QUALITY SYSTEM PROCEDURE PAGE 1 OF 6

Title : Control of Documents Document No : 4.2.3-01-00

Prepared By : Mr.------------- Approved By : Mr.--------------

Approval Date : 15 Jan, 2013 Valid Until : Further review

Issue No : A Effective From : 15 Jan, 2013

DISTRIBUTION:

Director
GM
All Departmental Heads

CHANGE RECORD:

DATE ISSUE DESCRIPTION OF CHANGE

15-01-2013 A New
1.0 OBJECTIVE:
To prescribe methods for controlling Quality System related documents and data, thereby ensuring that
only the right information is used at the right time & right place in doing all work relating to Quality.

2.0 SCOPE:
All Quality System documents and data of Siam’s Superior Ltd..

3.0 DEFINITIONS:
Documents: Policies, Master Procedures, Work Instructions and any other piece of paper or
information that defines a requirement of the company, and/or describes how or what to do, and is subject
to change.

Controlled Documents: To ensure the availability of right information at the right place at the right
time,
documents need to be controlled.

Policies: These are documents that define the requirements to the QMS.

QMS: Quality Management System includes documents that define the system, as well as the
organizational and other physical resources available to the system.

Work Instructions: These are documents that support Master Procedures in providing further detail
when
such detail is deemed necessary by the users of the procedures.

4.0 RESPONSIBILITY:

Management Representative, All Departmental Heads.

5.0 METHODS:

5.1 DOCUMENT AND DATA APPROVAL AND ISSUE

5.1.1 The author of the document and data shall sign his/her name at the designated place of the
document
and data.

5.1.2 Document and data shall be reviewed and approved for adequacy by the Director who will act as
Management Representative. The signature of the Management Representative on the designated
place of the procedure shall signify that the procedure is reviewed for adequacy and approved.

5.1.3 It is the responsibility of the department heads that the current issues of documents are available at
all
locations that are conveniently accessible to people who need the documents.

5.1.4 Officially distributed copies of controlled documents shall be identified by a red “CONTROLLED”
seal only on the first page of all the documents. Only the photocopy of documents with the seal
shall be acceptable as officially distributed copy. The original shall be remaining with the
Management Representative.

5.1.5 Controlled documents shall be distributed according to the distribution list of each document.

5.1.6 A transmittal form shall be used for distribution of such document. The receiver of the document
shall
sign in the form and send it back to the issuing authority of the document.
 5.2 INDEX

5.2.1 Each document recipient shall maintain an Index for all controlled documents of his/her possession.
The list shall include:

Serial No
Document Number
Document Title
Issue Number
Issue Date

5.2.2 Controlled documents shall be numbered as per Document Numbering System (No. 4.2.3-01-00
Section 6.2).

5.2.3 Forms/records/reports shall be identified by name. They shall not be given any number.

5.3 MASTER LIST OF CONTROLLED DOCUMENT

5.3.1 Management Representative shall maintain Master List of control documents. The Master List shall
include:
Serial No
Document Number
Document Title
Issue Number
Issue Date

5.3.2 Every individual holding copy of controlled documents shall maintain a list of controlled
documents
with his/her respective file.

5.4 REDISTRIBUTION
5.4.1 Department Head may redistribute photocopy of controlled documents to his department personnel
if
deemed necessary.

5.4.2 Such redistributed copy shall be stamped with red “REDISTRIBUTED” stamp on cover page.

5.4.3 Department Head shall maintain record of such copy holder and ensure that such copy holder is
using
pertinent issue of controlled documents.

5.4.4 Department Head shall ensure that the obsolete redistributed documents are promptly returned to
him
from all points of issue or use. These will be destroyed.

5.5 OBSOLETE DOCUMENTS

 5.5.1 Management Representative shall ensure that the obsolete documents are promptly returned to them
from all points of issue or use. These will be destroyed except for the archival copy.

5.5.2 Copy of obsolete document shall be archived by the Management Representative. All archived
Documents shall be identified with red stamp “OBSOLETE” on cover page.

5.6 UNCONTROLLED DOCUMENTS

5.6.1 Documents that do not have red controlled stamp shall be considered uncontrolled copy of the
document.

5.6.2 It is the responsibility of the person(s) using the uncontrolled copies of controlled documents that
they are using the relevant document for performing the job at hand.

5.7 DOCUMENT AND DATA CHANGES

5.7.1 Document and data can only be changed per for Document and Data change (No. 4.2.3-01-00
section 6.1).

5.7.2 Management Representative is overall responsible for document control. Department Heads shall
report to him in case of any question.

5.8 DOCUMENT OF EXTERNAL ORIGIN

5.8.1 Documents of external origin essential for the organization's operations and QMS as well shall be
controlled and all pages of such documents shall be stamped with red 'CONTROLLED' seal.

6.0 INSTRUCTION:

6.1 DOCUMENT AND DATA CHANGE

6.1.1 Modifications may be made to controlled documents and data if necessary. Any one who proposes a
change to any controlled document or data shall fill up the document and data change request form and
submit it to the head of the department for reviewing the proposed change of document and data.

6.1.2 Head of the department after consulting with concerned heads or representative of affected
departments
shall finalize the proposed change of documents and data, and shall send the same to Management
Representative.

6.1.3 Management Representative shall review the document after comparing with the original one and get it
approved by the approval authority.

6.1.4 Where the original reviewing and approval authority are not available, the supervisor of the original
approving authority or person designated by the top management, shall perform the task. Where
possible
this designated person shall be given access to pertinent background information upon which to base
their
review.

6.1.5 Having obtained approval, Management representative shall change sentences or data. Modified
sentences shall be identified by underlining and if it is a new sentence, it will be written in bold letters.
Modified documents shall be given a new issue number.
 6.1.6 Management Representative shall follow the procedure for maintaining Obsolete Documents (4.2.3-
01-
00) and file the approved request form in “Document and Data Change Request” file.

6.1.7 Rout or transmit the revised document to the appropriate people. Rout the entire document and NOT
just
the page that contains the revision.

6.2 DOCUMENT NUMBERING SYSTEM:

6.2.1 Allocate first three digits for the respective ISO 9001-2000 clause. For example, any procedure,
instructions relating to the clauses 4.2.3, 7.4, 8.5.2 of ISO 9001-2000 shall have the numbers 4.2.3,
7.4.0,
8.5.2 respectively in the first three digits of the 7 digit number system.

6.2.2 After hyphenation mark after the 3 rd digit, the next two digits (digit no. 4 & 5) shall be allocated for
sequential procedures under each ISO clause/sub clause.

6.2.3 After hyphenation mark after the 5 th digit allocates next two digits (digit no. 6 & 7) for Work
Instruction/SOP under each procedure.

6.3 Disposal of Document

The following disposal procedure shall be followed for any document.

a) Any document will have to store at least one year or according to customer COC.
b) After completion of one year document can be destroyed if no any condition from
customer side.
7.0 REFERENCES:

ANSI/ISO/ASQ Q9001-2000 Clause 4.2.3

Instructions for Document Numbering (4.2.3-01-00 section 6.2)
Instructions for Document and Data Changes (4.2.3-01-00 section 6.1)
Master Lists of Controlled Documents
Document and Data change request form
Transmittal Form
 Quality System Procedure

Control of Documents

Author Approved By

SXXSS0058

(Management representative) (Managing Director)