Quality Assurance Manual

Control of Records
Section 4

Document: CIV QAM

Rev: E 0
Date: 15/08/2009
Page: 1 of 3

Process flow for the identification, generation, storage and of quality records

Quality Assurance Manual

Control of Records
Section 4

Document: CIV QAM

Rev: E 0
Date: 15/08/2009
Page: 2 of 3

Process flow for the identification, generation, storage and of quality records
Purpose:

To establish controls for the development, storage, retention and

disposition of Quality records generated and to prevent their loss or
deterioration.

Scope:

All quality records generated, to demonstrate that product, contract

or process requirements have been achieved.

Objective:

Records are complete and meaningful. Records demonstrate the

effectiveness of the Quality management system.

Ste
p
1

Activity

Responsibility

Determine what records are to be generated during

quality and project planning stages to provide evidence
of the effective operation of the quality management
system and conformity to requirements and include
within the relevant procedure and quality control plan.
Determine the retention period for the type of record
identified, taking into consideration regulatory, statutory,
financial and customer requirements

Contracts
Manager /
Management
representativ
e
Management
representativ
e

The location and responsibility for the identification,

filing, storage and disposition of records is determined

Schedule of
record
retention

Identify the type of media the records are to be

maintained on during the quality and project planning
stages

Management
representativ
e
Management
representativ
e

Personnel informed on the compilation of records

relevant to their particular function or contractual
requirements

Records generated during the day to day running of the

quality management system and contracts will be
reviewed for completeness and legibility.

Training
procedure.
Kick off
meetings
Internal audit
procedure

An analysis of the records generated during the course

of a project shall be conducted on an ongoing basis to
determine if customer requirements are being achieved
and to determine the effective operation of the quality
management system
Project records are archived

Management
representativ
e / Contracts
managers
Responsible
person /
Internal
auditor
Management
representativ
e / Contracts
managers

8
9

Once the retention period of the records has expired the

records will either remain stored, archived or disposed
of after a decision has been made and approval given

Responsible
person
Managing
director /
Management
representativ
e

NOTE: Contract records will be retained for a minimum period of five years.

Reference
document
Minutes of
meetings.
Managemen
t review.
Schedule of
record
retention

Minutes of
meetings

Quality Assurance Manual

Control of Records
Section 4

Document: CIV QAM

Rev: E 0
Date: 15/08/2009
Page: 3 of 3