VERNET INDIA PVT.LTD. Rev.No.

TITLE : DOCUMENTED INFORMATION MANAGEMENT Rev. Date

CLAUSE REF. - 7.5.1, 7.5.2, 7.5.3, 10.3.1 Next Review 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 informatio
SCOPE : This procedure is applicable to systems records maintained to demonstrate conformance to specified requirements and effective
operations of quality system.
PROCESS OWNER : MR
By what (Equipment material) Risk - 1. Wrong document number issued By whom (personal, training, know-how, skills
MS Excel 2.System change note NOT raised and amendment 1) MR and respective Process owners.
done by 2) Understanding of Business Processes.
3.Documented Information NOT legible.
4. Documented Information revision number NOT
updated after changes.

Inputs:1. ISO 9001:2015 Outputs: 1. ISO 9001:2015 requirements addres

standard/External origin documented in QM. 2)Customer specific systems'requirement
information addressed in QM.
2.Customer specific 3. Legal & Regulatory requirements addressed in
requirements/standards QM
3.Legal & Regulatory requirements 4.Communication of above requirements and
4. Changes/amendments in the above system to the relevant process owners.
documents. Documented Information 5. Generation of specific records and defining the
Management retention period.
6. Changes/amendments (whenever received)
documents in the relevant DP.
7. Records disposal after expiry of retention perio
8. Document control and issue of
documents/records to relevant process owner.

How (instructions, procedures, Performance Indicators:

methods,technique): 1.No. of System Change Note.
1)Receive Documents - 2.NC due to Documented Information
2)Preparation of Systems Manual
3)Amend in case of changes &
communicate.
4)Record retention & disposal control
 0

19.03.2024

19.03.2025
nts & external originated documented information.
age, collection, maintenance, retention period and disposition of documented information.
maintained to demonstrate conformance to specified requirements and effective

By whom (personal, training, know-how, skills):

1) MR and respective Process owners.
2) Understanding of Business Processes.

Outputs: 1. ISO 9001:2015 requirements addressed

in QM. 2)Customer specific systems'requirements
addressed in QM.
3. Legal & Regulatory requirements addressed in
QM
4.Communication of above requirements and
system to the relevant process owners.
5. Generation of specific records and defining their
retention period.
6. Changes/amendments (whenever received)
documents in the relevant DP.
7. Records disposal after expiry of retention period.
8. Document control and issue of
documents/records to relevant process owner.

Performance Indicators:
1.No. of System Change Note.
2.NC due to Documented 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. 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. -
IATF 16949:2016 Clause Ref. - 7.5.1, 7.5.2, 7.5.3, 10.3.1 ISSUE -
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
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

Start

FIRST TIME DOCUMENT INF. PREPARATION FLOW:

MR -Standards requirements (IATF 16949

Identification of need for
& External origin)
documented information
preparation -Customer specific requirements
Err:509

MR
Discussion and
consensus on the
proposal

Prepare the document - MR -Approval by Plant Head

Quality Mannual and
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
concerned personnel Change Note No. and 'record the
necessary changes with justifications

Release updated
document with Change
Request
 Release updated MR -With Effective Date of Implementati
document with Change
Request

Update Amendment in MR
the summary sheet

Finish

PAGE - 03 OF 07
 MR-P-01
00
01.04.2020
ation
and disposition of documented information
specified

Document / Format

F 16949

Quality Manual and

Documented Process

- System Change Note

cations
- System Change Note

- System Change Note

- Amendment Record

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 Y
ed e MR
Informatio s
n
exceeding
retention
period

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

-Systems documents with MRs

Original copy is
retained by respective Respective Deptts. -Technical documents with Engg.
owners
-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