FACTORY MANUAL

FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 1 of 14

1 OBJECTIVES
This procedure provides standard guidelines on the following:
 Approval of documents for adequacy prior to use;
 Review and updating of documents when necessary, and re-approve documents;
 Ensuring that changes and the current revision status of documents are identified;
 Ensuring that relevant versions of applicable documents are available at points of use;
 Ensuring that documents remain legible and readily identifiable;
 Ensuring that documents of external origins are identified and their distribution controlled;
 Prevention of unintended use of obsolete documents, and to apply suitable identification to
them if they are retained for any purpose;
 Recording of the rationale(s) for changes to documents.

2 SCOPE
This procedure applies to all documents associated with Quality and Food Safety Management
Systems in Deli Best Blends Manufacturing Company

3 GENERAL

3.1 Definition of Terms

3.1.1. Controlled Documents – all internally and externally produced documents and forms that
numbered or coded according to the defined numbering scheme and were reviewed and
approved before issue. Example: Policy, Manufacturing Work Instructions, Department
SOPs, forms [when filled with required data may act as records] source:

3.1.2. Uncontrolled Documents – all externally produced documents and forms that the
organization doesn’t have any control over; all internally produced documents that will be shared
for reference purposes outside the organization and will be no longer controlled. Example:
Government/Third Party Policies/Procedures and forms, procedures, work instructions.

3.1.3 Obsolete Documents- A document that has been superseded and will never be used again.
Obsolete copies are safeguarded from inadvertent use.

3.2 Document stamped with “Controlled Document” using blue ink are controlled documents, while
documents stamped with “Uncontrolled Documents” is considered as uncontrolled.
3.3 All documents shall be kept under a formal issue control so that the latest version is always
available.

Prepared By: Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
This document is a property of Deli Best Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed written consent of the issuing party
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 2 of 14

3.4 Special instructions/Policies

3.4.1 Each manual are properly identified by manual title with corresponding Manual Directory
indicating subjects of document by index number (in an ascending order) that contains it.
3.4.2 All confidential documents are stored in a secured area/room/cabinet.
3.4.3 Every process related to quality of product shall be supported by an approved procedure,
work instruction or work reference for proper implementation.
3.4.4 Document shall be written by an employee who has adequate knowledge on the processes
and restrictions of the activity to be documented.
3.4.5 Next review and/or revision – review every two years or to be revised as necessary.
3.4.6 In case of change in a process, all related documents shall be reviewed and updated.
3.4.7 General font style to be used is Arial, size 10 excluding the document title in the header
which is size 11.
3.4.8 Stamps
3.4.8.1 Mastercopy- stamped in original copy of document
3.4.8.2 Controlled Document– stamped in document where reproduction is not permitted
3.4.8.3 Uncontrolled Document – stamped to document that will be issued to external party
3.4.8.4 External Document with Received Date – stamped to received external document
3.4.9 Disposal
3.4.9.1 Reuse- applicable for obsolete documents that are not confidential with print on one
side.
3.4.9.2 The original side shall have a diagonal line to avoid confusion or mixing of document.
3.4.9.3 An obsolete document is not allowed to be reused for the same type of document.
3.4.9.4 Tearing or Shredding- applicable for confidential obsolete documents.
3.4.9.5 Recycling- applicable for obsolete documents that are not confidential; using the paper
such as transmittal envelope and others.
3.4.10 Factory Department

Department/Process Owner Code

Factory Manual FM
Quality Assurance QA
Logistic LO
Engineering EN
Production PR
Hazard Analysis Critical Control Points HP
3.3.6 Document Hierarchy

Prepared By: Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
This document is a property of Deli Best Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed written consent of the issuing party
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 3 of 14

HIERARCHY TYPE COMPONENTS

Factory Manual Contains Plant Policy, Profile and International
Management System requirements.
Level 1 0 Policy Statement
1 Organization

Department Manual These include the Performance Standard/Compliance

0 Engineering Department Requirements/Operational Controls of Quality, Food
Manual Safety, Environment and Occupational Safety and
1 Quality Assurance Health.
Level 2 Department Manual 2 Procedures
2 Production Department 3 Work Instructions
Manual 4 Guidelines
3 Logistics Manual 5 Lists
6 Forms and Checklists

External Document Manual Contains documents emanating from external sources

which are used as reference or guide in carrying out
specific activities in the operation. These documents are
Level 3 subject to proper control procedures to ensure that
current documents are in use, such as:
7 MSDS( Material Safety Data Sheet)
8 MWI (Manufacturing Work Instructions)
9 R&D Trial Reports
10 Regulatory Records including Legal and other
requirements (Permits and Licenses)
Records Contains accomplished forms , considered as objective
Level 4 evidence of program effectiveness. It is a document
containing information which serves to preserve or
perpetuate knowledge of acts, events, facts or ideas.

4 STANDARD FORMAT

1. Document Format

Prepared By: Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
This document is a property of Deli Best Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed written consent of the issuing party
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 4 of 14

 Company Name and Logo

 Document Title– specific title of the procedure that is being
discussed.
 Manual Title – specific title of the manual where the document will
be filed.
 Page X of Y – current page number (X) and the total no. of pages
(Y) for a particular document.
 Index Number – assigned document code to easily identify a
particular document.
 Revision – refers to the number of times a particular document
has been revised. Revision 00 means that the document is the
original version.
Document Header Details
 Effectivity – specific date when document will take effect. Format
mm/dd/yyyy
 Superseded Index No.- refers to the index no. that was replaced
by the current index no. a document that was assign by a brand
new different index no.
 Prepared by – department or position of the person who prepared
the document.
 Reviewed by - immediate department manager of the person who
reviewed the document.
 Approved by – immediate department manager of the person who
prepared the document.

Refer to Diagram 1

FM-2-0001 ( Factory Manual – Procedure-0001)

4-digit number in sequence

Coding of Document Document Level

Department /Process Owner

Description of the latest 3 changes made to the procedure starting from

the most recent. Format as follows:
Revision No./Revised By/ Effectivity Date
(MM/DD/YYYY)/Description of Change (should include
History Table Section and brief description of change.
Refer to Diagram 2

Objective – provides a clear statement on the need for the procedure and

Prepared By: Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
This document is a property of Deli Best Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed written consent of the issuing party
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 5 of 14

what the procedure is trying to achieve.

Content of Document
Scope – a statement summary of what is covered within the procedure
General – whichever is applicable
- Definition of terms – consists of the explanation
of technical or unique terms that needs to be
clarified.
- Materials / Equipment needed – listing of
required materials and equipment needed to
accomplish the procedure or instruction.
- Special Instructions / Policies – includes
precaution, safety reminders or other special
instructions or policies which needs to be
highlighted in the procedure.
- References – documents from which references
were made.
 Procedure – this part is the step by step discussion
of how the work is performed. Each key step defines
the responsibilities for taking action and interfaces
with other documents. Format and flowcharting
Content of Document symbols as follows:

Diagram 1

Diagram 2

Prepared By: Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
This document is a property of Deli Best Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed written consent of the issuing party
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 6 of 14

History Table:
No. Page No. Revision No. Effectivity Date Description of Change / Remarks
1 All 00 01/25/2013 Change format;
2 All 01 09/20/2013 Revise Content;

5 PROCEDURE FOR DOCUMENT CONTROL

5.1 PROCEDURE FOR CREATION, DISTRIBUTION AND DISPOSAL OF INTERNAL DOCUMENTS

PROCESS DIAGRAM OPERATING AND CONTROLLING GUIDELINE

Identify need for

1 New/Amendment to
Document
Report

2 Create/Revise document based

on actual practice

Process Owner/Dept. Document

Custodian

Prepared By: Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
This document is a property of Deli Best Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed written consent of the issuing party
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 7 of 14

3 Request and fill up Document 3.1 Refer to Form ID No. FM-001

Control Form from Document Document Control Form.
Controller

Process Owner/Dept. Document

Custodian

Review and approve the created
4 document
Department Head
4.1 Coordinate with relevant department to
verify correctness of the procedures or
articles indicated on the document before
approval

Approved? NO
Return to
Step 2

YES
Submit the approved document
and filled up DCF to Document
5 Controller for Registration 1. Approved document
2. Document Control
Process Owner/Dept. Document
Custodian Form

Assign index no. for new 6.1 Refer to Form ID No. FM-002 Masterlist of
documents, register the Documents
6 document, update the masterlist
and stamp “Master Copy”
Document Controller

C
C

Prepared By: Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
This document is a property of Deli Best Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed written consent of the issuing party
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 8 of 14

7 Photocopy and stamp the

documents based on the DCF
Distribution List

Document Controller

8 Distribute copy of new/revised

documents and retrieve
obsolete or superseded
document copy before the
C
implementation date
Document Controller

9 Cascade the documents content

to affected personnel
Department Head

IMPLEMENTATION

Prepared By: Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
This document is a property of Deli Best Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed written consent of the issuing party
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 9 of 14

Stamp the retrieved copy and

DCF with “Obsolete”. Scan and
save. 10.1 Refer to Form ID No. AD-004 New / Amendment
Document Cascade
Document Controller

Retrieve master copy of

obsolete document according to
DCF
Document Controller

Scan the obsolete master copy

and transfer to Scanned Note: the 3 latest
Obsolete folder with back up to revisions of scanned
document shall be kept
external drive
Document Controller

Dispose hard copy by tearing or

shredding
Document Controller

END

PROCEDURE FOR TOTAL DELETION OF DOCUMENTS

START

Prepared By: Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
This document is a property of Deli Best Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed written consent of the issuing party
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 10 of 14

Submit approved Document

Control Form to Document
Controller
Department Document
Controller (from document
custodian of each department)

Receive the request, and check

completeness of details and
approval of superior
Document Controller

Update masterlist. Stamp the

master copy and DCF with
“Obsolete”.

Document Controller

Scan the obsolete master copy

and then transfer to Scanned
Obsolete folder with back up to
external drive
Document Controller

Dispose hard copy by tearing or

shredding.
END
Document Controller END

5.3 PROCEDURE FOR REQUEST OF ADDITIONAL DOCUMENT COPY AND TRANSMITTAL

5.3.1 For request of additional document copy. Requester shall send the following details of request
through electronic mail and shall copy furnish his/her immediate superior
5.3.2 Document number or title

Prepared By: Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
This document is a property of Deli Best Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed written consent of the issuing party
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 11 of 14

5.3.3 Name of recipient

5.3.4 Number of copies
5.3.4.1 Nature of distribution ( if controlled or uncontrolled and if hard or scanned copy
5.3.4.2 Purpose of request
5.3.5 For request of transmittal of document copy outside the factory, fill up the Document
Transmittal Form ( Form ID No.FM-003) and have it signed by authorized approvers.

5.4 PROCEDURE ON REGISTRATION OF EXTERNAL DOCUMENTS

Identify External
Documents that need to be
controlled

Request and fill up Document

Control Form from Document
Controller
Process Owner/Dept. Document
Custodian

Review contents and approve

the external document
Department Head

Approved?

Assign index no. for new

documents, register the
document, update the masterlist
and stamp the first page of the
document “Master Copy” A
Document
A Controller

Photocopy and stamp the

documents based on the DCF
Distribution List
Prepared By: Implemented by:
Document Controller Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Assign index no. for new
Document Controller
Photocopy and stamp the General Manager
documents, register the
documents
This document document, based
is a propertyupdate on
of Delithe the DCF
Bestmasterlist
Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed Distribution
written
and stamp first List
theconsent of the
page of issuing
the party
document “Master Copy”
Process Owner/Dept. Document
Document
Document A AController
Controller
Custodian
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 12 of 14

Distribute copy of new/updated

documents and retrieve
obsolete or superseded
document copy before the
implementation date
Document Controller
C

Sign the DCF upon receipt Note: If the recipient is not

available, request member of
the department to receive
Process Owner/Dept Document
Custodian

Cascade the documents content

to affected personnel

Department Head

Cascade the documents content

to affected personnel

Department Head

IMPLEMENTATION

Stamp the distributed copy and

Prepared By: DCF with “Obsolete”Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
Scan the obsolete master copy
This document is a property
Dispose of Deli Best Blends
or Manufacturing Corporation and cannot be reproduced in any form
and hard copy
transfer toby tearing
Scanned
without the expressed written consent
shredding of the issuing party
Obsolete folder with back up to Note: the 3 latest
externalController
Document drive revisions of scanned
Document
Document Controller
END
Controller document shall be kept
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 13 of 14

Document Controller

Retrieve master copy of

obsolete document according to
DCF
Document Controller

Scan the obsolete master copy

and transfer to Scanned Note: the 3 latest
Obsolete folder with back up to revisions of scanned
document shall be kept
external drive
Document Controller

Dispose hard copy by tearing or

shredding

Document Controller

END

5.5 PROCEDURE ON CONTROL OF ELECTRONIC DOCUMENTS

5.5.1. All company issued desktops and laptops are password protected
5.5.2. All software and applications related the organization requires username and password

Prepared By: Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
This document is a property of Deli Best Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed written consent of the issuing party
 FACTORY MANUAL
FM-2-0003
Issued: October 1, 2018
Revision: Page
DOCUMENT CONTROL PROCEDURE 01 14 of 14

5.5.3 Only Deli best employees have the access to the company’s software and applications
containing confidential information .
5.5.4 Access to highly confidential software and applications needs approval stating from the line
manager up to the regional director.
5.5.5 All company’s software and applications containing company related information can only be
opened using the company issued desktops and laptops
5.5.6 IT department conducts regular maintenance of the software and applications installed on all
company owned desktops and laptops
5.5.7 All softcopies of confidential documents are stored in a restricted (shared drive) location. Only
authorized personnel can access these locations.
5.5.8 All softcopies of confidential forms are password protected and
5.5.9 Only authorized personnel can do the revisions on the forms.

6.0 HISTORY TABLE

No. Page No. Revision No. Effectivity Date Description of Change / Remarks
1 All 00 10/01/2018 Change format;
2 All 01 05/10/2019 Revision for FSSC Compliance

Prepared By: Implemented by: Approved By:

Food Safety Team QA Manager Alma Grace Casumpang

Document Controller General Manager
This document is a property of Deli Best Blends Manufacturing Corporation and cannot be reproduced in any form
without the expressed written consent of the issuing party