Document No.

:
WORK INSTRUCTION MANUAL WM-752-DCO-QAMS-001
Title: Revision No.:
0.0
ASSIGNING DOCUMENTS/RECORDS Date of Effectivity:
IDENTIFICATION 18-01-2018
Date of Next Review:
ISO 9001:2015
11-18-2019

DOCUMENT CONTROL
Prepared by Position Title

Document Control Officer,

JEANETTE B. MADAS
QAMSO
Reviewed by Position Title

JAIME A. NAMOCATCAT, Ph.D. Quality Manager, QAMSO

Approved by Position Title

Vice- Chancellor for Academic

MARY LYNN S. ABIERA, Ph.D.
Affairs

REVISION HISTORY
Revision Effectivity
Approved by Description of Change
Number Date

0.0 08-08-2018 Initial issue

MANUAL CONTROL

This manual is an exclusive property of Mindanao State University – General Santos. No

part of this document may be reproduced, utilized, stored in any retrieval system or
transmitted in any form or by any means, electronic or mechanical, including photocopying,
recording or by any information, storage or retrieval system without the written permission of
Quality Assurance Management Services (QAMS) Office. The holder shall be responsible
and accountable for any reproduction of this manual or any part thereof.

1.0 PURPOSE

This Work Instruction defines the method for assigning identification codes which identifies
the policies, procedure, work instructions, guidelines and related QMS documents and
references identified in Mindanao State University General Santos ISO 9001:2015 Quality
Management System.

2.0 SCOPE

This Work Instruction shall be observed in all offices, colleges, departments, sections/units,

File Name: PM-753-QuAMSO-DCC-001-1.0 dated 18-01-2018 ISO 9001:2015 QMS Document

The only controlled copy of this document is the online version maintained in the ISO 9001:2015 QMS folder of the e-
school.msugensan.edu.ph/opendocman. The said copy is subject to revision control requirement. Reader must ensure that
this document is current and complete prior to use. Uncontrolled when downloaded and printed.
 Document No.:
WORK INSTRUCTION MANUAL WM-752-DCO-QAMS-001
Title: Revision No.:
0.0
ASSIGNING DOCUMENTS/RECORDS Date of Effectivity:
IDENTIFICATION 18-01-2018
Page No:
ISO 9001:2015
2 of 10

programs/projects and disciplines without exception.

File Name: WM-752-DCO-QAMS-001-1.0 dated 18-01-2018 ISO 9001:2015 QMS Document

The only controlled copy of this document is the online version maintained in the ISO 9001:2015 QMS folder of the e-
school.msugensan.edu.ph/opendocman. The said copy is subject to revision control requirement. Reader must ensure that
this document is current and complete prior to use. Uncontrolled when downloaded and printed.
 Document No.:
WORK INSTRUCTION MANUAL WM-752-DCO-QAMS-001
Title: Revision No.:
0.0
ASSIGNING DOCUMENTS/RECORDS Date of Effectivity:
IDENTIFICATION 18-01-2018
Page No:
ISO 9001:2015
3 of 10

3.0 RESPONSIBILITIES AND RESPONSIBLE PARTIES

The Clerk assigned to perform Document Controllers responsibilities in each of the Colleges
under OVCAA and those designated staff in the case of non-teaching organizations (OVCAF
and OVCRE) shall ensure that this Work Instruction shall be enforced in their respective
areas.
Document Control Officer is responsible for the implementation and documentation of this
Work Instruction.
The Quality Manager shall ensure that requirements of the control of documented
information as prescribed in Clauses 7.5.1- 7.5.3 of the ISO 9001:2015 Standards are
understood and enforced.
The Director for QAMS (DCO-QAMS) shall ensure that this Work Instruction is maintained
and reviewed at least once a year or whenever revisions are necessary.

4.0 DEFINITIONS OF TERMS USED

Terms/Acronym Definition

This refers to the person responsible for the control of all documents
and data that relate to the requirements of ISO 9001:2015 both in
Document Control electronic format and hard copy. Elsewhere in this Quality
Officer (DCO) Management System, the DCO is also known as the Document
Control Custodian.

This refers to the Quality Management System procedures, work

instruction, or associated manuals, references, forms which contains
Document
written requirements and is used to control the processes that affect
service or product quality.

Document Control This refers to the form to be accomplished by an entity requested or

Form (DCF) authorized to create or change a document.

This refers to the authorized list that identifies the Quality

Masterlist Management System documents and data and specifies the current
revision status of a given document.

This document refers to the form to be accomplished by an entity

tasked to execute the document control action to withdraw previously
Withdrawal Issue
issued QMS document or issue replacement for the previously
and Control Sheet
withdrawn document. When documents are identified to be obsolete
(WICS)
or that these have been superseded or withdrawn, WICS is issued to
authorize the withdrawal of documents due to obsolescence.

File Name: WM-752-DCO-QAMS-001-1.0 dated 18-01-2018 ISO 9001:2015 QMS Document

The only controlled copy of this document is the online version maintained in the ISO 9001:2015 QMS folder of the e-
school.msugensan.edu.ph/opendocman. The said copy is subject to revision control requirement. Reader must ensure that
this document is current and complete prior to use. Uncontrolled when downloaded and printed.
 Document No.:
WORK INSTRUCTION MANUAL WM-752-DCO-QAMS-001
Title: Revision No.:
0.0
ASSIGNING DOCUMENTS/RECORDS Date of Effectivity:
IDENTIFICATION 18-01-2018
Page No:
ISO 9001:2015
4 of 10

5.0 WORK INSTRUCTION DETAILS

Step
Details
No.
Instruction
If an officer or an employee intends to, or is instructed by his superior, to establish or
revise a new work instruction, he/she shall first check the Masterlist of
5.1 References/Controlled Documents-Work Instruction Manual to verify that the
creation or revision of the Work Instruction has not already been done or that there
exists no QMS document similar or analogous to the new or revised document
he/she has been instructed to prepare.
5.2 Identification Codes or Reference Number:
Obtain document identification code or reference number. The DCO of QAMS shall
be responsible for assigning document identification code or reference numbers. The
5.2.1 DCO shall maintain the Masterlist for all types of documented information to ensure
each document or record registered with QAMS are issued with their corresponding
document/record identification code or reference number.

A reference number shall identify each document. The following numbering system
5.2.1.a shall be adopted for control purposes:

AA-BBB-CCC-DDDD-NNN-nn
Where:
AA- refers to the type of document or record :

Reference Code Type of Documented

Information
QM Quality Manual
PM Procedure Manual
WM Work Instruction Manual
GL Guidelines
QR Quality Record
References includes -
Policies
Manuals
RF
Reports
Plans
Catalogues
Form includes
Checklist/Checksheet
FM
Worksheet
Slip
File Name: WM-752-DCO-QAMS-001-1.0 dated 18-01-2018 ISO 9001:2015 QMS Document

The only controlled copy of this document is the online version maintained in the ISO 9001:2015 QMS folder of the e-
school.msugensan.edu.ph/opendocman. The said copy is subject to revision control requirement. Reader must ensure that
this document is current and complete prior to use. Uncontrolled when downloaded and printed.
 Document No.:
WORK INSTRUCTION MANUAL WM-752-DCO-QAMS-001
Title: Revision No.:
0.0
ASSIGNING DOCUMENTS/RECORDS Date of Effectivity:
IDENTIFICATION 18-01-2018
Page No:
ISO 9001:2015
5 of 10

File Name: WM-752-DCO-QAMS-001-1.0 dated 18-01-2018 ISO 9001:2015 QMS Document

The only controlled copy of this document is the online version maintained in the ISO 9001:2015 QMS folder of the e-
school.msugensan.edu.ph/opendocman. The said copy is subject to revision control requirement. Reader must ensure that
this document is current and complete prior to use. Uncontrolled when downloaded and printed.
 Document No.:
WORK INSTRUCTION MANUAL WM-752-DCO-QAMS-001
Title: Revision No.:
0.0
ASSIGNING DOCUMENTS/RECORDS Date of Effectivity:
IDENTIFICATION 18-01-2018
Page No:
ISO 9001:2015
6 of 10

5.0 WORK INSTRUCTION DETAILS

BBB
5.2.1.b refers to the ISO 9001:2015 reference clause which is being addressed
by the subject documented information (document or record). Where the clause
pertains to only two characters, a zero is added after the last clause number.
CCC
refers to the issuing organizational unit and shall ensure that the issued documented
5.2.1c information is reviewed at defined frequency; documented information shall adopt a
three character identifier which shall be limited to alphabetical codes only. Please
refer to Annex “A” for office codes and identifiers of various offices or domains,
colleges, departments.
DDDD
refers to the office or department to which the issuing organizational unit
5.2.1.d reports to. To ensure quick recall and for ease of identification, coding of the domain
and department shall be based on a 2 to 5 character identifiers which shall be limited
to alphabetical codes only. Please refer to Annex “A” for office codes and identifiers
of various offices or domains, colleges, departments.
NNN
5.2.1.e refers to three numeric characters corresponding to the series of the documented
information issued. Thus, 001 corresponds to the first document issued of the office
or department.
nn
refers to the version or issue number of the documented information. Where a
documented information is initially issued, its version control number is 1.0. Where
minor revisions on said document is made, the version control number reflected
includes a decimal. Thus, for the second time that a minor revision is made, the
version control number is 1.2. Only the amended page is revised when minor
revisions are made. For purposes of this work instruction, the version, issue or
revision number is used interchangeably.

5.2.1.f
Where a major revision on said document is made, the version control number
increases to the next number series. Thus, when the version control number of a
documented information is 1.2 and a major revision is made, the documented
information’s version control number is 2.0. Any issued documented information is
allowed to have only 5 minor revisions, otherwise, the entire documented information
is re-issued thereby assuming a major version control number. Thus, when a
documented information has to be revised at 1.5 version control number, the revision
will give rise to the re-issuance of that documented information i.e., Version 2.0

File Name: WM-752-DCO-QAMS-001-1.0 dated 18-01-2018 ISO 9001:2015 QMS Document

The only controlled copy of this document is the online version maintained in the ISO 9001:2015 QMS folder of the e-
school.msugensan.edu.ph/opendocman. The said copy is subject to revision control requirement. Reader must ensure that
this document is current and complete prior to use. Uncontrolled when downloaded and printed.
 Document No.:
WORK INSTRUCTION MANUAL WM-752-DCO-QAMS-001
Title: Revision No.:
0.0
ASSIGNING DOCUMENTS/RECORDS Date of Effectivity:
IDENTIFICATION 18-01-2018
Page No:
ISO 9001:2015
7 of 10

6.0 REFERENCES/DOCUMENTED INFORMATION:

Records/
Subject Owner Storage Location
Document ID

http://www.e-
QM-751-DCO-QAMS- DCO school.msugensan.edu.p
Documented Information 001-1.0
h/opendocman

http://www.e-
Control and Distribution of WM-753-DCO-QAMS-
002-1.0
DCO school.msugensan.edu.p
Documents/Records
h/opendocman

http://www.e-
FM-751-DCO-QAMS-
Accomplished DCF 002-1.0
DCO school.msugensan.edu.p
h/opendocman

http://www.e-
Masterlist of References FM-752-DCO-QAMS-
001-1.0
DCO school.msugensan.edu.p
and Controlled Documents
h/opendocman

File Name: WM-752-DCO-QAMS-001-1.0 dated 18-01-2018 ISO 9001:2015 QMS Document

The only controlled copy of this document is the online version maintained in the ISO 9001:2015 QMS folder of the e-
school.msugensan.edu.ph/opendocman. The said copy is subject to revision control requirement. Reader must ensure that
this document is current and complete prior to use. Uncontrolled when downloaded and printed.
 Document No.:
WORK INSTRUCTION MANUAL WM-752-DCO-QAMS-001
Title: Revision No.:
0.0
ASSIGNING DOCUMENTS/RECORDS Date of Effectivity:
IDENTIFICATION 18-01-2018
Page No:
ISO 9001:2015
8 of 10

7.0 Annex “A” (Codes or Identifiers of Offices and Departments)

Office of the Chancellor Office

Codes/Identifier
1 Office of the Chancellor OC
2 Budget Office BDGET
3 Planning, Evaluation & Monitoring Office PEMO
4 Internal Audit Services AUDIT
5 Records Management Office RMO
6 Campus Institute for Peace & Development in
PEACE
Mindanao
7 Computer Center ICT
8 Legal Services Office LEGAL
9 Campus Secretary OCSEC

Office of the Vice-Chancellor for Administration and Office

Finance Codes/Identifier
1 Office of the Vice-Chancellor for Administration &
OVCAF
Finance
2 Accounting Office ACCTG
3 Cashier’s Office CASH
4 Supply Management Office SMO
5 Human Resource Management Office HRMO
6 Physical Plant Division PPD
7 Procurement Office PROC

Office of the Vice-Chancellor for Research and Extension Office

Codes/Identifier
1 Office of the Vice Chancellor for Research &
OVCRE
Extension

File Name: WM-752-DCO-QAMS-001-1.0 dated 18-01-2018 ISO 9001:2015 QMS Document

The only controlled copy of this document is the online version maintained in the ISO 9001:2015 QMS folder of the e-
school.msugensan.edu.ph/opendocman. The said copy is subject to revision control requirement. Reader must ensure that
this document is current and complete prior to use. Uncontrolled when downloaded and printed.
 Document No.:
WORK INSTRUCTION MANUAL WM-752-DCO-QAMS-001
Title: Revision No.:
0.0
ASSIGNING DOCUMENTS/RECORDS Date of Effectivity:
IDENTIFICATION 18-01-2018
Page No:
ISO 9001:2015
9 of 10

2 Research and Development Center RDC

3 Extension Office EXSO
4 Gender and Development GAD
5 Resource Generation IGP
6 Alumni Relations ALUM

Office of the Vice-Chancellor for Academic Affairs Office

Codes/Identifier

1 Office of the Vice-Chancellor for Academic Affairs OVCAA

2 Registrar's Office REG

3 University Library LIB

4 Quality Assurance Management Services Office QAMS

5 Guidance & Counseling GCO

6 Office of Student Affairs OSA

(1) Student Activity Coordinator SAC
(2) Medical Services Office MSO
(3) Admission Office ADMO
(4) Security Services SEC
(5) Sports Development SDO
(6) Culture & Arts CAO
(7) Housing & Dormitory Management HDM
7 Graduate School GRAD

8 College of Agriculture AGGIE

9 College of Business Administration & Accountancy BAA

10 College of Engineering ENGG

11 College of Education EDUC

File Name: WM-752-DCO-QAMS-001-1.0 dated 18-01-2018 ISO 9001:2015 QMS Document

The only controlled copy of this document is the online version maintained in the ISO 9001:2015 QMS folder of the e-
school.msugensan.edu.ph/opendocman. The said copy is subject to revision control requirement. Reader must ensure that
this document is current and complete prior to use. Uncontrolled when downloaded and printed.
 Document No.:
WORK INSTRUCTION MANUAL WM-752-DCO-QAMS-001
Title: Revision No.:
0.0
ASSIGNING DOCUMENTS/RECORDS Date of Effectivity:
IDENTIFICATION 18-01-2018
Page No:
ISO 9001:2015
10 of 10

(1) College of Education Training Department CETD

(2) Senior High School SHS

12 College of Fisheries COF

13 College of Natural Sciences and Mathematics CNSM

14 College of Social Sciences and Humanities CSSH

File Name: WM-752-DCO-QAMS-001-1.0 dated 18-01-2018 ISO 9001:2015 QMS Document

The only controlled copy of this document is the online version maintained in the ISO 9001:2015 QMS folder of the e-
school.msugensan.edu.ph/opendocman. The said copy is subject to revision control requirement. Reader must ensure that
this document is current and complete prior to use. Uncontrolled when downloaded and printed.