Document No.

: PM-DIC-02
Section No. : 09
Revision No. : 0
Effective Date: 07/03/17
Page 1 of 4

PROCEDURES MANUAL

TITLE RETENTION AND MANAGEMENT OF DOCUMENTED INFORMATION

To ensure that all records generated during the implementation of the
OBJECTIVE QEHS management system are identified, stored, protected and monitored
to enable factual basis for decision-making.
This procedure covers from generating, filing, and monitoring of required
SCOPE documented information to maintain conformity to integrated
management operation.

Responsibility Activities Interfaces

Generate Required
Concerned Personnel Note 1 F – Documented Information Master List
Documented Information

File Documented F – Documented Information

Concerned Personnel Note 2 Management Table
Information Generated

Section Heads/ Monitor Retention Period of F – Documented Information

Note 3 Management Table
Document Controller Documented Information

Monitor Filing of F – Documented Information

Document Controller Note 4 Management Table
Documented Information

NOTE 1:

1. Generate all documented information required in the procedures to provide evidence of

conformity with the requirements.
2. Ensure all required data in the forms used are completely filled-out including portions that
require signatures.
3. Documented information received through fax would have to be photocopied and then filed.
4. Customer-provided documented information such as specifications are considered customer
property and are covered in Control of External Documented Information procedure.

NOTE 2:
 Document No.: PM-DIC-02
Section No. : 09
Revision No. : 0
Effective Date: 07/03/17
Page 2 of 4

PROCEDURES MANUAL

1. Prepare or update Documented Information Management Table every time there is new
documented information generated or received for filing.
2. Define access (in terms of viewing only) of personnel to documented information in the
Documented Information Management Table. Authorized personnel who can update the
maintained documented information are identified in the Control of Internal Documented
Information procedure.
3. Define access (in terms of viewing only) of personnel to documented information in the
Documented Information Management Table. Authorized personnel who can update the
maintained documented information are identified in the Control of Internal Documented
Information procedure.

4. Filing cabinets are labeled to ensure easy identification of the locations of files.
5. For electronic files, observe the following:
a. Electronic files are also identified in the Documented Information Management Table.
Create back-up of electronic files annually.
b. Personnel are not authorized to send electronics copies of data to outside parties unless
approved by the President.
6. For filing of archive files, observe the following:
a. Store archive files including back-up of electronic files, in secured bins or storage box to
protect files from pests (e.g. termites, rats).
b. Protect storage area from fire, flood or any event that might cause damage to files.
c. Label shelves/racks/cabinets and storage bins and folders with content name and the dates
the files encompass.
7. Ensure that the records are legible and titled correctly.
a.For erasures and/or changes in records, cross out the items to be erased or changed, and place
an initial beside the erased items.
b.No pencil allowed in filling up of forms

NOTE 3:

1. Base retention periods of documented information to the applicability and usability of

documented information generated in the implementation of the QEHS management system.
Refer to Documented Information Management Table for the corresponding retention periods set
for the documented information.
a.When retention period of documented information in the archives has lapsed, dispose the
confidential documented information (financial statements, accounting files, etc) by
shredding. If not it can be used as scratch.
b.Active documented information are documented information that are filed in the respective
area of the documented information holder while the Archive documented information are
documented information filed/stored in the archive cabinet or boxes.
 Document No.: PM-DIC-02
Section No. : 09
Revision No. : 0
Effective Date: 07/03/17
Page 3 of 4

PROCEDURES MANUAL

NOTE 4:

1. Refer to Documented Information Management Table to monitor the filing, protection, retrieval,
copyholder and location of documented information generated.
a.Documented information may be reproduced when required as approved by the Executive Vice
President/ Management Representative.
2. Update the Documented Information Management Table for additional and/ or changes of
documented information as required by the QEHS management system.
3. Update and maintain log of back-up files every quarter to ensure that the documented
information are updated of any changes in the implementation the QEHS management system by
the MIS In-charge.
4. Conduct quarterly checking and updates of Documented Information Management Table.

DOCUMENTED INFORMATION GENERATED:

1. F – Documented Information Master list

2. F – Documented Information Management Table

REFERENCES:

1. PM - Control of Internal Documented Information

2. PM - Control of External Documented Information
 Document No.: PM-DIC-02
Section No. : 09
Revision No. : 0
Effective Date: 07/03/17
Page 4 of 4

PROCEDURES MANUAL

Prepared by: Reviewed and Approved by:

NOVA D. SANGUENZA SUSAN R. QUINTANS

Date: July 3, 2017 Date: July 3, 2017