QMS PROCEDURE

FOR
CONTROL OF DOCUMENTS
RECORDS MANAGEMENT DIVISION
 PURPOSE

This procedure intends to define the

controls needed to ensure that
documents needed for effective
operation of DENR’s processes are
available and suitable for use, where
and when it is needed.
 EXPECTED OUTPUTS

• Documents at points of use are reviewed and approved

prior to issue;
• Originator/s of documents is/are identified;
• Distribution of copies of official documents is controlled;
• Changes and current revision status of documents are
identified;
• Obsolete documents are prevented from unintended use.
 SCOPE
• The controls specified in this procedure apply
to documented references, manuals,
procedures, instructions and their associated
forms generated from internal and external
origin in any type of media.
• This procedure covers the activities from
document creation, approval, registration,
distribution, retrieval and disposition.
 DEFINITION OF TERMS

Controlled Copy A document that is reviewed and approved prior to use, version
controlled, and has a life cycle. Reproduced copy of the original MS
documented information, latest issued document, indicated by
"CONTROLLED COPY" stamp and to be signed by the Records
Controller
Copyholder Authorized recipient of official controlled copy of DENR's MS
related documents.
Creation is the process of determining useful information required in a
single official operation to generate specific format and
accommodate complete and accurate data
Document Any recorded information regardless of form, medium or
characteristics
Document Action A system implemented at the DENR Offices that keeps track of the
Tracking System documents/records from point of receipt up to its release or final
action
 DEFINITION OF TERMS

DATS through the DENR Network, The e-DATS is the enhanced and
updated system implementation of DATS
Document ID a unique number assigned for a specific document/record which
serves as means of reference
Management System The framework of policies, processes and procedures used by an
(MS) organization to ensure that it can fulfill all the tasks required to
achieve its objectives
Master Copy The original creation or copy of MS documented information
indicated by "MASTER COPY" stamp
Obsolete Copy The outdated copy of MS documented information indicated by
"OBSOLETE COPY" stamp and shall be replaced by the new
version
 DEFINITION OF TERMS

Record Controller A Records Officer/ person in-charge of the control and management of
(RC) documented information
Records The policy and procedures that govern systematic control of all records from
Management (RM) their creation, or receipt, through their processing, distribution, organization,
storage, retrieval, retention and ultimate disposition.
Records Officer (RO) The Records Officer shall be responsible for managing the central repository
of Management System documented information. The RO shall control and
distribute documented information through hard copies and through
electronic media according to the approved distribution list and maintain
records of inventory, updating, revisions, archiving and disposition of
documented information. Records Officer of DENR offices.
Revision Changes to an approved MS document
Uncontrolled Copy Any copy of the original or controlled document or those which are
downloaded from the DENR website and are not stamped as controlled by the
Records Controller
 RESPONSIBILITIES
Copyholder Ensures that all activities performed are based on the appropriate
versions of the management system documents
Management Shall ensure that the established documented information procedures
System are consistent with the requirements of DENR's management system
Representative and are effectively implemented. Responsible for the approval of
(MSR) documented information being prepared by the Process Owner.
Process Owner Responsible for the creation of documented information which provide
evidence of the implementation of the MS and its processes. Shall
ensure that all activities performed are based on the appropriate
versions of the quality management system documented information.
Records Officer Responsible for the filing, safekeeping, updating, control, inventory and
disposal of documented information.
 PROCESS STEPS
Creation

• Management Systems Documents are created by Process Owners to provide

evidence of their implementation of the management systems and its
processes.

• Creation/Revision of MS Document is initiated by the process owners through

the completion of the Document Review and Approval Request. These
documents include Quality Policy, Quality Manual, Procedures and Risks,
Opportunities and Actions Analysis (ROAA).

• The Document Request for Review and Approval shall be attached to the draft
management system document being created or reviewed and submitted to
the next higher position in rank for review. The DENR Management System
Representative shall approve the management system document.
 Management
Preparer Reviewer Approver
System Document
Quality Policy QMS Core Team Overall QMR Secretary

Quality Manual QMS Core Team Overall QMR Secretary

Procedure Process Owner Designated Designated QMR

Supervisor
ROAA Process Owner Designated Head of Office
Supervisor
Form Process Owner Designated Head of Office
Supervisor
DOCUMENT REVIEW AND APPROVAL REQUEST FORM
DOCUMENT REVIEW AND APPROVAL REQUEST
From: Date:

Reason for the request: Creation Revision

Reviewed By: Date Reviewed:

Approved By: Date Approved:

Controlled MS documents will have a header as follows:

Document ID
Department of Environment and Natural Resources
Revision No.
Date Issued
DOCUMENT NAME
Page No.
Originator: Reviewed by: Approved by:
Document Name Name of Document found in the Title Space
Document I.D. Unique identifying number for the type of document
Revision No. Current revision number of the document indicating the last
amendment made
Date Issued Date of Release
Originator Office that prepared the document
Reviewed by The supervisor or designated official who reviews the document
Approved by The Secretary of the Department or designated representative
who approves or signs the document
 REGISTRATION

• The approved document shall be registered in the

Master Document Register which serves as
database for inventory of all MS documents on file
at the RMD. The Record Controller shall enter the
details of the document into the MDR
 LIST OF MANAGEMENT SYSTEMS DOCUMENT ID

1. AIT – Audit Itinerary

2. AP – Action Plan
3. APL – Audit Plan
4. APR – Audit Program
5. CP – Communication Plan
6. CO – Compliance Obligation
7. EA – Environmental Aspects
8. EM – Environmental Manual
9. ER – Emergency Preparedness and Response
10. FO – Form
 LIST OF MANAGEMENT SYSTEMS DOCUMENT ID

11. LD – Legal Document

12. MR – Management Review
13. OC – Operational Control
14. PP – Policy Paper
15. PR – Procedure
16. QM – Quality Manual
17. QP – Quality Policy
18. RE – Report
19. ROAA – Risk, Opportunities and Actions Analysis
 Registration of the manual shall be controlled
by section

Example:
DENR.QM.01 – Quality Manual – Section 01)
ASSIGNING OF MS DOCUMENT ID
CENTRAL OFFICE

AAAA.BBB.XXX

Sequential Number/
Section Number

Document Type

Office - Division
ASSIGNING OF MS DOCUMENT ID
BUREAU

AAAA.BBB.XXX

Sequential Number/
Section Number

Document Type

Bureau – Division/
Unit
ASSIGNING OF MS DOCUMENT ID
REGIONAL OFFICE

AAAA.BBB.XXX

Sequential Number/
Section Number

Document Type

Regional Office –
Division/ Section
ASSIGNING OF MS DOCUMENT ID
PROVINCIAL ENVIRONMENT AND NATURAL RESOURCES OFFICE
(PENRO)

AAAA.BBB.XXX

Sequential Number/
Section Number

Document Type

Regional Office –
PENRO - Division
ASSIGNING OF MS DOCUMENT ID
COMMUNITY ENVIRONMENT AND NATURAL RESOURCES OFFICE
(CENRO)

AAAA.BBB.XXX

Sequential Number/
Section Number

Document Type

Regional Office –
CENRO
 SPECIMEN OF STAMPS
SPECIMEN DESCRIPTION
Copy: Master Copy
Color: Green
DENR
Stamp Area: Lower leftmost part of the first
MASTER COPY
page
Copy: Controlled Copy
Color: Blue
DENR
Stamp Area: Lower rightmost part of the
CONTROLLED COPY
first page
COPY
Copy: Obsolete Copy
Color: Red
DENR
Stamp Area: Center part of the first page
OBSOLETE COPY

NOTE: Documents that do not bear the DENR’s official stamps are considered
“Uncontrolled”
NAP Memorandum Circular No. 001 s. 2014
THANK YOU!