Quality System Procedure Ref. No.

:- JBM/QSP/QMS/09

Procedure for Issue No.:- 01

Issue No.:- 01/04/2019
Document Control Rev. No.:- 00
JBMSPL Clause No. – 8.5.6.1 Rev. Date:- 01/04/2019

1. Purpose: - To establish steps for approval, review, re-approval and control

of documents.

2. Scope: - All documents related to Quality Management System of JBMSPL.

3. Responsibility: - MR.

4. Procedure: - The preparing, approving & issuing authority for the various
levels of documents is as follows:

Leve Approving Issuing Master copy

Description Preparing Authority
l Authority Authority with
Quality System
01 MR MR
Manual

Quality System Concern Process Head

02 MR
Procedures & MR

Concern Process
SOP / Work
Engineer / Head MR
Instructions
& MR Director MR
03 Concern Process
Lists Engineer / Head MR
& MR
Control Plan
CFT MR
/FMEA
Concern HOD
04 Formats MR
& MR

4.1 Document Numbering System: -

 For Level 1 - Quality System Manual as follows: JBM/QSM/Dept./Sr
No. , Where JBMSPL – Jai Bhavani Mata Stamping Pvt. Ltd., QSM-Quality
System Manual, (e.g. JBM/QSM/QMS/01)
 For Level 2 - Quality System Procedure: JBM/QSP/Dept./Sr. No.
(e.g. JBM/QSP/QMS/01)
 Level 3 & 4 (List, SOP/Work Instructions, Formats as follows:

Prepared By:- MR Approved By:- Plant Head

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 Quality System Procedure Ref. No.:- JBM/QSP/QMS/09

Procedure for Issue No.:- 01

Issue No.:- 01/04/2019
Document Control Rev. No.:- 00
JBMSPL Clause No. – 8.5.6.1 Rev. Date:- 01/04/2019
Org. Name / Dept / Sr. No., Where Department : -
TM- Top Management
 QMS – Quality Management System,
 BD&SL – Business Development (Marketing, Development &
Engineering) & Sales.
 PUR – Purchase
 SD – Stores & Dispatch
 PPC & PRD – Production Planning & Control & Production.
 QA – Quality Assurance.
 TR & MNT – Tool Room & Maintenance
 HR – Human Resource
 L - List F – Format Org.-Organization
A – Annexure Dept.- Department

QSP - Quality System Procedure WI – Work Instruction

 For Control Plan – Org/BD/Sr No..
 For FMEA – – Org/BD/Sr No...
 For Process Flow Chart – – Org/BD/Sr No...
4.2 Document Identification: - All Quality Systems Procedures and
documents have their reference number, Issue & revision number and
date, page number, title as appropriate. Each document has unique
identification.
4.3 Document Status Identification: - If document available in soft
copy than not required any control stamp, and if available in hard
copy than required below control:

Sr. No. Description Identification Colour

1. All Master copies MASTER COPY (on front side) Blue

Prepared By:- MR Approved By:- Plant Head

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 Quality System Procedure Ref. No.:- JBM/QSP/QMS/09

Procedure for Issue No.:- 01

Issue No.:- 01/04/2019
Document Control Rev. No.:- 00
JBMSPL Clause No. – 8.5.6.1 Rev. Date:- 01/04/2019
2. All Controlled copies CONTROLLED COPY (on front side) Red
3 Uncontrolled
Master copyCopies
stamped- in blue color on front side of the document
-
For all Invalid and INVALID & OBSOLETE DOCUMENT
3. and is used Red
obsolete copiesfor taking photocopies
(on front side) for the purpose of issuing
4.4 Issue
copies.Control: -
 Document is distributed as per "Distribution list mentioned in ".
 Whenever there is any change in particular document the revision
number is raised as 01, 02 to 10.
 Whenever Revision number of any particular document will go
above 10, it will be reset to 00.
4.5 Change Control: -
 The Employee who desires or suggests any change in the
document shall raise a Document amendment proposal and
approval form. Requesting document change to MR reviews that
change with approval authority of the document and takes
decision whether to revise that document or not.
 If the document is to be revised, MR shall revise that document
and take the approval from the authority that has originally
approved the document.
 The nature of document changes is communicated to concerned
departments through the changed document-change request.
 The document change note indicates the effective date for
implementation of change.
 MR issues the revised document to all concerned department and
maintain detailed in “Distribution list ".

Prepared By:- MR Approved By:- Plant Head

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 Quality System Procedure Ref. No.:- JBM/QSP/QMS/09

Procedure for Issue No.:- 01

Issue No.:- 01/04/2019
Document Control Rev. No.:- 00
JBMSPL Clause No. – 8.5.6.1 Rev. Date:- 01/04/2019
 MR ensures that all the obsolete copies are received back from
concerned persons. All obsolete copies shall be destroyed except
master copies.
 The master copies of obsolete documents are retained by MR for
one year from the date of revision or up to next revision.
4.6 Document Revision Status: -
 Latest revision status of the document is identified on Table of
Contents of Each Document File.
 Whenever there is any revision in the document MR updates Table
of Contents of particular documents.
4.7 Responsibility of user Department: -
 It is responsibility of all controlled copyholders to maintain the
updated copies and remove the obsolete copies from use.
 Put stamp on original master copy and write absolute history at
the back side of master copy and collect all control copy from
concern process owner and tear it out and issue the new or revise
copy to concern process owner.
 All controlled copy holders shall available relevant procedures,
work instructions, formats and any other documentation to the
employees working under them. They ensure that procedures and
work instructions are understood and implemented day to day
working by concerned persons.
 Records are retained as per the defined Record Retention Policy in
accordance with clause 7.5.3.2.1 of IATF 16949:2016.

Prepared By:- MR Approved By:- Plant Head

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 Quality System Procedure Ref. No.:- JBM/QSP/QMS/09

Procedure for Issue No.:- 01

Issue No.:- 01/04/2019
Document Control Rev. No.:- 00
JBMSPL Clause No. – 8.5.6.1 Rev. Date:- 01/04/2019

 Engineering Specification / Drawing / Standards are reviewed

within 10 days of receipt from customer by Business Development
(Marketing/Development & Engineering) and the updated list of
Engineering Specification is maintained in accordance with clause
7.5.3.2.2 of IATF 16949:2016.
 Customer specification supplied by customer shall not be used
directly. First make master copy of documents and then issue
control copy to concerned process owners.

 If any change in customer specification, then customer provide

latest revision documents. Internal review should be carried out
as per plan.

 All Control Plan shall be prepared by CFT team approved by QA.

4.8 Control of External origin Documents: -

 The External originated documents are as follows:
a) National / International Standards
b) Customer Drawings
c) Customer provided Standard
d) PO etc.
National / International Standards: -
 CFT at the time of new product development identifies the need for
new standards based on Customers Specifications and drawings.
a) WI & Process parameters to develop for process control.
b) Quality systems required.

Prepared By:- MR Approved By:- Plant Head

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 Quality System Procedure Ref. No.:- JBM/QSP/QMS/09

Procedure for Issue No.:- 01

Issue No.:- 01/04/2019
Document Control Rev. No.:- 00
JBMSPL Clause No. – 8.5.6.1 Rev. Date:- 01/04/2019
c) Quality Plans developed for carrying out inspections and
manufacturing activities.
 MR arranges to procure the relevant standards from appropriate
standards body & maintains the list of the same indicating the
latest revisions as per Annexure - VIII. MR collects the latest
revision status of the standards by registering to standard
registration agencies or through Personnel Visits / Internet.
 Legislation is regularly to keep up to date with any amendment
every 3 month from UNECE website for EEC regulations.
 Any Employee in the Company can refer the standards available.
4.9 Control of data Storage in Electronic Media: -
 Utmost care shall be taken while storing data in electronic media.
 Only authorized users shall be allowed to use the data.
 Wherever possible, data shall be protected by providing
passwords.
 Regular back up shall be taken to avoid data loss or damage /
corrupted.
 Data shall be protected from viruses by using latest anti-virus
programs.
5. Cross References: -
 JBM/QMS/F08: Document Control Change
 JBM/QMS/L03: List of Standards.
Notes: Maintaining documented Information – are considered as Documents
and that for Retaining the Documented Information are Records.

Prepared By:- MR Approved By:- Plant Head

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