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1. Introduction and Background

The effective management of document, reports and records is fully dependent on the controls that are
put in place to ensure that documents are developed and are reviewed at intervals determined by
management or board of directors, as the case may be. The criticality of document control is to ensure
good communication and consistent execution of processes.

2. Scope

This procedure will be applicable to all operations or activities of Ngwane Lihle (Pty) Ltd. It will focus on
the following:

 Distribution, access, retrieval and use of the documents

 Storage, preservation and legibility of documents
 Control of versions of the document

3. References
 SABS – ISO 9001: 2015 – Quality Management System
 NSNP Policy and Procedures

4. Procedure
a. Location of documents

All documents of Ngwane Lihle (Pty) Ltd will be kept and stored in the following ways:

 Filing cabinets
 Electronic files and stored on the cloud.

The document administrator will be appointed and one of his or her responsibilities will be to
ensure that all document are kept in a safe environment.

b. Distribution
These will only be distributed for communication purposes only to the Ngwane Lihle (Pty) Ltd
personnel, school personnel and some submitted to the Department of Education for claiming
purposed. Such communication will be done through electronic mail system as well as through
manual and physical distribution and the recipient will be made to sign for the receipt of the
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document. After reading the document, the reader will be required to return the document to the
document administrator, who will ultimately file the document.

c. Filing and retrieval of documents

The filing of documents will be the responsibility of the document administrator. Whenever a
person develops or create any document, he or she will ensure that a standard template is
used and the document will be sent to the document administrator for vetting and circulation for
approval. Once the document has been approved, it will be communicated to the relevant
personnel and the original will be kept in the filing cabinet.

If any person requires access to the specific document, he or she will request the document
through the document administrator.

d. Control of version
Should there be a need for the review of any document, the requester will complete a
“Document Change Request” form, which will be issued by the document administrator. The
administrator will be the one who will be monitoring and ensuring that the correct version is
inserted onto the document.
Whenever the new version is issued, personnel with the old version will be requested to return
the documents with the old version and they will be issued with the document with the latest
version. It is important to note that all documents will be marked with a “CONTROLLED” stamp
and no copies of the controlled document will be allowed.

e. Numbering of documents and reports

All documents and report will be sequentially numbered. A register for the documents and the
reports will be created and monitored by the administrator as a control measure to ensure
maintenance of proper numbering.

f. Storage and the life of the documents and reports

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Documents will be kept on site only for the period of two years and after that period, they will be
sent to the reputable archiving service provider.

g. Hierarchy of documents

NSNP Policy

NSNP Procedures for suppliers

NSNP Practices regarding,

delivery and invoicing

Proof of delivery and invoices

Procedures for suppliers

The above figure indicates the level or the hierarchy of documents that will be implemented and
adhered to by Ngwane Lihle (Pty) Ltd.

Approved by:

Director : L T MKHIZE

Date : 07/12/2022

Signature : ___________________________
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Document Management NGW-DMPLN-01 05/04/2023 Ngwane Lihle (Pty) Ltd
Plan.
Rev. No: 000