Doc.

Ref : IMS P7
Issue : 1.0
DOCUMENT CONTROL Date : Nov. 18
Pages : 1 of 7

Name Designation Date Signature

Prepared by

Reviewed by

Approved by
 Doc. Ref : IMS P7
Issue : 1.0
DOCUMENT CONTROL Date : Nov. 18
Pages : 2 of 7

PROCEDURE P7 – DOCUMENT CONTROL

Document history

Issue Rev Subject of amendments Reviewed by Authorized by Date

 Doc. Ref : IMS P7
Issue : 1.0
DOCUMENT CONTROL Date : Nov. 18
Pages : 3 of 7

1.0 PURPOSE
The purpose of this procedure is to provide a system of instructions and to assign responsibilities
for establishing and maintaining documented system to control all documents that relate to the
requirements of ISO 9001:2015, ISO 14001:2015 & ISO 45001:2018 standards, ensuring that only
the most recent revision of documents is made available to appropriate personnel through revising
and issuing the documents requiring changes from time to time after receiving the required
approvals.

2.0 SCOPE
This procedure is applicable to all areas covered by the QHSE Management System, which includes
Head Office, Plant, Departments etc..
Documents such as (Level-1, Level-2, Level-3) – Quality and HSE Manual, IMS Procedures, Risk
Assessment Register, Environmental Aspect/Impact Register, Work Instructions, Job Descriptions,
Checklists, Drawings, Shop drawings, other controlled documents in any medium (hard or soft copy)
are included under the document control system procedure.
Clients (Customers) may impose their “Management System” for Document Control on
XXXXXXXXXXXX. This is deemed acceptable provided the customer requirements are authorized by
the Management Representative.

3.0 DEFINITIONS AND ABBREVIATIONS

ABBREVIATION

MR
Management Representative
Integrated Management System
IMS/QHSE (Quality, Health, Safety and Environment)

XXXXXXXXXXXX XXXXXXXXXXXX

DEFINITIONS

Documents of External Origin

National or International
Standards (Eg. ISO 9001),
Amendment to an active / existing document.
Codes of Practice, Statutory
Regulations, Etc.Revision

Data Information recorded as a document or in electronic form

 Doc. Ref : IMS P7
Issue : 1.0
DOCUMENT CONTROL Date : Nov. 18
Pages : 4 of 7

4.0 RESPONSIBILITIES
• Chief Operations Officer
• Management Representative
• Operations In-charge
 Supervisor

5.0 PROCEDURE
5.1 Identification of the Documents, Approval, re-approval
5.1.1 The documents are identified by:
o Document name
o Document number
o Date of issue
o Revision number
o Page control number
5.1.2 Employee that identifies the need of document is communicated to Head of the department.
The Head of the department in coordination with personnel who identified the requirement
creates the draft copy of the document. Then Head of the department and MR review the draft
copy and approves the document to be updated in the system.
5.1.3 MR assigns a unique reference number and control status. The MR and Head of the department
communicate the objective of creating the document to all concerned personnel.
5.1.4 Head of the department and MR updates new document on Master List of Documents.
5.1.5 All documents that may affect the activities of the HSE Management system are properly
controlled, updated and authorized. Prior to issue and release, documents are reviewed for
adequacy, correctness and conformity to Company’s Quality and HSE Policy, ISO 9001:2015,
ISO 45001:2018, & ISO 14001: 2015 requirements. A document is considered to be formally
issued for implementation when signed by the authorized approving authority.
5.2 Control of Electronic Data:
5.2.1 All IMS data and documents stored in computers are backed up, and access to these files are
provided only to authorized personnel by secret codes to prevent unauthorized use by others.
 Doc. Ref : IMS P7
Issue : 1.0
DOCUMENT CONTROL Date : Nov. 18
Pages : 5 of 7

7.2.2 IMS Documents Identification, Preparation, Approval, Revisions, Re-approvals, Master copy
holder and Issue of Controlled Copies is as per below table 1:

Table 1:

Prepared Approved Master Controlled

Description Level Identification Copy Held Copy Issued
By By
By By
IMS Management XXXXXXXXXXXX/
Level 1 MR COO MR MR
System Manual IMS

IMS Management XXXXXXXXXXXX/ QHSE

Level 2 MR MR MR
System Procedure IMS/XX Manager

IMS Objective & Targets, XXXXXXXXXXXX/

Level 3 MR COO MR MR
Mgt. Program QHSE/XX/XX

Job Descriptions XXXXXXXXXXXX/ HR

Level 3 MR MR MR
Manual, IMS/JD Manager

XXXXXXXXXXXX/
Risk Assessment Level 3 MR, PM COO MR MR
HSE/01/RA/XX

Environmental Aspect XXXXXXXXXXXX/

Level 3 MR, PM COO MR MR
/Impact Register IMS/02/EAI

MR/
XXXXXXXXXXXX/
Forms Level 4 Dept. MR MR MR
IMS/YY/XXF
Heads

WHERE

XXXXXXXXXXXX Washmen Laundry XX Serial Number

HSEP Health, Safety & Environmental Procedure JD Job Description

OTMP Objectives & Target Management Programme WI Work Instruction

Register of Environmental Aspects / Impact Health, Safety &

EAI HSE
Assessment Env.

RA Risk Assessment YY Procedure Number

5.4 Document Master List and Issue Control:

 Doc. Ref : IMS P7
Issue : 1.0
DOCUMENT CONTROL Date : Nov. 18
Pages : 6 of 7

5.4.1 Master list of all documents are prepared and maintained at all times. The list includes all the
docs related to the IMS with their current revision status. The Master List of Documents
(XXXXXXXXXXXX/HSEP/07/F01) identifies each document by its name, number, and
distribution information and current revision status. All the original (master) copies of the
documents are held as per Table 1 and the same are stamped by “MASTER COPY” seal on
the back side of each page and all copies issued are identified as “CONTROLLED COPY”
(Stamped on front side of the document). The distribution of document is through Document
Distribution Sheet (XXXXXXXXXXXX/HSEP/07/F03).
5.5 Revision Identification and Status:
5.5.1 Revisions in the documents may be necessitated under the following circumstances:
• Changes necessitated by the induction of new Process or Equipment.
• Revision required due to change in procedures approved in mgt. review meetings
and/or on the basis of internal audits/external audits/customer complaints/legal
requirements.
• Changes proposed by the relevant departments to improve the Process, System,
Efficiency, Productivity, Cost Reduction, etc.
• Any other source
5.5.2 Any staff can suggest/request changes to documents based on above conditions and these shall
be forwarded to concerned preparation authority as per above table 1using a Doc. Change
Request Form (XXXXXXXXXXXX/HSEP/07/F02).The concerned preparation authority shall
investigate the need for this change with other members of the management as appropriate and
do the needful.
5.5.3 Any changes to IMS documents have to be reviewed and approved by the respective approving
authorities as defined in table 1.
5.5.4 Approved changes in the documents are recorded on the “Document Change Request Form” in
which the record of changes in the respective documents is maintained. All changes recorded
on the Document Change Request, incorporated and distributed to communicate the other
document holders through Document Distribution Sheet (XXXXXXXXXXXX/HSEP/07/F03).
5.5.5 When any page of a section in Level 1, Level 2 & Level 3 documents is revised, the whole
section revision status is incremented & dated.
5.5.6 Any changes to a pertinent section of Level 1, Level 2 & Level 3 documents, is recorded in
Revision Record and Approval Sheet of that document and the same is distributed to respective
distribution location as per the Document Distribution Sheet (XXXXXXXXXXXX/HSEP/07/F03).
5.6 Documents Availability
5.6.1 The concerned Issuable authorities as per Table 1 ensure that pertinent issues of the
appropriate documents are available at all places or locations where operations essential to the
effective functioning of the IMS are performed. These appropriate locations may include Head
office, Workshops, Stores etc.
5.7 Identification of External Origin Documents
 Doc. Ref : IMS P7
Issue : 1.0
DOCUMENT CONTROL Date : Nov. 18
Pages : 7 of 7

5.7.1 MR along with the concerned HSE personnel identifies the documents of external origin
determined by the organization to be necessary for the planning and operation of the IMS and
maintains the list specifying the document name, document reference # (if any) and
distribution information in List of External Origin Documents (XXXXXXXXXXXX/HSEP/07/F04).
5.7.2 The external documents include but are not limited to the following:
• International Standards.
• Equipment Manufacturers Specifications.
• MSDS for chemicals.
5.8 Obsolete Copies
5.8.1 Upon receipt of a revised copy of any document, the document holders are responsible to return
the issued copy to concerned issuing authority that destroys all obsolete or invalid
copies of document immediately. Whereas the obsolete copy of the original document,
identified with the “OBSOLETE COPY” and signed by concerned person (document holder), is
attached with respective “Document Change Request” form for knoXXXXXXXXXXXXedge-
preservation purposes.
6.0 RECORDS
6.1 All IMS records of XXXXXXXXXXXX shall be maintained I office for a period of at least 5 years
and all Medical Surveillance records are maintained at least 10 years as per IMS requirements
and generally will be maintained as per DWC/DM regulatory requirement beyond this period.

7.0 CROSS REFERENCES

Document Ref. Document Name Notes

ISO 9001:2015 Quality Management System Requirements International Standard

ISO 14001:2015 Quality Management System Requirements International Standard

ISO 45001:2018 Occupational Health & Safety Mgt. System Requirements International Standard