in MR - System Change Note

the summary sheet - Amendment Record

Finish
PAGE - 03 OF 07 SIGNATURE - MR
TITLE : DOCUMENTED INFORMATION MANAGEMENT DOCUMENT NO. - MR-P-01
IATF 16949:2016 Clause Ref. - 7.5.1, 7.5.2, 7.5.3, 10.3.1 ISSUE - 00
ISSUE DATE - 01.04.2020
PURPOSE : 1. To ensure the control of systems documents & external originated documented information
2. This procedure covers identification, storage, collection, maintenance, retention period and disposition of documented information
SCOPE : This procedure is applicable to systems records maintained to demonstrate conformance to specified
requirements and effective operations of quality systems
RECORD RETENTION
Job Flow Resp Checking Point Document / Format

Start

Respective Deptt
Initiate any record

Inform to MR Respective Deptt

Office

N
Discuss O MR
relevance
& If
Approved

Inform to MR
Y Initiator
E
S

Update Master List of

Documented Information
 MR -Prepare/Update Record retention Master List of Documented
Update Master List of
Documented Information in the ML of Documented InformationInformation
only with disposal method

MR / HOD's -Ensure Statutory & Regulatory

Ensure relevant retention
period requirements compliance
-Factory Act
- Customer Specific Requirements

Maintain documented information

in Active Files as per Retention MR / HOD's Ensure documentation retrieval
Period
time should be less than 15 minutes

Document
ed Y
Informatio e MR
n s
exceeding
retention
period

Dispose
documented Respective deptts. Documented information of sensitive
N information which
o exceed the retention nature to be shredded
Period

Respective deptts. Ensure retrievability through regular

Store at defined
location 5S audits
Store at defined
location

Finish

PAGE - 04 OF 07 SIGNATURE - MR
TITLE : DOCUMENTED INFORMATION MANAGEMENT DOCUMENT NO. - MR-P-01
ISO 9001;2015 Clause Ref. - 7.5.1, 7.5.2, 7.5.3, 10.3.1 ISSUE - 00
ISSUE DATE - 01.04.2020
PURPOSE : 1. To ensure the control of systems documents & external originated documented information
2. This procedure covers identification, storage, collection, maintenance, retention period and disposition of documented information
SCOPE : This procedure is applicable to systems records maintained to demonstrate conformance to specified
requirements and effective operations of quality systems
EXTERNAL ORIGIN DOCUMENTED INFORMATION CONTROL
Job Flow Resp Checking Point Document / Format

Start

Maintain the record of documented External documents may be

Receiving of external
documented information
Respective Deptts. information following amongst others -
-Customer manuals
-Customer Drawings &
Validation specifications
Validation specifications
-Legal / statutory documents

Original copy is -Systems documents with MRs

retained by respective
owners Respective Deptts. -Technical documents with Engg.
-Legal documents with HRM

Documents Distribution to
the concerned members
(wherever required)
 Documents Distribution to
the concerned members
(wherever required)
Respective Deptts. -Maintain Distribution matrix for
released documents
-Documents confidentiality to be
maintained (these are controlled
documents and shall not be shared
with any external agency)

Give a copy to MR for

Identifying the need for MR
system change

MR -With Effective Date of - System Change Note

Release updated
documents with System Implementation
Change Note

Update Amendment
Summary Sheet MR - Amendment Record

MR -Quality Manual & Procedure

Quality Manual / Documented
Process & Documented Information (DP)
Updation with release to concerned

Finish
PAGE - 05 OF 07 SIGNATURE - MR
TITLE : DOCUMENTED INFORMATION MANAGEMENT DOCUMENT NO. - MR-P-01
IATF 16949:2016 Clause Ref. - 7.5.1, 7.5.2, 7.5.3, 10.3.1 ISSUE - 00
ISSUE DATE - 01.04.2020
PURPOSE : 1. To ensure the control of systems documents & external originated documented information
2. This procedure covers identification, storage, collection, maintenance, retention period and disposition of documented information
SCOPE : This procedure is applicable to systems records maintained to demonstrate conformance to specified
requirements and effective operations of quality systems
SPECIAL NOTES -
1. System for giving Control No. to the documents -
A. Apex Manual - QM
QM is Quality Manual
Issue No. -Issue or revision No. - Start with 00
Issue Date - DD.MM.YEAR, e.g. - 01.04.2020
B. DP - Documented Process, e.g - DEPT-P-01 where DEPT stands for department, P stands for documented process
C. Formats - Control No. shall be given at the Bottom of every format
DEPT/F/XX; where DEPT stands for department code, F stands for Format and and XX stands for serial number
Issue No. - Format Issue or revision No. XX - Start with 00 after it reaches 10, will again start from 01
Issue Date - DD.MM.YEAR, e.g. - 01.04.2020
Format Numbering System with Department Code
Department Code Department Name
ENG Engineering
NPD New Product Development
MR Management Representative
QAD Quality Assurance
PRD Department
Production
MNT Maintenance
 PUR Purchase
STR Store
SAL Sales
HR Human Resources
Any new document to be added in relevant department with it's respective series number

PAGE - 06 OF 07 SIGNATURE - MR
d information
TITLE : DOCUMENTED INFORMATION MANAGEMENT DOCUMENT NO. - MR-P-01
IATF 16949:2016 Clause Ref. - 7.5.1, 7.5.2, 7.5.3, 10.3.1 ISSUE - 00
ISSUE DATE - 01.04.2020
PURPOSE : 1. To ensure the control of systems documents & external originated documented information.

2. This procedure covers identification, storage, collection, maintenance, retention period and
disposition of documented information

SCOPE : This procedure is applicable to systems records maintained to demonstrate conformance to

specified requirements and effective operations of quality systems

S. No. Document No. Document Title Custodian Retention period

Page 07 of 07 SIGNATURE - MR