Pravat Fabricators Pvt. Ltd. Doc. No.

:PF/PA/MR/01

A-5, Industrial Area, Adityapur, Jamshedpur- 832109 Issued In : 25.01.2025

Rev. No. : 00
PROCESS APPROACH FOR CONTROL OF DOCUMENTS Issue No. : 01
Page No. : 1 of 2
1.0 SCOPE
Applicable to all documents (i.e. Manual, Process Approaches, Work Instructions & Formats
generated internally and of external origin used in Lotus for QMS implementation.
(Note:It does not deal with Drgs & ECN Control. Separate Document is there for same)
3.0 PROCESS PERFORMANCE INDICATORS
2.0 DEFINITIONS NIL Indicator(s) Targets Freq.
Uncontrolled Copies found during audit Qurtly
Timely Review & Distribution of Documents. Qurtly
4.0 PROCESS OWNER Obsolete Documents found during Audit Qurtly

4.1 Management Representative (MR) is responsible for reviewing & issuing the documents generated including any proposed changes from respective process
owners . MR is assisted by Concerned QMS System Coordinator who are repsponsible for preparing documents related MR office & also responsible for
distribution control of all the documents prepared in LAEL.
5. 0 ACTIVITIES OF THE PROCESS & THEIR INTERACTIONS WITH OTHER PROCESSES Legend : Input Output
P for Procedure; Wfor Work Instruction & F for Format
Process of Document Control Respective HOD's Approval Authority

Start
Examine IATF, Standards, external origin
documents for documents requirements. Inform respective HOD s to
prepare the documents of
their activities.
Approval Authrity: Manual
& Procedures - MD.
W Work
Prepare/ Modify applicable Instruction & Formats ,
documents. Provide number documents - Respective
as per "Work Instruction for Process Owner
Document Numbering"

Send the document for

approval.

Inform the respective Review the documents for adequacy

HOD to make the
necessary changes

No
Is
documents
adequate ?

Receive approved Master Yes

Document for controlling &
distribution.
F
Ensure that the
appropriate documents
Get Master Copies are issued to
photocopied . concerned functions &
Provide"Controlled"
maintain the record of
stamp on each
document in Green for
documents in the
QMS . Master list of MR
Format (KI / QS / D-02)
& record the
distribution.

Implement QMS Documents &

review for the smooth
implementation & functioning
of processes.

Any
discrepancy
/modification No
required in the
document ?

Close

Note: Ensure that no

handwritten changes are
Yes
Discuss with the affected / made in the controlled
concerned dept / user for format.
the changes proposed in F
document change request. Record/Modify the change
B
required for respective document
in Document Change Request

Agreed for the Inform Respective

changes ? No
HODs' for review &
changes.

Correct Revision No. &

Yes
Issue Date. Ammend
document with suggested
changes .

PREPARED BY: Ajit Kumar REVIEWED BY: Amit Ghosh Approved By: D.Roy Issued By: Ajit Kumar
 Pravat Fabricators Pvt. Ltd. Doc. No. :PF/PA/MR/01

A-5, Industrial Area, Adityapur, Jamshedpur- 832109 Issued In : 25.01.2025

Rev. No. : 00
PROCESS APPROACH FOR CONTROL OF DOCUMENTS Issue No. : 01
Page No. : 2 of 2
5.0 ACTIVITIES OF THE PROCESS & THEIR INTERACTIONS WITH OTHER PROCESSES Legend: Input Output
Process of Control of Documents Respective HOD's Approval Authority External source / Customer

Send the Amended Document with

"Document Change Request" and
earlier History of changes for the
approval to same function who has
earlier approved it.

C Receive modified &

approved document for the Yes Document
issue control.
Approved ?

Record the amendments in doc.

Amendment register and take the old Distribute Revised No
version of the document back from all Document to all
users / functions. concerned functions
B

Destroy the returned document. In case

the doc. needs to be retained for any
purpose up to two revesion. Mark as "
OBSOLETE " keep seperately.

Note: While issuing any replacement

for lost/torn/Illegible document ensure
that user submits Loss Document
Request alongwith torn /illegible
END document.
Update Master
Distribution List

EXTERNAL ORIGIN DOCUMENTS

Start
Send External origin
F docs. e.g. National /
Receive and identify all the External International
Origin documents and maintain a Master Standards, customer
List with source manual / customer /
standard / specific
requirement / Laws,
Acts, Rules /
Send copies of Material Safety Data
Make necessary legible photocopies for
document with Sheets etc.
distribution to the concerned dept /
"Controlled" Stamp
functions
marked to the
concerned depts.
Maintain distribution record for
External Origin Documents

Either visit the source or

Yearly review the status of external write letter to them to
origin documents for any revision or know the current status
amendments with external source and of documents. Get reply
update if any amendment is received from them

PREPARED BY: Ajit Kumar REVIEWED BY: Amit Ghosh Approved By: D.Roy Issued By: Ajit Kumar