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Document Distribution

No. Issued To Issue Date Issued By

Master MR 01/05/2019 MR
A Auditor (With MR) 01/05/2019 MR

Revision Record

Page Issue Rev. Change

S. No. Details of Change
No. No. No. Date
1 All 1 0 01/05/19 System Initialized As Per ISO 9001:2015

Abbreviations Used
CAR Corrective Action Report
FH Functional Head
CFT Cross Functional Team
SI Store In-Charge

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1 Purpose:

To provide updated and correct information to people and to be able to trace the right document for
desired information, while eliminating the use of obsolete documents.

2 Scope:
Quality Manual, Procedures, Formats, Work Instructions, Control Plans, National and International
Standards, Responsibility & Authority Manual and Process Chart etc.

3 Responsibilities:

The responsibilities for preparation, control, review and approval of different documents is as
described on page 5 of this procedure.

4 Details:

4.1 DOCUMENT IDENTIFICATION:

4.1.1 Any document issued for operation of Quality Management Systems is designated by document
number as per scheme given below:

Level I Document - Quality Manual

4.1.1.1 The Quality Manual is designated as:

AE - QM - XX

Serial Number

Stands for Quality Manual

Short Name for Company

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4.1.2 Level II Document - Procedures

Procedures / Process Approach: AE-P-YY

4.1.3 Level III Documents - (Objectives& Targets, Control Plan, FMEA, PFD, Work Instructions,
Checklist etc.):

The above Documents shall be numbered as per details given below:

Business Plan AE-BP-YY

Objective & Targets: AE -O&T-YY

Control Plan (Customer Wise): AE -CP-YY
Work Instruction: AE -WI-YY
Organization Chart: AE –ORG-YY

PFD: AE –PFD-YY
Responsibility & Authority: AE –RAA-YY
Skill Matrix: AE –SM-YY
Checklist: AE -CL-YY
Master List: AE -ML-YY
Job Description: AE -JD-YY

4.1.4 Level IV Document – Formats

Formats: AE -FT-YY

Where - AE Stands for Aashita Enterprises

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YY stands for the running sequence number under the department (01 to 99)

4.2 DOCUMENT ISSUE AND CONTROL:

 All controlled documents are identified with a stamp placed on them in red ink, reading
“Controlled If Stamped Red”. Currently because of the size only single copy is retained and
that too without any controlled copy stamp. Such documents also contain information about
document holder’s identification, copy number, and date of issue, revision and issue number of
that document and the authority responsible for review, control and approval of such
documents. All authorities sigh revision control page of such documents. For electronic copies
only secured or protected files are treated as controlled copies. The users of such copies must
ensure that their title appears in the attached distribution list of the document. No stamps or
sign appear on electronic copies.

 Master copies of all controlled documents are kept and are available with MR. All master
copies are marked with stamp reading “Master Copy”, preferably on the reverse side, on each
page of all the controlled documents. These master copies also provide information about date
of issue and issuing authority.

 On the documents, which are not prepared by our organization but defined in the scope
section above (such as national or international standards), only ‘master copy’ stamps are
marked. MR controls these documents. Refer section 4.3 of this document for details

 The MR maintains a master list of all controlled documents, indicating the following
information:
 Document name
 Document identification
 Issue No.
 Revision No.
 Date on which it was revised
 Document distribution

 When documents are used for Marketing or other similar purposes where non-availability of
latest revision will not affect quality, an uncontrolled copy is issued.

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4.3 Document and Data Changes

1 All the people using these controlled documents are advised to continually look for
opportunity for improvement and necessary updating in these documents. Based on their
suggestions and usage of the documents, they are revised and updated.

2 For changes required in controlled documents, request is submitted to the MR. the MR reviews
the request, and if changes are required, revisions are made. The MR on issue of new revision
ensures its availability at all pertinent locations and destroying of old documents, this includes
verbal requests submitted. Master lists are used for this purpose and issue and withdrawal of
new and obsolete documents is controlled through them. All relevant master lists are revised
after each revision to reflect the current revision status. The changes made in controlled
documents are also discussed in management review meetings.

3 Master copy of old revisions of revised documents kept by MR for reference as per its retention
period after stamping “Obsolete Copy” on them. If documents are to be kept for a period
beyond their retention time, they are marked as “For Reference Only”.

4 For quality system manual and quality system procedures, when changes are made in
contents of any section, the changes are identified on an attached revision record. Wherever
practical, revised text is put in ‘Italic Text’ to facilitate quick identification of changes made.

5 Changes made in documents are reviewed and approved by the same authority that reviewed
and approved the original document unless otherwise decided.

6 Hand written changes are permissible provided the authorized personnel approve them.

7 To indicate revision status of quality manual and procedures, two numbers are used, namely
Rev. No. and Issue No. The revision no. indicates the revision status of a particular page or
document, whereas the issue number indicates the revision status of entire document. When
maximum 20 changes appear in revision record sheet of quality manual, the entire document
is revised and issued with next higher issue no. For example, when Issue 1 of quality manual
has been revised 20 times, a new issue with issue on 2 is issued in which all sections will have
rev. no.0.

4.4 Control of Documents On Electronic Media:

1 For electronic copies only secured or protected files are treated as controlled copies. The
users of such copies must ensure that their title appears in the attached distribution list of the
document. No stamps or sign appear on electronic copies.

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2 A back up of all such documents is taken quarterly and on each revision. The entire control of
such documents lies with MR.

4.5 Control of External Documents: (To be read in conjunction with 4.1 Para 3 of this
document)
1 External documents are marked with “Master Copy” stamp. All such documents remain in the
control of MR.

2 International standards are kept updated by visiting the site of relevant issuing authority and
procuring information from there. Records of verification of such international standards will
also be maintained, if such standards from part of our quality system.

3 For other external origin documents, if any, the issuing authority is contacted and the status of
document is obtained.

4 The frequency of such verification is at six months interval and if necessary, it may also be
carried out during determination and review of customer’s requirements.

4.6 Engineering Specifications

1 Customer engineering standards / specification and changes based on customer required

schedule when received are reviewed by the customer representative along with the core
team members as identified in the concerned control plan. If these are for a new component,
the core team is formed in consultation with Proprietor. All engineering specifications are
reviewed as early as possible as but not later than 10 working days.
5 PEFERENCES:
 Master Lists of Controlled Documents
 File of Obsolete Documents Available with MR
 Records of Visit of Web Sites of Organizations Regulating Controlled Documents
 Customer’s Part Approval Process

Document Control System:

The Controlling system for different documents is as described below:

Prepared Reviewed Controlled Approved

Document
By By By By

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Quality Manual MR MR MR Proprietor /MR

Quality System Procedures (QSP) MR MR MR Proprietor /MR

Lab Manual MR MR MR Proprietor /MR

Quality Formats MR & DGM MR & DGM MR Proprietor /MR

Work Instructions MR & DGM MR & DGM MR Proprietor /MR

Master Lists (QM, QSP, R & A Manual W.I.,

MR MR MR Proprietor /MR
External Documents Etc.)
Master List of Approved Suppliers MR MR MR Proprietor /MR

Qualification Criteria / Skill Matrix MR MR MR Proprietor /MR

Responsibility & Authority Manual MR MR MR Proprietor /MR

Internal Audit Checklist MR MR MR Proprietor /MR

Control Plan CFT CFT MR Proprietor /MR

Flow Process Charts CFT CFT MR Proprietor /MR

6 Control Of documented information:

 Identification, storage, protection, retrieval, retention and disposition requirements of records

are defined. All records remain legible, readily identifiable and retrievable. Records maintained
on electronic media are properly preserved and protected against change and destruction.
Backup of such records is taken quarterly to avoid chances of loss of data.

 Pasting a slip on records, detailing out the location, number, responsibility and retention period
facilitates ready identification and quick retrieval of records. A list of all records maintained is
provided in this document. All storage locations are also numbered and indicated with title of
records.

 All records after their retention period are disposed in the month of November and April each
year.

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 All functional heads are responsible for this activity pertaining to their function, whereas the
MR provides suitable framework to achieve the same.

 The controlling system of records is defined on subsequent pages.

7 PEFERENCES:
 Master Lists of Controlled Documents
 File of Obsolete Documents Available with MR

Location &
Record’s Name Responsibility Retention Period
Storage

All Inspection Records Quality Deptt. Quality Head 1 Year

All Production Records Prod. Deptt. Prod. Head 1 Year

Customer Satisfaction, Feedback QMS Deptt. MR 1 Year

Corrective action QMS Deptt. MR 1 Year

Analysis Records QMS Deptt. MR 1 Year

Management Review Meeting QMS Deptt. MR 2 Year

Internal Quality Audits, QMS Records QMS Deptt. MR 2 Year

1 Year & As Per
All customer related records QMS Deptt. MR Customer Requirement
Records of Compliance with statutory
Admin Office Top Management 1 Year
requirements

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Machine history records Maint. Deptt Maint. Head 2 Year

Calibration Record Quality Deptt. Quality head 2 Year

Continual Improvement QMS Deptt. MR 1 Year

Skill matrix, Training Record & Other
HR Deptt. HR 2 Year
Employee Related Records

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