Magneti Marelli UM Electronic Systems Private Limited Doc. No.

: SYS-PR-01
Rev. No.: 01
Issue date: 16/02/2010
PROCEDURE FOR CONTROL OF DOCUMENTS
Rev date: 06/08/2013
Page: 01 of 03
1.0 PURPOSE: To establish, implement and maintain a documented procedure for preparing, approving, issuing internal and
external documents
2.0 SCOPE: This procedure covers Quality Manual, documented procedures, work instructions, forms and formats and other QMS
related documents including documents of external origin.
3.0 RESPONSIBILITY: Management Representative is overall responsible for implementation of this procedure. Respective process
owners/HODs are responsible for maintaining the relevant version of the documents in their departments.
4.0 DEFINITIONS/ABBREVIATIONS:

5.0 PROCEDURE / PROCESS

INPUT(S) PROCESS / ACTIVITY FLOW OUTPUT(S)

Identification of Start
the need for new
document /
modification in Receive the request for new document / amendment in existing F
existing document document along with draft copy if made by user
by any individual

Review the request & draft copy of document

Forward to concerned approving authority for approval of the

request if not already approved

Approved? No

Yes
Preparation of draft version of the new Return back to
/ , modified document if not given concerned
earlier employee

Review with concerned approving authority for adequacy of

document & correlation with other documents

Provide document number, version and issue date (in case O

new document)

Update revision status, mention the revision history and issue F

date on revised document(s) and update the revision history in
revision record register ∆

Take the signature of approving authority on Original copy

Make necessary photocopies for circulation (if hard copy is to

be issued), Retain Master Copy

Put `controlled copy' stamp in red colour

Circulate controlled copies of new / modified document to all C

concerned

ISO/TS 16949:2009 APPROVED BY ISSUED BY CONTROL STATUS

Clause: 4.2.3 CONTROLLED COPY

HEAD OPERATIONS MANAGEMENT REP.
 Magneti Marelli UM Electronic Systems Private Limited Doc. No.: SYS-PR-01
Rev. No.: 01
Issue date: 16/02/2010
PROCEDURE FOR CONTROL OF DOCUMENTS
Rev date: 06/08/2013
Page: 02 of 03
5.0 PROCEDURE / PROCESS
INPUT(S) PROCESS / ACTIVITY FLOW OUTPUT(S)

C1 In case soft copy of the document is to be issued then make

PDF file of the new / modified document

Provide password to the original soft copy of new / modified

document (known only to approving / issuing authority).

Update revision status and issue date on revised document(s),

mention "CONTROLLED COPY" at designated place on the soft
copy in red colour.

Mention the designation of approving authority on Original copy

Controlled copy
Convert into PDF (read only) file and place in the dedicated of new / revised
folder on main server or other identified location as required document

Obsolete copy
of documents Collect and destroy old version of documents (hard copy as well
from users as soft copy), retain one copy for reference by putting stamp as
`Obsolete copy' on hard copy only

Update Master list, amendment sheet & document distribution F

list

F
Once in two years review with document users to identify any
change in existing documents, get the documents modified if
required as per above defined procedure.

The users of the documents has to ensure that only relevant

versions of document are available with them in good condition
and remain legible all the time

C2

ISO/TS 16949:2009 APPROVED BY ISSUED BY CONTROL STATUS

Clause: 4.2.3 HEAD OPERATIONS MANAGEMENT REP. CONTROLLED COPY