HAI MINH TRADING AND FORWARDING CO.

, LTD

CONTROL PROCESSES RECORDS

Code : QT02

Prepared by Reviewed by Approved by

Lưu Thị Hạnh Dương Hồng Lâm Lưu Thị Minh Hiền
Date Signed: 01/01/2019 Date Signed: 01/01/20190 Date Signed:01/01/20190

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CONTROL PROCESSES RECORDS Date Issued 01/01/2019
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MONITORING OF AMENDMENT
Revision
No. Revision Previous Content Current Content Page
Date
1 01 01/01/2015

2 02 01/01/2016

3 03 01/01/2017

4 04 01/01/2018

3
5 05 01/01/2019 At reference:
ISO STANDARD
9001 : 2008

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 Code QT02
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1. PURPOSE:
This procedure aims to control required for the identification, use , preservation, protection ,
retention time and disposal of records .
This procedure should ensure records relating to all activities of the company are updated ,
controlled and always available when needed .
2. SCOPE
This procedure applies to all the departments in the company and the subsidiary units of Hai
Minh Co. Ltd.
3. REFERENCES
ISO STANDARD 9001 : 2008
4. DEFINITIONS AND ABBREVIATIONS
CB-CNV : Officials and Employees.
-
5. CONTENT
5.1 Flowchart

Responsible
No. Flow Chart Form
Person

Documentation
Department
01
Management

Identify, store, preserve,

02 Document protect records QT02.QĐ01
Collector
Department

Document using
Staff who have
03 document QT02.BM01
requirement

Document Remove Profile

04 Collector QT02.BM02
Department

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CONTROL PROCESSES RECORDS Date Issued 01/01/2019
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5.2 References

No. Job Description Job Specification

- Assigned person is responsible for recordkeeping for his
department.
01 Documentation - All records must be recorded clearly and fully, do not use a
pencil to write or to sign. When adjusting an errors, the
adjustment must sign by the amendment and seal seat of the
company (when possible).
- The most important documentation is classified as, groups
and departments; there are many ways to classify records:
* Classification by work.
* Categorized by function.
- The filing lists, updating all the records applicable to your
unit and set "recordkeeping rule" - QT02.QD01 to manage the
type of records covered parts for TBP browser, which must be
defined
* How to Sort: According to the department,Accordign to
date from previous to current, According to Control No. (if
any)
* Storage Place: Convenient and Safe Place
* Time Storage: Refer to Regulation recordkeeping
- The table will provide the basis for determining the storage
time, specific responsibilities recordkeeping, how to use the
records, regulations authorized and preservation
requirements.All documents must contain all the entry dates,
number and codes.
- Documents are identified through names and codes,
reference numbers of records.
Identify, store, - Reference number of records: department will set on
02 preserve, protect "Regulation recordkeeping" - QT02.QD01.
records - All documents must be stored in accordance reasonable
"recordkeeping rule" QT02.QD01.
- The person responsible for recordkeeping in department
regulations shall preserve, protect records are intact, so in a
dry place, not to record the torn, misplaced or lost.
- The profile should arise in the month to the File
recordkeeping and filing the order arises.
- Parts and individuals that require the use of other people's
records, other parts are used forwarder record books -
03 Using profiles QT02.BM01 (however this form are not required to apply)
- if the staff of the department notice that the records has reach
its expiration date notify immediately the Department Head to

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CONTROL PROCESSES RECORDS Date Issued 01/01/2019
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No. Job Description Job Specification

04 Remove Profile make a necessary action for the records which are due to make
written "canceled Minutes quality profile" and proceed to
remove records. These documents expired storage can be used
for other purposes (scrap paper), but not stamp
"OUTDATED" and updated the "List destroy records" -
QT02.BM02
If you disagree: the request is drafted / amended revised
accordingly.

6. FILING
No. Record File Name Code Storage Unit Retention Period
1 Regulation QT02.QĐ01 All 2 Years to
recordkeeping Department change
2 Delivery record book QT02.BM01 All 2 Years
Department
3 List destroy records QT02.BM02 All 2 Years
Department
7. IMPLEMENTING PROVISION
1. This process is in effect from January 01, 2019
2. Process enforce valid until replaced by the next time issued (if any).
3. The process of promulgating the next time to specify which provisions are corrected,
added in the previous QT and complete historical record of the time issue the
process.
4. The units and individuals within the scope covered by QT is responsible to
implement this provision.

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