CONTROL OF DOCUMENTED INFORMATION

PROCEDURE NO. ATS/QSP/02 AS9100 CLAUSE NO. 7.5 PAGE 2 OF 11

1. Purpose:

This procedure defines a process to control the documented information established and maintained for the
Quality Management Systems.

2. Scope:

This Procedure is applicable to all documented information’s established, maintained at

Avalon Technology and Services Pvt. Ltd. (ATS) for AS 9100, Customer and Regularity requirements etc. This
includes external origin documents also.

3. Abbreviations, Terms And Definitions:

Term Description
Documented Information Documents required by the quality management system for ensuring compliance to
applicable statutory, regulatory and customer requirements
Master List of Documents Comprehensive list of all controlled documents
Obsolete document A document that is no longer adequate at point of use
Documents of External origin Documents which are provided by external agencies for reference
Document Maintained documented information to support the operation of QMS and its
processes
Record Retained documented information to have confidence that the processes are
being carried out as planned.
Procedure Specified way to carry out an activity or a process
Information Meaningful data

Storage Medium of storage of information; Medium of information storage can be paper,

magnetic, electronic or optical computer disc, photograph or test
sample.
Protection Protection against un authorized access (to information) and damage / loss
of data
Retrieval Means location of where information is maintained and by whom to ensure
speedy retrieval of information
Retention time Time duration up to which records are kept e.g. 2 years; It will be based on
the customer and applicable regulatory requirements.
Disposition Method followed to dispose the record to ensure that the confidentiality is
maintained or information is not made public which otherwise may affect the
business interest of the organization.
 CONTROL OF DOCUMENTED INFORMATION

PROCEDURE NO. ATS/QSP/02 AS9100 CLAUSE NO. 7.5 PAGE 3 OF 11

4. Responsibility & Authority :

Member Responsibility
Management Responsible for the integrity of the documented information wrt AS 9100
Representative requirements
System Administrator Protect the integrity of electronically stored documents and data by performance of
system backups and ensuring restoration capabilities.
Department Heads / Implement the document control system for operational documentation, and
Process Owners maintain the system for document review, approval, distribution and
retirement.
Quality Assurance Implement the document control system for QMS documentation.
Customers Verify the technical accuracy and adequacy of applicable documentation.

5. Process Approach
 CONTROL OF DOCUMENTED INFORMATION

PROCEDURE NO. ATS/QSP/02 AS9100 CLAUSE NO. 7.5 PAGE 4 OF 11

6. Process Flow

7. Process Description

7.1 Control of Documented Information originated by ATS.

7.1.1 Documentation structure and Numbering system
Document description Numbering system
Level 1 Document ATS/QM/XX

Quality System Manuals ATS – Avalon Technology and Services Pvt. Ltd. AVA- Avalon
technologies Pvt.Ltd.
Quality Policy
QM = Quality Manual
Vision
XX = Issue number applicable for the whole document
Mission
Rev-Revision of each section to be maintained in each section
Level 2 Document ATS/QSP/XX

Quality System Procedures QSP = Quality System Procedure

XX = Serial number assigned to the procedure R
= Revision
YY = Revision number applicable for the whole document
Rev-Revision of each section to be maintained in each section
Level 3 Document ATS/XXX/ZZ/YY

Work Instructions XXX – Department Code,

ZZ – Document Type (WI – Work Instruction),
 CONTROL OF DOCUMENTED INFORMATION

PROCEDURE NO. ATS/QSP/02 AS9100 CLAUSE NO. 7.5 PAGE 5 OF 11

YY – Running Serial Number

Rev-Revision of each section to be maintained in each section
Level 4 Document ATS/XXXF/YY

Formats, Records, Registers XXX - Department code F

- Format
YY – Running Serial Number
Rev - Indicates the revision status

ATS/AS/MT/ZZZ/FAIR/XX
AS – Aerospace,
MT- Metal
ZZZ- Customer code
FAIR – First Article Inspection Report
XX indicates the running serial number of FAI

Department Codes:

MRD – Management Representative

QAD – Quality Assurance
PRD – Production
PPC – Production Planning and Control
STR – Stores
PUR – Purchase MTC
– Maintenance
HRD – Human Resource
TRD – Tool Room
PMD – Project Management
ENG – Engineering, New Product Development
BDD – Business Development
 CONTROL OF DOCUMENTED INFORMATION

PROCEDURE NO. ATS/QSP/02 AS9100 CLAUSE NO. 7.5 PAGE 6 OF 11

7.1.2 Preparation, approval, revision, issue & control of documents responsibility

Reviewing Approval
Document description Prepared by Issue & control
Authority Authority

Quality Policy, Mission, Vision - MD

MR
Quality Manual - Plant Head

Quality System Procedures MR Plant Head

Process Owners

MR / Engineering / QA
Formats Process Owners / MR - -

Work Instructions Process Owners Process Head Process Head

Records Process Owners - Process Owners

7.1.3 Document changes

All the documents begin with the Rev Status of `00’.

Further revisions of the documents are done by increasing the revision status as `01’, `02’, etc. Level 1
and Level 2 documents begin with Issue Status of ‘01’.
Further revisions of the documents are done by increasing the revision status as `02’, `03’, etc.

The Master list of each document is maintained in format no.: ATS/MRD/F/01 by the Controlling Authority indicating the Current
revision status and the list of departments for Distribution.

Details of document changes in respect of Quality Manual and Quality System Procedure are provided in “Revision History” of the
document. Whenever Level 3 & 4 documents are revised, Issue & control authority will retain the previous revision (up to 5 previous
revisions) high-lighting the changed portions or a separate note of changes made along with the obsolete document. The details are
recorded in the Document Change Request.
Whenever a document is revised, whole document is issued under next revision number.

The request for change of any document is made by any of the user through Document Change Request form - No.: ATS/MRD/F/03,
which gives the background information for the change.
 CONTROL OF DOCUMENTED INFORMATION

PROCEDURE NO. ATS/QSP/02 AS9100 CLAUSE NO. 7.5 PAGE 7 OF 11

The change request is reviewed by the authority that has originally approved the document. If the change is acceptable, the relevant
documents are modified and the master list is updated, after the approval of the concerned authority.
The copies of the obsolete documents are withdrawn / destroyed by the controlling authority.
The Master copy of the previous revision is maintained by the controlling authority with ‘OBSOLETE’ seal in Red Colour in the front
side applicable document soft copy moved to archive folder.

Head – Business Development / Program Management will coordinate document changes with customers and / or regulatory
authorities in accordance with contract or regulatory requirements, which is identified through the customer specific requirements

7.1.4 Issue & Methodology and control of documents

MR maintains the Master copy (Original) of all QMS documents. These documents are identified as MASTER COPY (In
Green Colour) on the backside of the first page of the documents. MR maintains Master list of QMS documents to indicate the
latest revision status.
MR issues and control QMS documents. Documents issued will bear the seal CONTROLLED COPY (In Blue Colour) on front
face of the first page of the document at an appropriate place.
Obsolete document are identified with OBSOLETE COPY (Red Colour) seal of front side of the first page of the master copy
document.
In case anyone retaining the controlled copy as an obsolete copy the same is informed to the issuer and obsolete seal to be punched
on all pages to prevent the unintended use.
Issuer and user, both are responsible for ensuring availability of pertinent issue of documents at all points of use. The issue
details are recorded in the document issue register.
The issue of the latest documents is done through Document Issue control Register no.: (ATS/MRD/F/02).

7.1.5 Control of Formats

The Specimen formats of the Department along with the Master list are maintained by respective HOD’S. The
format no. is indicated on the format itself.
All the formats available in the Vault as a template and it can be viewed by every one for use.
System admin will have the details of Back up storage and also is available in vault for viewing by anyone. Formats
editing, Modification authority by only document controller.
 CONTROL OF DOCUMENTED INFORMATION

PROCEDURE NO. ATS/QSP/02 AS9100 CLAUSE NO. 7.5 PAGE 8 OF 11

7.1.6 Review and Document Updating

The Internally Originated QMS Documents will be reviewed for adequacy in the following situations:
 After the completion of Audits (Internal / Customer / Registration Body)
 During MRM
 During Process / Product Changes
 Internal Non Conformance’s
 Customer Complaints
 Change in company structure, product line and production facilities
 As part of continual improvements
The Review and amendments as necessary done by the various Departments will be identified through the Document Information
Review sheet (ATS/MRD/F/04), which will be circulated by MR to all Departments.
The status of the distribution and the implementation will be reviewed in the MRM.

7.2 Control of External Origin Documents

External documents such as regulations, policies, and standards, specifications are identified by MR / ENG along with the process
owners. It is decided whether it needs to be controlled as a soft copy / hard copy document.

Concerned process owners are responsible for control and updating of applicable National / International Standards pertaining to
QMS.

MR is responsible for control and updating of applicable regulatory requirements, codes, rules, guidelines and process related
documents / standards applicable to ATS. Changes in the regulatory requirements are discussed in the Management Review Meetings.

The control of external documents is maintained through capturing / updating the documents in the Master List of External Origin
Documents. (ATS/MRD/F/05)

External document required by the organisation for QMS are identified and the soft copy is available in the vault to view all, hard
(Master) copy is available with document controller.

Engineering / concerned departments maintains and updates the following documents of external origin:

 Customer Drawings / Specifications

 Supplier Quality Manuals
 Product Related standards
 CONTROL OF DOCUMENTED INFORMATION

PROCEDURE NO. ATS/QSP/02 AS9100 CLAUSE NO. 7.5 PAGE 9 OF 11

A Master list (ATS/MRD/F/05) of the all the above documents is maintained and revision status is updated whenever there is a
revision from the Concerned. The current versions of National / International printed standards are traced by viewing the information
on Internet or by becoming a member of BIS and SAE

7.3 Control of Customer Supplied Documents and Data

All the customer-supplied documents and data (e.g., Invoice, Delivery Challan, Material Safety Data Sheets, and Consignment
Details, etc.) are controlled. Any intellectual property such as drawings, specifications, data sheet, design data, supplier quality
manual etc will be controlled as per the control of External Documents. However if there is any loss or damage to the intellectual
property, the customer will be informed of the same and new copies will be obtained.

The customer supplied documents and data are stored in the appropriate folder.

According to the contractual conditions, where required, a “Non-disclosure agreement” (NDA) is signed by the users of the
customer supplied documents and data.

Coordination for QMS document changes with the customers / Regulatory bodies will be done in line with the customer specific
requirements flow down by BD/PM during the contract review stage through the project hand over note.

7.4 Control of documents in electronic media

Documents and records maintained in the electronic mode are controlled by the concerned process owners. User access restrictions
and password protection are enabled. Weekly back up of data are done and maintained by System Administrator.

All the backup media are stored at closed cabinet with access proof location at outside office premises. Access to

Electronic documents is protected with access control (password access) and anti virus protection.

7.5 Control of Retained documented information

Respective process owners should establish and retain records as detailed in the relevant procedures. Records established and
maintained should provide evidence of conformity to requirements and of the effective operation of the Quality management system.
Following controls should be applied:
 CONTROL OF DOCUMENTED INFORMATION

PROCEDURE NO. ATS/QSP/02 AS9100 CLAUSE NO. 7.5 PAGE 10 OF 11

a) Identification: All the records are identified by title and document reference number.

b) Storage: Medium of storage of information should be appropriate to its distribution needs, frequency of retrieval, regulatory
requirements and company policy. Hard copies of the records / documents also stored in the appropriate location.

c) Protection: Records are preserved to ensure Protection against access (to information) and damage / loss of data. The soft
copies of documents / records are protected through the user access with password protection and the hard copies of the
documents are protected through storage of the documents in the records room.

d) Retrieval: To ensure speedy retrieval of information, the custodian may have ready reckoner to know where the records are
stored and preserved. Hard copies of the records are easily retrieved through the batch number.

e) Retention time: Time duration up to which records are kept should be decided taking in to consideration requirements for
Analysis of data (frequency), Audit requirements, Customer specific QMS requirements, Statutory and regulatory requirements.
The retention period of the records and documents are defined in the Annexure 1.

f) The retention period will be decided based on the customer specific requirements and / or regulatory requirements identified by
PM. The flow down of this will be done to all process owners and suppliers. The methodology for flow down of Customer
specific Requirements is defined in the PM/Engineering Procedure. Record Disposal Register (ATS/MRD/F/06) will be
maintained to record the details of Disposition of records, after the retention period. Wherever applicable, approval from the
customer will be obtained before the disposal of records, which has completed its retention period.

g) Disposition (of record): Method followed to dispose the record should ensure that the confidentiality is maintained or
information is not made public which otherwise may affect the business interest of the organization. For example, after retention
period, records may be kept in records room for 3 years and then shredded OR soon after the retention time, they are shred to
avoid its unintended use.MR has record disposition authorization.

h) In respect of records maintained on computer system, password protection will be maintained. MR maintains the approved copy
of records with current revision number.

i) Supplier records are controlled through the terms specified in the Suppliers Purchase Order / Work Order / Supplier Quality
Requirements. If the supplier’s records are retained and maintained by ATS it will be controlled as per the this procedure.
Supplier records are retained for 10 years or as per the customer requirements. Quality Controls maintains the retained the
records obtained form the suppliers and it the protected as per this procedure.
 CONTROL OF DOCUMENTED INFORMATION

PROCEDURE NO. ATS/QSP/02 AS9100 CLAUSE NO. 7.5 PAGE 11 OF 11

8. Process Performance Measures

Sl Target / Monitoring Reviewing

Process Measure Source Responsibility
No UoM Frequency Frequency

Document
No. of Days to process the
1 Days Change During MRM During MRM MR / Process Owners
document change request
Request
Internal
No. of NC’s due to control of
2 No.s Audit During MRM During MRM MR / Process Owners
documented information
Reports

9. Documented Information Reference

Sl. No. Ref. No. Description Responsibility Document Mode (Soft / Hard)

1 ATS/MRD/F/01 Master List of Documents MR / Process Owners Soft / Hard

2 ATS/MRD/F/02 Document Issue Control Register MR / Process Owners Soft / Hard

3 ATS/MRD/F/03 Document Change Request MR Soft / Hard

4 ATS/MRD/F/04 Document Review Information sheet MR / Process Owners Soft / Hard

5 ATS/MRD/F/05 Master List of External Documents MR / Engineering Soft / Hard

6 ATS/MRD/F/06 Record Disposal Register MR / Process Owners Soft / Hard

Note: Refer to Annexure 1 to obtain retention period of the respective document.

Refer to CSR Annexure to obtain Customer Specific requirements