IMS Procedures

Procedure for Control of Documents

1.0 Scope : Covers all documentation including documents of external origin required for the effective operation of IMS as established in IMSPL. 2.0 Abbreviations: IMSPL : Innovative Matrix Softech Pvt. Ltd. MR : Management representative DTR : Document, Training, Resource EMP : Environment Management Program SMP : Safety Management Program 3.0 Reference clause No :
ISO 9001:2008 4.2.3 ISO 14001:2004 4.4.5 OHSAS 18001:2007 4.4.5

Standards Clause No.

Document ID: P-MR-01 /Rev. 00 /Rev. Date: 01-Jun-2009 /Page 1 of 11 Prepared By Approved By Name, Date, Sign Name, Date, Sign

IMS Procedures

Procedure for Control of Documents

4.0

Process Description: (Turtle Chart)

Who (Resp.)
MR for documents and data control

Process KPIs #
No of NCs, complaints, attributed to use of current document No of instance where improper document used Time taken

MR is overall responsible Supplier

Internal Users Customer External legal / Std. bodies

Input
Need for Document And Data, External Standards

Output To define a procedure for review, approval and distribution of documents to ensure that no document is used inadvertently.
Approved Documents with Proper Identification at point of use

Customer
Users

Key Resource
1. 2. 3. 4. 5. Master copy Controlled copy uncontrolled copy obsolete copy Stamps

Method
Procedure for document & data control

The responsibility, source, frequency for data collection against targeted objectives (KPIs), required for analysis & improvement are documented at refer document here.

Document ID: P-MR-01 /Rev. 00 /Rev. Date: 01-Jun-2009 /Page 2 of 11 Prepared By Approved By Name, Date, Sign Name, Date, Sign

IMS Procedures

Procedure for Control of Documents

5.0 Deployment flow

Need for Amendment / Revision

Take prior / verbal approval and note changes on Existing doc. (if available) for corrections & record it , create new document

Document & Data Control

Responsibility as per table 5.1

Prepare Document

Corrective action

Customer Feedback

Responsibility as per table 5.1

Approve Document & update master list (take back up)

Find Root Cause

Issuing authority as per table 5.1

Keep master Copy with issuing authority.

Issuing authority as per table 5.1

Distribution of controlled copy Hard or soft (MR must for all doc.) Remove Obsolete copy

DTR Action

Issuing authority as per table 5.1

Need For Change in Info?

Update Master Lists and communicate

Train the Or person Procure Resource

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IMS Procedures

Procedure for Control of Documents

5.1 Control of documents Sr. Document type No. 1 IMS Manual 2 Quality Policy, SHE Policy 3 Operation Procedures 4 Work instruction 5 Formats, Registers, Logbooks 6 Technical Documents/ Specifications/ Quality Plans Sr. No. 5.1 5.2 Activity

Approved by CEO/ MD CEO / MD MR / HODs HODs HODs HOD (QA)

Issued by MR MR MR MR HODs HOD (QA)

Responsi bility MR

The Integrated management system documentation is having 5 levels Document Identification: IMS Policy Displayed At All Prominent Places In Organization is identified by issue status and date Level 1 : Vision & Guidelines Considering Vision 2020, IMSU Guidelines, External documents (Standards, Laws relevant to IMSPL) Level 2 : IMS Manual This is the apex level document describing the IMS policy, objectives and broad guidelines describing how each of the elements of ISO 9001:2008,ISO 14001:2004 and OHSAS 18001:2007 IMS are complied with. IMS Manual is one single document and is called IMS manual. IMS Manual also contains three apendix, which are referred in the IMS manual. Appendix are treated as Level 2 documents for document control purposes. Identification method : IMS Manual/ RRRevision Number / Revision Date / Page Number Level 3 : IMS Procedure Manual This is the detailed quality procedure manual, which is consistent with the requirements of the ISO 9001:2008,ISO 14001:2004 and OHSAS 18001:2007 standards. These documents describe the procedures in step by step sequence in detail, the responsible person and also
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IMS Procedures

Procedure for Control of Documents

document references for each of the procedures. The numbering system in IMS procedure manual is as follows: Table of Contents : P-TOC P-XX-YY XX : Department Code = EN, HR, MK, MR, PD, PR, QA, ST. YY : Serial Number = 01, 02, etc Department Codes : Given in section 5.3 below

Identification method : Procedure No./ Revision No./ Revision Date Level 4 : Work Instructions / Specifications / Master list / Plans and or Calendars This contains detail of standard operating procedures, work instructions, specifications, master list for activities, which are described in IMS procedures. These documents are prepared for providing instructions for carrying out a specific work or task. The numbering system in this level is as follows: AA- XX-YY
AA: Document Code: for IMS XX : Department Code = EN, HR, MK, MR, PD, PR, QA, ST. YY : Serial Number = 01, 02, etc

Document Codes: WI = Work instructions (SOPs) PS = Product Specifications / Purchase Specification PL = Plans and or Calendars M = Master list AI = Aspect Impact RA = Risk Assessment Department Codes : Given in section 5.3 below Identification method : Document No./ Revision No./ Revision Date Level 5 : Forms / Registers / Logbooks This level consists of Forms / Registers / Logbooks where all data are recorded as a supporting document to level 1, 2 and 3. These forms demonstrates the functioning of the quality management system The numbering system in this level is same as level 4 with following for document code:
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IMS Procedures

Procedure for Control of Documents

F = Formats / Forms / Files* (Files indicated by * mark) R = Registers / Logbooks All the forms are numbered as per the requirement Incase of file number, the document code appears only on the file. Identification method : Document No./ Revision No./ Revision Date Level 5: Records Records are maintained either in the form of Forms /File/ Register / Logbook. These records are identified with the relevant level 5 document number For Identification also refer procedure for control of records. Department code: EN = Engineering HR = Human Resources MK = Marketing MR = Management Representative PD = Production QA = Quality Assurance ST = Stores DE = Despatch and Excise 5.4 Control Of Documents The master copies of Level 2, 3, 4 & 5 documents are identified by Voilet / Blue color stamp and the original signature. The IMS manual is prepared by MR, reviewed and approved by President. The procedure manual is prepared, reviewed and approved by authorized persons as indicated in the respective procedures IMS policy is controlled through its issue no. and its issue date. In the event of change of quality policy the issue no. Is escalated to next number with corresponding date IMS manual is identified with chapter no. Each chapter contains amendment no. and effective date. Any change in any chapter the amendment no. is escalated to next no. Detail of change is recorded in the amendment record of the same chapter. Table of content of the IMS manual is updated for the amendment no. & date of the revised chapter. next amendment no. And date is given to table of content. All other document contains amendment no. & date. In the event of any change, amendment no. is escalated to next
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5.3

MR / HOD

IMS Procedures

Procedure for Control of Documents

number and date The master list of document is updated and corresponding document status is addressed in master copy of the document. The master copies of the IMSM and IMSPM are held by MR Respective HOD prepares and maintains a master list of Level III & IV documents with date & revision number. Approved master copy of the documents is stored in hard copy with MR which can be updated only by M.R. M.R. is also having Master file for Procedures and Quality Manual. the Master list and its specimen copy is available with MR in softcopy. All pages of the master copy are stamped as MASTER COPY in red on the rear side. These are used for reproduction of the manuals The controlled copies are stamped as CONTROLLED COPY in red on the front side of the all the pages of all hard copies of the manuals.. CONTROLLED COPY seal in Red on the documents at front side. Current Master List is available with the reapsecitve Head and MR, accessible to all so as to preclude the use of invalid and/ or obsolete documents. Documents are controlled by softcopy. For review the read only files are available on server. Document and Data Changes changes to any document can be initiated by anyone, however they are reviewed and approved by same personnel as outlined in table 5.1.once the documents are changed, the approved document submit to MR for their record updation as per procedure as addressed above is followed. Obsolete documents are withdrawn and stored with obsolete documents which available with Respective Head. Any employee of IMSPL can request for revision of any section / procedure of the manuals in through HoDs or their superiors or directly by approving authority. Any employee of IMSPL can request for revision of level 3 document in format, giving the details of revision to be done and the reason for revision. The revision requests are sent to respective authorities who have approved the document. The respective HODs study the revision request and if found appropriate approves the revision in the revision request form. The approved revision request form is sent to MR in hard / soft copy. MR ensures incorporation of the changes and distribution of the revised documents to all relevant controlled copy holders. It is the responsibility of controlled copy holders to destroy the
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5.5

MR

IMS Procedures

Procedure for Control of Documents

obsolete copies of the revised documents and to ensure that the documents retained by them are of only the current revision. MR maintains the obsolete copies of the manuals from the master copy with marking OBSOLETE, RETAINED FOR REFERENCE in Blue. When any document is changed on upward amendment no. and amendment date is given to documents. Master list of document of respective department is changed MR maintains master copy of master list of documents of all departments. Control of master list of documents are through soft copy only. The following Master Lists of documents are prepared and maintained by MR which shows the latest issue and revision status Documents in Level 3: P-TOC Documents in Level 4 : Document Code - TOC Documents in Level 5 : Document Code - TOC Control on electronic data Soft copies of the IMS level 2 level 3and Level 4 documents are made available to the persons indicated in the distribution list on LAN server at factory and office. Separate folders are maintained under folder named IMS on info folder of LAN server at factory and office. All authorized persons as per distribution list and other LAN users in the company have read only access to the folder IMS. Only MR can edit / update or make changes. Manager IT controls the access. IT Infrastructure Management (Hardware, software, Networking): HOD-IT jointly with respective HODs identifies requirements for new IT infrastructure in the respective departments. The HOD-IT scrutinizes requirements of hardware, software and networking and decides procurement based on the investment plan. HOD-IT finalizes the hardware specifications considering compatibility with the existing system, the guidelines from the Schott group and future developments in Information Technology. HOD-IT after discussion with users and the concerned HODs decides the location for the installation of the hardware. While deciding on the location, factors such as environment, safety, proper earthing of cables, power supply, and necessity of UPS (un-interupted power supply) are considered. The requirement of software is analyzed by HOD-IT and finalized after discussions with respective HODs and users. The specifications for the software are defined taking into consideration the existing hardware and other aspects like make, version etc. The software is installed and tested by HOD-IT and concerned HODs and/or concerned user. After acceptance, HOD-IT commissions the software on designated computers.
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5.6

5.7

IT system administrat or

5.8

HOD-IT HODs HOD-IT HOD-IT

HOD-IT

HOD-IT

HOD-IT HODs

IMS Procedures

Procedure for Control of Documents

It is ensured that only licensed software is installed. A master list of all installed hardware and software is prepared and updated by HOD-IT. The HOD-IT ensures uninterrupted & reliable IT facilities & Services. Relevant records are maintained. HODs and HOD-IT decides for the users and training related to Information Technology (hardware/software). This training is coordinated by HOD-IT. Data Management: A master list of all authorized users is prepared and updated by HOD-IT. (maintained in soft copy) HOD-IT grants access rights for applications or data folders to the users after approval by their superior in the prescribed user authorization form. New access rights or change in the existing access rights or access to new applications or data folders are granted by HOD-IT to existing user after approval by their superior in the prescribed user authorization form and records are updated by HOD-IT. All users at the office are required to save their data on the server. Back up of the server is done daily. The backup data is retained for a period of atleast 2 months. In general, the EDP guidelines for IMSPL are distributed to all HoDs and other concerned, for reference and implementation. The documents of external origin such as National / International standards and guidelines related to product and product quality are identified. These documents are updated based on the information received either from customer, supplier, standard bodies, agents and maintained by Head of Quality Assurance. Product documentation: Product specifications are technical documents, which describes the technical data, testing methods, process control parameters for various products designed and manufactured by the company. These documents are generally referred as technical documents. The technical documents are prepared by the cross-functional teams consisting of representatives from quality, production, purchase and marketing. The technical documents are approved by Head of Quality Assurance department. Technical documents are modified based on continuous reaserch and development in companiys field of operation. The MASTER COPY of Technical documents is retained by MR. The distribution Technical documents to the departments, customers,
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HOD-IT HOD-IT HOD-IT HODs, HOD-IT

5.9

5.10

HOD-IT HOD-IT HOD, HOD-IT

Usersoffice HOD-IT

5.11

5.12

5.13

I)

II) III)

IMS Procedures

Procedure for Control of Documents

vendors and others are controlled by HODIT & Quality Assurance. Packing specifications are part of technical documents and controlled in the same manner.

IV)

6.0 Cross reference Sr. No.

1. Control of IMS records

Types Of Procedure

Document No.
IMSPL/Proc/MR/02

7.0 Documents Sr. No.

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18.

Types Of Documents

Document No.

Level 3, IMS Procedure Manual Master List of Documents, Level 4, Work Instructions, Technical documents, Reference charts Master List of Documents, Level 5, Forms / Formats / Files Master list of management programs (EMP/SMP) Distribution List IMS Manual and Procedures Distribution List Level 4 documents Master List : Documents of external origin Master List : IMS records Master List : Trained internal auditors Master List : First Aiders Master List : Fire Fighters Master List : Emergency team members Master List : First aid box locations Master List : Assembly points Master List : Fire points Master List : Installed systems (Hardware-Software) and users (in Soft Copy) EDP Guidelines

P-TOC

8.0 Records: Sr. No.

2. 3.

Types Of Documents

Document No.
IMSPL/F/IT/01 IMSPL/F/IT/02

User authorization form Hardware maintenance records

9.0 Amendment Summary:

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IMS Procedures

Procedure for Control of Documents

Pages Affected

Rev No

Rev Date

Amendment Summary
--

Reason for Change

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