Document Control

Document Procedure.
Type
Document ID QUA-P-002
Version No. 1
Release Date 13/10/2022

Author
Steven S.Singleton Position QHSE Manager
Singleton Date 14/10/2022

Approved By JJ Lennon JJ Lennon Position COO

Date 14/10/2022

REVISION HISTORY
Version Reason for Change Approved Date
Rev. 1 New Document JJ Lennon 14/10/2022
QUA-P-002 Document Control

Contents
1. INTRODUCTION .............................................................................................................................................................. 3
2. Scope ............................................................................................................................................................................... 3
3. Definitions ...................................................................................................................................................................... 3
4. Document Creation ........................................................................................................................................................ 3
5. Document Approval and Distribution ........................................................................................................................... 4
6. Document Review .......................................................................................................................................................... 4
7. Amending Documentation and Issue Number .............................................................................................................. 4
8. Control of Documents, Hard and Soft Copies................................................................................................................ 4
9. Control of External Documents ...................................................................................................................................... 5
10. Archiving and disposal of obsolete documents ........................................................................................................ 6

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QUA-P-002 Document Control

1. INTRODUCTION
This procedure describes the Impedans document control system.

2. Scope
This procedure applies to all Impedans controlled documents within the Integrated Management System (IMS).

This document should be used by anyone who is creating, amending, storing or accessing any Impedans controlled
document.

3. Definitions
• Documented Information: Defined by ISO 9001:2015 as the meaningful information and data that requires
control and that your organization must maintain. The documents can refer to:
o The Quality Management System (QMS) generally
o Processes
o Documentation
o Records
• Controlled Document: Any document deemed to be of operational importance by Impedans that
modification of its attributes is subject to this procedure.
• Q-Pulse: The electronic document control system used by Impedans.

4. Document Creation
Anyone within Impedans able to create a document but must ensure that all of the document control procedures
are followed in order for the document to be classified as controlled. The document must be submitted to the
Quality Manager for formatting. The Quality Manager will ensure that all of the document standards and controls
are met prior to distribution and storage.

Every controlled document within the Impedans system will contain the following:

• Issue number
• Unique document number
• Impedans company logo
• Clear document type and title
• Date of issue
• Approval signature
• Approval date
• Superseded issue number

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QUA-P-002 Document Control
5. Document Approval and Distribution
Documents will, after formatting, be uploaded by the Quality Manager , or assigned deputy, to the Q-Pulse system.
The approval list will be generated by the Quality Manager, at a minimum the approval list will consist of the process
owner and the Chief Operations Officer (COO).
The document will be circulated to the approval list by Q-Pulse. The members of the approval list will receive e-mail
notification via Q-Pulse that they need to review the document and either approve or reject with comments.

When all the required approvals are in place the document will be released and be available, as read only, to all
employees. The ability to edit the document will be controlled by the permissions set in the Q-Pulse system.

6. Document Review
All controlled documents will be reviewed within the timeframe nominated by the Quality Manager. Documents can
be reviewed on a more frequent basis based on operational requirements and this is left to the discretion of the
Process Owner.

The time frame for review will be set in the Q-Pulse system, the system will flag up documents that are due for
review and email all persons on the approval list

• The Approver(s) shall ensure that the review takes place within the specified time period.
• The Approver shall conduct the review or appoint an appropriate delegate to conduct the review on their
behalf.
• Notification of overdue reviews will be conducted through Q-Pulse.

7. Amending Documentation and Issue Number

Once the document has been reviewed the Q-Pulse system will notify the Quality Manager that the review has
been completed.

In some cases the document will require modification of content. Handwritten amendments to original
documentation is prohibited. The document owner may make the changes themselves or ask the quality
manager to do it on their behalf.

After modifications have been approved the Quality Manager will raise the issue number and release the
document in to the system.

If no changes are required the review can be closed and the next review date set.

Q-Pulse will then send an email notification to staff to say that a new document has been activated and they
are required to log into Q-Pulse to view and acknowledge the document.

8. Control of Documents, Hard and Soft Copies

Hard Copy

Any document that is printed from Q-Pulse (unless it is marked ‘Controlled Hardcopy’) becomes an uncontrolled
copy and will contain ‘Once printed this document becomes uncontrolled – Verify version in Q-Pulse before use’
in the footer.

Soft Copy

All controlled documentation stored as a softcopy will be retrieved by Impedans personnel from the Q-Pulse
system.

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QUA-P-002 Document Control
All Impedans Employees have access to a ‘read only’ version of Q-Pulse which enables them to view controlled
documents for reference as required.

Only the Quality Manager or other members of the document control group can add or modify any documents
within Q-Pulse.

Document Numbering

Document numbering will follow the format of;

DDD – X- NNN whereby

• DDD = system

QUA - Quality

HSE - Health, Safety and Environment

• X = Type of document

Pol - Policy

M - Manual

P - procedure

F - form

R - Register

NNN is a the unique identifying number.

9. Control of External Documents

Customer Documents

All customer owned documents that are required for our processes, e.g. drawings, specifications, will be
scanned and uploaded to Q-Pulse and so become controlled documents in our system. Any employee who
receives a customer document must forward it to the Quality Manager for inclusion into Q-Pulse. The Quality
Manager will set the status to read only for all employees who require access to the document.

International Standards

The latest Issue of the relevant ISO Standards will be uploaded to Q-Pulse by the Quality Manager and the status
set to read only for all employees.

Legislation

Any Legislative documents that Impedans require to hold copies of will be requested by the Quality Manager
and uploaded to the Q-Pulse system as controlled documents.

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QUA-P-002 Document Control
10. Archiving and disposal of obsolete documents
Controlled documents that are deemed to be obsolete will be handled in the following manner:

Softcopies: Any superseded or obsolete document will be placed into the ‘Obsolete’ folder within Q-Pulse. The
‘Obsolete’ folder has restricted access.

To prevent the unintended use of obsolete documents. The softcopy will be retained for historical reference
purposes only.

Hardcopies: All controlled hardcopies will be physically disposed of by the Quality Manager and not retained.

Should an obsolete document be requested to be used for reference purposes, the Quality Manager will issue
the document to the Requestor. Prior to issuing the document it will be marked 'Obsolete - For Reference Only'.

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