Documents VS Records

Meaningful & its supporting Retrievable providing evidence

medium (e.g. paper, magnetic, of activities
electronic, optical computer
disc and photograph)
Can be revised, updates and Cannot be change stating
control of changes results achieved
Prescriptive Descriptive
Tell you 4W & how to do Tell you what was been done
Established conformance to
QMS

07/02/24
 Sample of Non-conformity Statement
AR Ref. No. / Clause
DESCRIPTION Department
No.

a.) QA inspectors are one of the core employees in the organization. They assures
that all products are conforming or compliant to the set standards. However,
necessary competencies for QA Inspectors were not defined. b.) Competency gap
KAM-01 (Clause 7.2) analysis was done to Admin/HR group only. As a result, no training plan was Human Resources
established to address the competency gap. Furthermore, since there's no training
plan, evaluation of the effectiveness of the needed actions to address the
competency gap were still not evident.

As reported, the 100% accuracy of information to all Sales Order (SO) and Job
SSM-01/RA (Clause Orders (JO) were consistently achieved. However, the measure being done to
Marketing and Sales
9.1.1) determine achievement was based only on the processing of SO and JO. The
measurement for accuracy of information was not demonstrated.

LDM-01/S2 (Clause No CPAR is issued for unmet target of Major Repair (October 2017) in the area of
Motorpool
9.1.1) Preventive Maintenance of Transportation

LDM-02/S2 (Clause No Work Order Slip (WOS) was issued for a required corrective action as per
Building Maintenance
7.1.3) result of PM conducted on FG Warehouse dated 30 June 2017

The following lapses were observed in the Ordinary area: (a) No evidence of
LDM-03/S2 (Clause
inspection done on fire extinguishers. (b) Expired 200-lb fire extinguisher last Building Maintenance
7.1.3)
August 2017
Undue delay was noted in reviewing the effectiveness of corrective actions taken
LDM-04/S2 (Clause
to address the top 5 customer complaints from May to October 2017, and other All Processes
10.2)
07/02/24 CPARs.
 Workshop # 1
1. The accomplished Weekly Sales Report dated 2 nd and 4th week of August 2020 of
Marketing Sales Department cannot be retrieved during the audit. This is in
violation of clause 7.5.3.2 a control of documented information.
2. The Customer Feedback for the 1st quarter of 2020 has not been administered as
required in procedure PM-AFS-001. This is a violation of clause 9.1.2 customer
satisfaction.
3. The system for documenting the transfer of goods from trucker/forwarder to the
airline was not consistently demonstrated. For instance, the cargoes with the
following air waybill #SO691853B & SO691855B were not documented using
interplant transfer slip as the official record of transfer. This is a minor NC of
clause 8.5.1.

07/02/24
 Workshop # 2
1. The process of monitoring and measurement of KPM-PUR-01 dated March 01,
2020 was being implemented except the usage of uncontrolled documents. May
need to review uncontrolled documents be controlled for its specific usage.
2. The procedure on PM-PLB-PDN-02 product traceability and identification was
being implemented. May need to review traceability of quilted fabrics to be
removed as stated on the procedure of may established traceability of quilted
fabrics.
3. Although monitoring and measurement of process was carried out. May
consider proper filing of memorandum and ensure that uncontrolled documents
will not be used.

07/02/24