Page 1 of 17

Document No. Effectivity Date:

Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

1.0 OBJECTIVES

1.1 To establish a procedure for the preparation, identification, distribution and updating of
documents relevant to the quality management system (QMS) of the Tarlac Agricultural
University (TAU).
1.2 To provide guidelines for controlling all QMS documents and data pertinent to operations and
services of TAU.
1.3 To establish and maintain a system for preparing, identifying, collecting, indexing, accessing,
filing, storing, maintaining and disposing QMS records.

2.0 SCOPE
2.1 This procedure includes creation, approval, registration, revision, and distribution of approved
new documents; and retrieval, cancellation and disposition of obsolete/ superseded documents.
2.2 This procedure also covers control of documented information internally-generated by the
university and documented information obtained by TAU from external sources.

3.0 RESPONSIBILITY
 RET
 DET & DRD
 DCO&DCC
 All offices/units

4.0 DEFINITION OF TERMS

Approving Authority – a person who has been given the right to approve documents
Confidential records – records determined by the QMR and/ or the Process Owner to contain sensitive
information, hence, the accessibility is restricted.
Control of Documents – a process by which documents are approved, reviewed, revised, identified,
distributed, and/or maintained
Controlled Documents– copy of an original registered document that is controlled by the Document
Control Section. These are distributed and automatically updated with amendments and reissues.
Copyholder – refers to the person/ unit issued with the document.
Destruction – process of eliminating or deleting records beyond any possible reconstruction.
Disposition – range of processes associated with implementing records retention, destruction or transfer
decisions which are documented in disposition authorities or other instruments.
Document – meaningful data and other information and its supporting medium, i.e., procedure,
specification, drawing, report, standard, records, etc. The medium could be paper, magnetic,
electronic or optical computer disc, photograph or master sample, or a combination thereof. For the

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 2 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

purpose of this procedure, this refers to information used to support an effective and efficient
organizational operation.
Document Control Coordinator (DCC) – a person responsible for the control of documents issued by
the Document Control Officer (DCO) to the colleges/ offices, including records generated to
evidence implementation of the documents.
Document Control Officer (DCO) – person mainly responsible for the control and maintenance of the
management system documents including issuance, revision and distribution.
Document Control Section (DCS) – a unit that handles QMS documentation and its control
Documented Information – are documents related to the implementation of quality procedures. Also
refers to the information required to be controlled and maintained by an organization and the
medium which it is contained.
Document Registration and Revision Form (DRR) a form that is used for the registration, revision or
abolition of a document
External Document – pertains to laws, legal documents and other documents of external origin
Immediate Supervisor – a person who directly supervises the originator of a document
Internal Document – pertains to a document that is prepared by an employee of the university
Master Copy – original copy of a document
Obsolete Copy – documents replaced/ removed/ discarded from the implementation of the
management system due to modification or as planned.
Procedure – specified way to carry out an activity or a process. Procedures can be documented or not
Process Owner – refers to the proponent of the document
Record – special type of document stating results achieved or providing evidence of activities performed.
Also, referred to as documented information to be retained.
Record disposition – means or procedure how records would be destroyed after the defined retention
period.
Retention period – the period at which a record shall be maintained and /or not to be disposed or
destroyed. The retention period of a record starts at the date the record is generated.
Retention status – either active or inactive and for archiving or disposition
Uncontrolled Documents – these documents are for information only and not required to be retrieved
andreplaced with the current version when it is revised.

5.0 RELATED PROCEDURE

 Quality Management System Manual
 Republic Act 9470 (National Archives Act of 2007)

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 3 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

6.0 DOCUMETATION AND RECORDS

 Document Registration/Revision Form(TAU-RET-QF-01)

 Document Receiving Logsheet (TAU-RET-QF-02)
 Releasing and Retrieval Logsheet (TAU-RET-QF-03)
 Masterlist of Registered Internal Documents (TAU-RET-QF-04)
 External Document Registry Form (TAU-RET-QF-05)
 Masterlist of External Document Registry Form (TAU-RET-QF-06)
 Document Amendment Log (TAU-RET-QF-07)
 Document Disposal Logsheet(TAU-RET-QF-08)
 Document Request Form (TAU-RET-QF-09)
 DCS Action Form (TAU-RET-QF-10)

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 4 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

7.0 PROCEDURAL DETAILS

A. INTERNAL DOCUMENTS
A.1. Control of New Internal Documents
Person-in-Charge Flowchart Procedure

1. The need for creation of new

Determine need for documented information
Process Owner may be prompted by among
creation of new others the following:
documents  Requirement for
documented procedure
needed to control a process
 Results of management
system planning and
reviews;
Process Owner Document  Operational/ business/
DCC preparation university need;
 Corrective action; and
 Applicable customer,
statutory, regulatory and
Input document other requirements.
DCC
identifiers
2. Process Owner prepares the
document.

3. Process Owner submits the

document to the DCC for
assistance in inputting of
document identifiers and
Review of the other details, following the
Immediate Supervisor Document Nomenclature
document/s Guidelines found in the
QMR
QMS Manual (TAU-RET-
Input corrections QM-01).

4. Process Owner submits the

document to the immediate
Complete supervisor for review of
and completeness and
No correctness. If no, inputs are
Correct?
necessary, the document
may be forwarded to the
Yes approving authority for
approval. Otherwise,
Immediate Supervisor Approve the incorporate inputs then
QMR Document/s
submit the document again
University President for review.
Incorporate 5. The Process Owner submits
inputs the document to the
approving authority for
Approved? approval. If approved, the
No document may be forwarded
to the DCC for registration.
Yes Otherwise, incorporate the
inputs of the approving
authority and resubmit for
review then approval.
A

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 5 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

A
DCC 6. DCC fills out the Document
Registration/Revision Form
(TAU-RET-QF-01), the
Filling out of Document Receiving
necessary forms Logsheet (TAU-RET-QF-
02) and fill out/update the
Masterlist of Registered
Internal Documents (TAU-
RET-QF-04), ensuring all
necessary details are indicated
in the form and all the
concerned individuals have
signed.

*Note: A single DRR and

Receiving Logsheet may be
filled out for several documents
with the same reviewing and
approving authorities which
are reviewed and approved at
the same time.
DCC
DCO/DCS Staff 7. DCC submits a hardcopy of
the document/s to the DCS
Registration of for registration, and a
Document/s softcopy for storage in the
electronic masterlist. DCO
reviews the completeness of
the identifiers and
appropriateness of forms
used. If the forms are
DCO completely and accurately
Complete and filled out, DCO receives the
Accurate document and sign the
No Forms? Document Receiving
Logsheet and the Masterlist
of Internal Document,
otherwise, returns to the
DCC.

DCO Yes 8. DCO stampsthe document/s

DCS Staff with “Master Copy” to
Stamping and indicate that it is the original
copy and update the
Backing Up of
electronic Masterlist of
Document/s Registered Internal
Documents. DCO and
DCC shall maintain a
softcopy backup of the
registered document/s.
B

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 6 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

B
DCO/DCS Staff
9. DCS staff reproduces the
document/s stamped with
“Master Copy” according to
Reproduction of the number of copy holders
Document/s and indicated in the DRR and
Filing of Master stamp the copies with
Copy/ies “Controlled Copy.” Unless,
otherwise specified, the
default recipients of the
controlled copies of the
document are the top
management, head of the
offices, deans and directors
and the office where the
document originated from.
DCO files the “Master
Copy” of the document to
the specified folder of the
No office where the document/s
originated from, together
with the printout of updated
Masterlist, DRR, and
Receiving Logsheet.
Yes
DCO/DCS Staff 10. Distribute copies of the
document stamped with
“Controlled Copy” to the
specified copy holders.
Distribution of Have the recipient sign in
Controlled Copies the Document Releasing
to Specified and Retrieval
Copyholders Logsheet(TAU-RET-QF-
03). DCC shall file the
document in the specified
folder of the office from
where the document
originated.
DCO/DCS Staff
11. DCO files and stores the
Releasing and Retrieval
Logsheet to the specified
Filing and folder of the office from
storing of where the document
Releasing and originated.
Retrieval
Logsheet

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 7 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

A.2. Control of Revised Internal Documents

Person-in-Charge Flowchart Procedure

1. The need for revision of an

Determine need for existing documented
Process Owner information may be
revision of existing prompted by among others
documents the following:
 Requirement for
documented procedure
needed to control a process
 Changes to the processes,
scope of the management;
Process Owner Document  Results of management
DCC preparation system planning and
reviews;
 Operational/ business/
university need;
Input document  Corrective action; and
DCC
identifiers  Applicable customer,
statutory, regulatory and
other requirements.

2. Process Owner prepares the

document.

3. Process Owner submits the

Review of the document to the DCC for
Immediate Supervisor document/s assistance in inputting of
QMR document identifiers and
other details, following the
Input corrections Document Nomenclature
Guidelines found in the
QMS Manual (TAU-RET-
Complete QM-01).
and 4. Process Owner submits the
No
Correct? document to the immediate
supervisor for review of
completeness and
Yes correctness. If no, inputs are
necessary, the document
Immediate Supervisor Approve the may be forwarded to the
QMR Document/s approving authority for
University President approval. Otherwise,
Incorporate incorporate inputs then
inputs submit the document again
for review.
Approved? 5. The Process Owner submits
No the document to the
approving authority for
approval. If approved, the
document may be forwarded
Yes to the DCC for registration.
Otherwise, incorporate the
inputs of the approving
A authority and resubmit for
review then approval.

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 8 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

A
6. DCC fills out the Document
Registration/Revision Form
DCC (TAU-RET-QF-01), the
Filling out of Document Receiving
necessary forms Logsheet (TAU-RET-QF-
02), the Document
Amendment Logsheet
(TAU-RET-QF-07) and fill
out/update the Masterlist of
Registered Internal
Documents (TAU-RET-QF-
04), ensuring all necessary
details are indicated in the
form and all the concerned
individuals have signed.

*Note: A single DRR,

Receiving Logsheet and
Amendment Logsheet may be
filled out for several documents
with the same reviewing and
approving authorities which
are reviewed and approved at
DCC the same time.
DCO/DCS Staff Registration of
Document/s 7. DCC submits a hardcopy of
the revised document/s to
the DCS for registration, and
a softcopy for storage in the
electronic masterlist. DCO
reviews the completeness of
the identifiers and
DCO Complete and appropriateness of forms
Accurate used. If the forms are
No Forms? completely and accurately
filled out, DCO receives the
document and sign the
Document Receiving
Logsheet, Document
Amendment Logsheet and
Yes the Masterlist of Internal
Document, otherwise,
DCO returns to the DCC.
DCS Staff
Stamping and Backing 8. DCO stamps the revised
Up of Document/s, document/s with “Master
Updating of Masterlist Copy” to indicate that it is
the original copy of the
revised document and
stamps the superseded copy
B with “Obsolete Copy”.
DCO updates the electronic
Masterlist of Registered
Internal Documents. DCO
PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 9 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

and DCC shall maintain a

B softcopy backup of the
registered revised
document/s.

9. DCS staff reproduces the

DCO/DCS Staff Reproduction of document/s stamped with
Document/s and “Master Copy” according to
Filing of Master the number of copy holders
Copy/ies indicated in the DRR and
stamp the copies with
“Controlled Copy.” Unless,
otherwise specified, the
default recipients of the
controlled copies of the
revised document/s are the
top management, head of
the offices, deans and
directors and the office
where the document
originated from. DCO files
the “Master Copy” of the
revised document/s to the
specified folder of the office
where the document/s
originated from, together
with the printout of updated
Masterlist, DRR,
Amendment Logsheet and
Receiving Logsheet.

DCO/DCS Staff Distribution of 10. DCS distributes copies of

Controlled Copies the revised document
to Specified stamped with “Controlled
Copyholders Copy” to the specified
copy holders, and retrieves
the superseded copy of the
revised document. Have
the recipient sign in the
Document Releasing and
Retrieval Logsheet(TAU-
RET-QF-03). DCC shall
file the document in the
Marking of
specified folder of the
“Obsolete Copy” to
DCO/DCS Staff office from where the
the superseded copy
document originated.
of document/s
11. Mark the Master Copy as
“Obsolete” and keep it
filed for reference. (File
C only the two most recent
revisions prior to the latest
revision, and discard
other revisions for
disposal)

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 10 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

12. DCO files and stores the

C Releasing and Retrieval
No Logsheet to the specified
folder of the office from
where the document
originated.
Filing and
storingYes
of
Releasing and
Retrieval
Logsheet

A.3. Control of Abolished Internal Documents

Person-in-Charge Flowchart Procedure

Author, Signatories 1. The need for abolition of

Determine the need an existing documented
for abolition of information may be
existing document prompted by among others
the following:
 Integration of related
documented information
 Streamlining of systems
and processes
 Results of management
system planning and
reviews;
DCO  Corrective action; and
 Applicable customer,
statutory, regulatory and
other requirements.

2. DCC fills out the Document

Registration/Revision Form
Filling out of necessary
(TAU-RET-QF-01), the
forms
Document Receiving
Logsheet (TAU-RET-QF-
02), the Document
DCO
Amendment Logsheet
(TAU-RET-QF-07) and fill
out/update the Masterlist
of Registered Internal
A Documents (TAU-RET-
QF-04), ensuring all
necessary details are
indicated in the form and all
the concerned individuals
have signed. Also, indicate
what document is to be
abolished, the reason for
abolition, and the date
when the document shall
no longer be in effect. Have

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 11 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

the signatories affix their

A signatures in the form.

3. DCO/DCS Staff retrieves

Controlled Copies from
Retrieval of copy holders. Have them
superseded copy sign in the Document
Releasing and Retrieval
Log (TAU-RET-QF-03).
Dispose the retrieved copies
and log in the Document
Disposal Log (TAU-RET-
QF-08).

4. DCO/DCS Staff files and

File and store for stores the document in a
disposal specified folder for disposal
until it reaches its identified
retention period.

B. Control of External Documents

Person-in-Charge Flowchart Procedure

1. External documented
Determination of information to be registered
Process Owner external document to shall include but not limited
be registered to the following:
 QMS standards and
publications;
 Copies of applicable laws
and regulations;
 Any document relevant
to the office’s continuous
provision of its services.

2. Process Owner obtains a

Obtain a copy of the
Process Owner
external document
hard copy of the external
document from any of, but
not limited to the following
sources:
 External agency/ies or
organizations
 Internet
 Email

Filling out of necessary 3. DCC fills out the External

DCC Document/Legal Reference
forms
Registration Form (TAU-
RET-QF-05) and Masterlist
of Registered External
A Documents (TAU-RET-QF-
06), ensuring all necessary
details are indicated in the
form and all the concerned
PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 12 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

individuals have signed.

A
*Note: A single Legal Reference
Registration Form may be filled
out for several documents with
the same registration date.

4. DCC submits a printout and

electronic copy of the
external document to the
DCS. Original hardcopies
DCC
Submission and shall be stamped with
stamping of external “Master Copy” at the front
document page of the document.

5. DCC updates the Masterlist

of External Documents
(TAU-RET-QF-06) and
DCC Updating of Masterlist provide the DCO with a
of External Documents copy.

6. DCO/DCS staff files the

external document in the
specified folder/file box of
the respective office/unit.
DCO/DCS Staff Electronic copies shall be
Filing and filed in the “Controlled
storing External Documented
Information” folder under the
specified folder of the office
affected by the external
documented information.

Note: The electronic folder shall

be appropriately protected
and backed up to ensure that
the documented information
is preserved.

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 13 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

C. Control of Electronic Versions of Documented Information

Person-in-Charge Flowchart Procedure

1. DCC creates a folder for all registered

Creation of documented information classified according to
generic storage type (quality forms, guidelines, system
DCC folders procedures, work instruction, and others).

2. DCC creates a specific electronic file folder of

the documented information being registered
with its document code and document title as
Creation of specific filename, e.g. TAU-DET-QF-06 Participant’s
DCC Profile folder contains the revision history and
electronic file folders
copies of the said document.

3. If the documented information undergoes

revision, its folder shall contain a file with a
DCC Updating of revision
filename indicating its revision number,
history
document code and title, e.g. initial revision for
TAU-DET-QF-06 Participant’s Profile shall
bear a filename Rev. 01 TAU-DET-QF-06
Participant’s Profile.

4. DCC submits the updated electronic folders of

Filling out of forms the documented information to the DCS along
DCC and updating and with Document Registration/Revision Form
DCO/DCS staff submission of (TAU-RET-QF-01), the Document Receiving
Masterlist Logsheet (TAU-RET-QF-02), Masterlist of
Registered Internal Documents (TAU-RET-QF-
04) and Document Amendment Logsheet
(TAU-RET-QF-07) (if documented information is
being revised and/or abolished).
A

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 14 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

5. DCO/DCS staff updates the electronic

DCO/DCS Staff Updating of electronic masterlist of the specified office in the
masterlist of all consolidated masterlist of all registered
registered documented documented information.
information

6. DCC and DCO store an electronic copy of the

DCC consolidated documented information in their
DCO Save and store respective computers.
electronic copy

D. Control of Request for Documented Information

Person-in-Charge Flowchart Procedure

1. The Document Request

Request a copy of Form (TAU-RET-QF-09)
Requestor the documented shall be accomplished to
information request for copies of internal
or external documented
information.

DCO Assigning of request 2. DCO/DCS Staff assigns

DCS Staff and series number request and series number to
the submitted form and
checks the availability of the
requested documented
information.

Evaluation of 3. If the requestor is the

DCO
the requestor if document owner, DCS will
Process Owner
Process Owner forward the request to the
No QMR for review and
approval. Otherwise, DCS
Request is will forward the request to
forwarded the document owner for
to Process Yes review and approval before
Owner the approval of the QMR.

QMR Validation of Request 4. QMR validates the request

and shall decide whether the
copy to be provided shall be
hard copy or electronic copy
A
and “controlled” or
“uncontrolled.”

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 15 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

5. If approved, the issuance of

QMR Approval of requested copy shall be done
Request within three (3) working days
DCO/DCS Staff
No upon receipt of the request. If
disapproved, the Requestor
shall be notified by the
Notify DCO/DCS Staff for the
requestor on reason/s of disapproval.
reason/s of Yes
disapproval

DCO/DCS Staff Reproduction and stamping of 6. DCO/DCS shall make a

requested document; Inserting
of TAU watermark to e-copy
of requested document
copy of the requested
document and properly
marked it with “Controlled”
or “Uncontrolled” before
releasing it to the Requestor.
Electronic copies shall be in
PDF format with TAU logo
watermark, unless otherwise
specified, i.e., for revision, for
training, etc. Should the
document be transmitted
electronically the emails/
other records of
correspondence shall be
saved.

*Note: Quality Forms shall be

automatically “Uncontrolled”
and need not to be marked
when downloaded and printed
or sent as electronic copy.

DCO/DCS Staff Releasing of requested 7. DCO/DCS will release the

Requestor document and generation of document and let the
proofs of receipt requestor sign Section D of the
Document Request Form as
proof of receipt of the
requested document/s.

DCO/DCS Staff Filing and

storing of 8. DCO/DCS files and stores
supporting Document Request Form in
documents descending order for future
reference.

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 16 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

E. Control of Records
Person-in-Charge Flowchart Procedure

Storing of 1. DCC shall generate records

DCC generated records and store them in designated
in designated area area.

2. DCC shall maintain a printed

and electronic Masterlist of
DCC Maintenance of all QMS-related records
updated masterlist of which is updated every after
records any addition, revision or
abolition is made.

DCC Filing of generated 3. DCC shall file and assign

records code for all records
generated. To ensure ease of
filing, records shall be filed
by year and shall be
segregated according to their
confidentiality. Permanent
records shall also be filed
separately to avoid
unintended use or disposal.

Determination of
retention period of 4. Process Owner determines
Process Owner
the retention period of
records
records.

Identification of 5. Process Owner and DCC

Process Owner Records to be identify and segregate records
DCC Retained/Disposed to be retained and to be
disposed.

6. Requests for disposal of

Accomplish and valueless records shall be
Process Owner submit Document done by accomplishing the
DCC Disposal Logsheet TAU-RET-QF-08
(Document Disposal
Logsheet) which is submitted
to the DCS for endorsement
Receipt and to the Records Office.
DCO/DCS Staff endorsement of request
for disposal 7. DCS receives the request for
disposal of valueless records
and endorses it to the
Records Office.
A

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President
 Page 17 of 17
Document No. Effectivity Date:
Title:
CONTROL OF October 15, 2019
TAU-RET-SP-01
DOCUMENTED Revision Date:
INFORMATION PROCEDURE October 8, 2019
Copy No.
Revision No. 01

8. Records Office determines if

records may be disposed
according to the requirements
set by National Archives of
Records Office Receipt and the Philippines (NAP). If
DCO/DCS staff endorsement of request approved, Records Office sets
for disposal a Disposal Schedule and
notifies DCS of the details
which will be communicated
to the Process Owner;
otherwise, records will be
filed and stored until its
identified retention period
lapses.

Records Office Disposal of records 9. Record/s will be disposed

according to the prescribed
procedure set by NAP.

10. Records and documents

DCO/DCS staff Filing and generated as proofs of the
storing disposal shall be filed and
stored for future reference.

PREPARED BY: REVIEWED BY: APPROVED BY:

JOJI U. CABATIC TESSIE E. NAVARRO, Ph. D MAX P. GUILLERMO, Ph.D.

Document Control Officer Vice President, RET/QMR University President