Document No.

: AT/FSMS/P/03
FOOD SAFETY MANAGEMENT Issue Date : 15/09/2023
SYSTEM MANUAL Issue No. : 01
Revision No. : 00
ISO 22000:2018 Page No. : Page 1 of 7
SOP - 03 : PROCEDURE FOR DOCUMENT CONTROL
1. PURPOSE:
To define a process to control all documents, checklists, records, etc. and to identify a unique
numbering system.

2. SCOPE:
This covers all FSMS Documents such as manual, SOP, work instructions, forms, etc. used
at ARAMTEC.

3. RESPONSIBILITY:
 Quality Assurance (QA) / Food Safety Team Leader (FSTL)
Is the assigned Document Controller Officer. Responsible in the control, update,
distribution, and safekeeping of all Food safety and Quality documents and records of
Aramtec.
Implements the established Document Control Procedure and Records Control
Procedure and identifies potential areas for improvement.

 Operation Head / Management Representative

Responsible to issue reviewed and approved documents. Maintain and implement this
procedure.

 Department Head
Each department head is responsible to draft the required document for their
department’s requirements.

4. DEFINITIONS:
 DCO : Document Control Officer

 Documentation: A set of Instructions, Procedures, Work instructions or Standard

Operating procedures which describe how to perform an activity.

 CONTROLLED COPY: A copy of documents for which the originator has the
responsibility to keep updated as and when required.

 UNCONTROLLED COPY: A copy of the document which is not subject to revision

control.
 OBSOLETE COPY: These are outdated copies of documents which are not use in
Food Safety and Quality management system.

Prepared By: FSTL Reviewed By: Operation Head Approved By: Managing Director

MASTER COPY
 Document No. : AT/FSMS/P/03
FOOD SAFETY MANAGEMENT Issue Date : 15/09/2023
SYSTEM MANUAL Issue No. : 01
Revision No. : 00
ISO 22000:2018 Page No. : Page 2 of 7
SOP - 03 : PROCEDURE FOR DOCUMENT CONTROL
 CHANGE REQUEST FORM: A Form describing proposed changes to controlled
documents.

5. PROCEDURE:

Sr. Responsible/ Record/

Activity
No Authorized References
1.0 GENERAL:

1.1 "Controlled" documents shall be those, which are Quality

monitored for version. Assurance/
Document
Aramtec maintains a hard & soft copy-based FOOD Control Officer
SAFETY and QUALITY MANAGEMENT SYSTEM

1.2 The Food Safety and Quality Manual shall be

prepared by Quality Assurance & Food Safety Team,
reviewed by Operation Head. Approved & issued by
the Managing Director. FSTL/

All mandatory procedures shall be prepared by Managing

Document control officer, reviewed by FSTL & Director Master File:
approved, issued by the General Manager/ or FSMS & QMS
Managing Director manual

1.3 The Food Safety and Quality Processes & related all Respective
the system documents shall be prepared by Process
respective Process Owner and reviewed by FSTL Owners/FSTL
and approved , issued by Managing Director

1.4 The Food Safety and Quality policy, objectives,

organization chart, responsibilities - authorities and
desired – current competencies are approved by the Managing Master File:
Managing Director. Director FSMS & QMS

1.5 All FOOD SAFETY and QUALITY MANAGEMENT DCO/FSTL

SYSTEM master copies, which shall be used for
making additional controlled copies is signed in -
original by FSTL and marked with ‘MASTER COPY’
(red ink color) Stamp on front- lower right side of
each page.

Prepared By: FSTL Reviewed By: Operation Head Approved By: Managing Director

MASTER COPY
 Document No. : AT/FSMS/P/03
FOOD SAFETY MANAGEMENT Issue Date : 15/09/2023
SYSTEM MANUAL Issue No. : 01
Revision No. : 00
ISO 22000:2018 Page No. : Page 3 of 7
SOP - 03 : PROCEDURE FOR DOCUMENT CONTROL
Sr. Responsible/ Record/
Activity
No Authorized References

1.6 The master hard & soft copies shall remain with the
DCO/FSTL. The soft copies shall be backed up as a
part of regular backup process by DCO/FSTL.
DCO/FSTL/
All FOOD SAFETY and QUALITY MANAGEMENT -
SYSTEM soft documents shall be available as in Process Owner
‘Read-Only’ format for relevant process owners/as
concerned as authorized by FSTL

1.7 The controlled copies are stamped with ‘CONTROL

COPY’ (blue ink color) stamp on front side of each DCO/FSTL
-
page are distributed to relevant process owners.

1.8 All stamps related to FOOD SAFETY and QUALITY

MANAGEMENT SYSTEM are kept in the custody of DCO/FSTL -
DCO.

1.9 Obsolete documents shall be removed from points of

issue and use. Master hard copies shall be clearly Obsolete
marked ‘OBSOLETE COPY’ (black in Color) and DCO documents
retained in the obsolete file maintained by the DCO. file

1.10 Master Lists shall identify the current issue status of

Master List
controlled documents and would also serve to DCO/FSTL
File
preclude the use of obsolete documents.

2.0 AMENDMENTS:

2.1 Amendments to controlled documents shall be made

by the same position/function, which reviewed and Process Owners/ Amendment
approved the original document. FSTL Register

2.2 Approval of amendments is done by the FSTL in Process Amendment

consultation with the concerned process owner after Owner/FSTL Register

Prepared By: FSTL Reviewed By: Operation Head Approved By: Managing Director

MASTER COPY
 Document No. : AT/FSMS/P/03
FOOD SAFETY MANAGEMENT Issue Date : 15/09/2023
SYSTEM MANUAL Issue No. : 01
Revision No. : 00
ISO 22000:2018 Page No. : Page 4 of 7
SOP - 03 : PROCEDURE FOR DOCUMENT CONTROL
Sr. Responsible/ Record/
Activity
No Authorized References

which the Amendment Register updated by the

FSTL. The amended document is reviewed by the
concerned process owner and then approved by the
FSTL.

2.3 The changes are communicated to concerned

holders by appropriate means, and the upgraded
documents are made available.

2.4 Those seeking amendments to documents shall

provide pertinent background information for review
by the position/function with the authority to approve
changes.

2.5 The amended document is allocated a new version

as mentioned subsequently in this procedure.
Master List
FSTL
File
2.6 The master list of documents is updated to reflect the
latest versions by the FSTL.

3.0 DATA:

3.1 Data includes -

Respective
 Approved Vendor List. -
Process Owners
 Master Lists

4.0 DOCUMENT IDENTIFICATION:

The FOOD SAFETY and QUALITY MANAGEMENT SYSTEM has been given a unique
identification with version & date, as follows:

4.1 All document’s version shall be controlled by date of FSTL Master List
issue and & version number. They shall be versioned
as 1.00 when the documents are created. The
version control procedure is as follows:

Prepared By: FSTL Reviewed By: Operation Head Approved By: Managing Director

MASTER COPY
 Document No. : AT/FSMS/P/03
FOOD SAFETY MANAGEMENT Issue Date : 15/09/2023
SYSTEM MANUAL Issue No. : 01
Revision No. : 00
ISO 22000:2018 Page No. : Page 5 of 7
SOP - 03 : PROCEDURE FOR DOCUMENT CONTROL
Sr. Responsible/ Record/
Activity
No Authorized References

 In case of minor changes (e.g. small amendment

in single document) the second part 00 is updated
to 01

 In case major updates (e.g. when all

Environmental system documents undergo
change together) the first part of the version
number is updated to 2.00

5.0 FORMS

5.1 Each form shall be identifies .The master hard copies

of forms are maintained with the DCO. Control is by
comparison with these master copies and/or by Master List
version / number. It shall be the responsibility of the DCO/FSTL File
users to obtain the latest copy of the desired form
from the DCO or Process Owners.

STANDARDS/EXTERNALLY GENERATED
6.0 DOCUMENTS

6.1 Details of Externally Generated Documents shall be

entered onto the Master List. DCO

6.2 Details of externally generated documents /

Standards (Name, Publication and distribution
details) are mentioned in the List of External
Documents maintained with the FSTL.

6.3 The reissued / amended standards / externally Master List

generated documents shall be kept with the FSTL / File
Concerned Process Owner. FSTL./Process
owner/DCO
6.4 The FSTL / Process Owner contact the applicable
sources to check validity of externally controlled
documents.

6.5 The FSTL ensures that process owner obtain a hard

copy / photocopy of the Standards / Externally
Generated Documents and amendments.

Prepared By: FSTL Reviewed By: Operation Head Approved By: Managing Director

MASTER COPY
 Document No. : AT/FSMS/P/03
FOOD SAFETY MANAGEMENT Issue Date : 15/09/2023
SYSTEM MANUAL Issue No. : 01
Revision No. : 00
ISO 22000:2018 Page No. : Page 6 of 7
SOP - 03 : PROCEDURE FOR DOCUMENT CONTROL
Sr. Responsible/ Record/
Activity
No Authorized References

6.6 All externally generated documents/standard's

versions shall be update through receiving
information from concerned regulatory
bodies/department's/regional officers.

Master list of documents of external origin-In case FSTL./Process Master List

of documents of external origin a list will be kept with owner File
the FSTL and reviewed once a year. This include the
reference copies of documents such as national and
internal standards, statutory and regulatory
documents

7.0 DOCUMENT NUMBERING NOMENCLATURE

The document numbering nomenclature is as below and follows
the same principle for all types of documents.

A. Standard Operating Procedure (SOP):

All SOP’s use this format AT/FSMS/P/XX

AT – ARAMTEC

FSMS – Food Safety Management System

P – Procedure

XX – Document Number

TITLE : SOP – NO : Procedure

B. Forms:

For all forms use this format AT/FSMS/F/XX

AT – ARAMTEC

FSMS – Food Safety Management System

F – Form

XX – Form Number

Prepared By: FSTL Reviewed By: Operation Head Approved By: Managing Director

MASTER COPY
 Document No. : AT/FSMS/P/03
FOOD SAFETY MANAGEMENT Issue Date : 15/09/2023
SYSTEM MANUAL Issue No. : 01
Revision No. : 00
ISO 22000:2018 Page No. : Page 7 of 7
SOP - 03 : PROCEDURE FOR DOCUMENT CONTROL
 Each department head is responsible to keep the document updated and when any
changes are made to the document, the revision number and date must be updated in the
header and the revision history table.
 Once updated the document must be provided to the quality control department.
 The documents are reviewed for their accuracy by quality control department, checked by
FSTL and finally approved by MD.
 Quality Officer will update the soft copy (controlled copy) and hard copy (uncontrolled copy)
with the new document. The previous revision becomes obsolete and removed from
circulation.
 Every document has to be reviewed once in a year for accuracy and applicability.
 FSTL is responsible to circulate the latest revision and to remove all obsolete documents
from the system.
 All records generated by each department have to be retained for a minimum of 1 year.
Each department is responsible for their records and must be easily retrieved if required.
 Records must be dispositioned appropriately at the end of the retention period.

6. REFERENCE RECORDS:
 Master Index of Documents
 Master Index of forms
 Change request record

7. REVISION HISTORY:

SL. NO. CHANGES MADE REVISION NO REVISION DATE

1 Initial Issuance 00 00

Prepared By: FSTL Reviewed By: Operation Head Approved By: Managing Director

MASTER COPY