Control of Documents

DOC NO: PN-MR-P01 REVISION: 0 Page 1 of 6

REVISION HISTORY

Rev Effective Date Affected Change Descriptions

No. Page
0 01/08/2018 All New Issue

Reviewed By Approved By

Name: Name:
Date: Date:
 Control of Documents

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1. PURPOSE

To ensure that documents required by the Integrated Management System are controlled.

2. SCOPE

This procedure shall apply to the following documents: -

2.1 Integrated Manual
2.2 Procedures
2.3 Job Description
2.3 Forms
2.5 Work Instruction
2.6 External Documents

3. REFERENCES

3.1 ISO 9001: 2015 Clause 7.5.3 (Control of Documented Information)

3.2 ISO 45001: 2018 Clause 7.5.3 (Control of Documented Information)
3.3 PN-IM (Integrated Manual)
3.4 Document Master List
3.5 Form Registration List & Records Retention Master List
3.6 Work Instruction Master List
3.7 External Document Master List
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4. PROCEDURE

4.1 Document Numbering System

PN-AB-Txx

1 to 2 digit(s) running number (e.g. 01, 02, 03, …)

. T = Type;
IM = Quality Manual (Level I)
P = Procedure (Level II)
JD = Job Description (Level II)
F = Forms (Level III)
W = Work Instruction (Level III)

AB = Function;
MR = Management
AD = Administration
HR = Human Resources
SA = Sales
DE = Design
PR = Project
PU = Purchasing
OS = Safety

PROPEL NETWORK SDN BHD

PN-IM-Appendix X

1 to 2 digit(s) roman running number (e.g. I, II, III …)

.

IM = Integrated Manual

PROPEL NETWORK SDN BHD

Note:
- The AB (function) is not applicable to IM (Integrated Manual) and JD (Job Description).
- The 1 to 2 digit(s) running number is not applicable to IM (Integrated Manual).
- For forms, the numbering is only for registration purpose. The forms used in actual practice may not
bear the form number. The user shall ensure that the form they use is of latest revision as registered in
the Form Registration & Records Retention Master List.

4.2 Definition
a. CEO = Chief Executive Office
b. MR = Management Representative
c. HOD = Head of Department
d. DCC = Document Control Coordinator
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4.3 Document Approval Authority

Type of Document Reviewed by Approved/Re-approved by

Level I document MR/HOD CEO
Level II documents MR/HOD CEO
Level III & supporting MR/HOD CEO
documents

4.4 Document & Data Control Stamps

Type of Stamp Usage / Purpose

A MASTER For stamping at the back of the Original Document.
B CONTROLLED For stamping on the front side of document to be issued to the user,
except forms.
C SUPERSEDED For stamping on obsolete document kept for reference.
D UNCONTROLLED For stamping on document distributed for reference only. These
documents are latest at the point of issue but will not be updated for
any coming amendment. E.g. A copy of Integrated Manual to
customer for references only.

NOTE:
a) All official documents shall be stamped on the every page at the source of issue (In RED ink).
b) Obsolete original document will be kept by MR; obsolete controlled document will be disposed.

4.5 Document Control Table

Related Applicable Stamp

Type of Approval Document Revision Distribution
Document Method to Update Method Original Copies Record
Integrated
Manual Every
Page Document
On the Controlled
Document Distribution
Cover Page Document
Master List Record
Procedure /
Every
Job Master
Page
Description Document
Form Form Registration &
Every
Records Retention Master -
Page
List
Work Work Document
On the Every
Instruction Instruction Distribution
Cover Page Page
Master List Controlled Record
External External Document Document
Received
Documents - Document - Distribution
date
Master List Record
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4.6 Control of Master Documents and Documents Stored in the Electronic Media

a) The access to the master documents and documents stored in external disc drives shall only be
limited to MR and DCC only.

b) Documents in the softcopy shall not be given to the users.

c) Document softcopy in computer hard disc shall be identified and protected to prevent damage,
deterioration or information lost.

4.7 Distribution

a) A full set of controlled documents consists of Integrated Manual, Procedure, Job Description,
Work Instruction and Forms shall be distributed to each department.

b) Any additional copy required can be requested from MR but only controlled copy will be given.

4.8 Review and Update Documents

All documents required by integrated management system shall be reviewed and updated under the
following condition:
a) amendment after 1st or 3rd party audit
b) output of management review meeting or regular company meeting
c) when necessary (e.g. changes of personnel or procedures)

The updated documents shall be re-approved in accordance with clause 7.5

4.9 Control of External Origin Documents

a) All external origin documents necessary for the planning and operation of the quality management
system shall be identified and registered in External Document Master List by MR.

b) MR shall be responsible to ensure that the external documents necessary for the planning and
operation of the quality management system are the latest revision at points of use and to update
the External Document Master List when needed.

c) Distribution of external documents shall be recorded in the Document Distribution Record.

4.10 Control of Documents Legibility

a) Integrated Manual and Procedures (Master and copies) file in ring file or retain in shared foler.

4.11 Documents Change Flow (New or Existing)

a) Respective personnel shall submit draft documents to MR (new or amendment of existing

documents) to review and to CEO to approve.
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b) MR/DCC shall update or amend the relevant document after obtaining approval from CEO on the
draft document.

c) After amendment, DCC shall submit to MR to acknowledge review and CEO to approve on the
amended document.

d) DCC/MR shall update the appropriate Master List prior to distribution.

e) DCC/MR shall
 Prepare enough copies of controlled document(s) and distribute to respective personnel.
 Stamp ‘Superseded’ on obsolete draft document retain for future reference and segregated from
the current version by filing in the "Superseded File".
 Remove and destroy the other obsolete documents.
 At least 2 latest revision of obsolete master document shall be kept for reference.
f) All the documents shall be properly filed, identified by the user / department / types of document to
ensure its legibility and readily identifiable.

5. RECORDS

Records as stated above shall be maintained and controlled in accordance with Control of Records
procedure.