Sustainable Agriculture Institute
Control of Documents
|Authorization Code:||SAI/ QMS/MP/001|
|Title:||PROCEDURE FOR CONTROL OF DOCUMENTS|
|Revision No. :||00|
|Created by:||MANAGEMENT REPRESENTATIVE|
|Date of version:||1st MAY 2015|
|Copy No.||Distributed to||Date||Signature||Returned|
|Date||Version||Created by||Description of change|
PROCEDURE FOR CONTROL OF DOCUMENTS
Table of Contents
The purpose of this procedure is to ensure control over the creation, approval, distribution, usage, and updates of documents (also called: documented information) used in the QMS (Quality Management System).
This procedure is applied to all documents and records related to the QMS, regardless of whether the documents were created inside SAI or whether they are of external origin. This procedure encompasses all documents stored in any possible form – paper, audio, video, etc.
Users of this document are all employees of SAI inside the scope of the QMS.
4.0 ABBREVIATIONS / DEFINITIONS
4.1 QMS documents
Any information and its supporting media identified to detail activities of the Institute’s QMS contained in the document master list.
5.0 PRINCIPAL RESPONSIBILITY
The Management Representative is responsible for the conformity adequacy, promotion of awareness, and overall implementation of this procedure.
6.1 Document Creation
6.1.1 Document Identification and Inclusion
Any document shall be identified and included in the QMS after due consideration by parties affected and approval by the Head of the function.
6.1.2 Document Classification
Quality documents shall be classified according to the following categories. They shall be approved by the designated Head.
6.2 Document Approval
6.2.1 Approval by Signature
Any document shall be approved by the Head of the function by signature.
6.2.2 Document Classification Categories
All documents at SAI shall be classified according to the following categories.
6.2.3 Designated Approvals
All documents shall be approved by the designated Head / Section, Academic – DVC (Academic & Students Affairs), Finance and Administration – DVC (Finance & Administration), and Corporate – Vice-Chancellor.
6.2.4 Designated Functions Approvals
All work instructions at designated functions shall be signed by the Head of the function.
6.3 Document Identification
6.3.1 Document Identification
All documents shall be identified by way of title, folio, file, codes, date, department, and a designated document number assigned by the relevant Head of function according to the registry.
6.3.2 Document Identification Control Template
To ensure all necessary information required for document identification and control is captured on a standard template.
6.4 Document Change
6.4.1 Document Change Control
Any change required on the QMS documents shall be done in a controlled manner to ensure that all affected schools, colleges, and departments have the same procedures.
6.4.2 Change Authority Authority
All changes identified shall be suggested and forwarded to the approving authority of the affected procedure. The change request shall indicate the reason for the proposed change.
6.4.3 MR Implementation
The approving authority shall make recommendations and forward the same to the MR for implementation.
6.4.4 MR Change Assurance
The MR will ensure that changes are made to all issued documents and that they are pre-approved before re‐issue, any obsolete documents shall be withdrawn.
6.5 Documents of External Origin
6.5.1 Statutory and Regulatory Requirements Assurance
To ensure that the Institute’s operations are within the expected statutory and regulatory requirements, codes of conduct, or agreements, the Director QA shall ensure that the latest version of all external documents affecting the Institute’s operations are maintained and copies availed and communicated to the affected parties.
6.5.2 Director QA Responsibilities
The Director QA shall be responsible for the update of any revised external document and the withdrawal of any previously issued obsolete external documents, to ensure that such are not referred to or used within the system.
6.6 Document Storage and legibility
6.6.1 QMS Document Storage Protection
To protect the QMS documents from damage, all QMS documents shall be carefully filed and stored appropriately in areas that prevent document deterioration.
6.6.2 Document Legibility
Documents shall be printed on clean paper and shall be legible without strain. Any authorized handwritten change shall be very clear and countersigned by the responsible authority.
6.6.3 Document Availability
The authorized copyholder will ensure proper storage and availability of the document to other users. The MR will be responsible for the storage of all master documents and documents to be availed for external use.
6.7 Document revision
6.7.1 Document History
Documents may be revised from time as may be appropriate with conformity. All changes shall be entered in the document history or records of change. Typographical errors will be documented as a corrigendum.
6.7.2 Re-issue and New Revision Status
Where changes affect more than one-quarter of a page in totality or when a major change occurs in the operations, the document will be reissued with a new revision status.
6.8 Document Circulation
6.8.1 Document Distribution
All documents shall be distributed to the identified copyholders of each document.
6.8.2 Document Circulation
The Identified copyholder may further circulate photocopies of the document to the necessary personnel within his/her area of jurisdiction.
6.8.3 Document Holder Control
The control of such documents shall be the responsibility of the authorized copyholder.
6.8.4 Document Distribution Records
The authorized copyholder shall maintain a record of all distributed documents and ensuring the withdrawal of any obsolete copies.
6.9 Records Availability
6.9.1 Permissions to access Records
Employees of the Institute may access stored records only after obtaining permission from the person designated as the person responsible for storing individual records. If the sensitivity of certain records is such that permission for access must be obtained from a different person, this must be stated in the concerned internal document in the chapter describing records control.
6.9.2 Access and Retrieval
Access and retrieval rights for records are determined by the owner of individual records.
6.9.3 Record Back-ups
If the records are stored on a computer they must be backed up at least every 24 hours.
6.9.4 Retention and Disposal of Records
MR is responsible for destroying all records of which the retention time has expired.
6.10 Obsolete Documents
The MR shall be responsible for the update of any revised external document and the withdrawal of any previously issued obsolete external documents, to ensure that such are not referred to or used within the system and to apply suitable identification to the documents if they are retained for any other purpose.
The Management Representative (MR) shall be responsible for the update of any revised internal documents and the withdrawal of any previously issued obsolete internal documents, to ensure that such are not referred to or used within the system and to apply suitable identification to the documents if they are retained for any other purpose.
6.11 Managing Records kept on basis of this document
|List of Internal documents||SAI/QMS/MP/001/1||Older versions are archived for 2 years||Office of Director QA||Records are stored in the file cabinet in the Director QA office||MR|
|SAI/QMS/MP/001/2||Older versions are archived for 2 years||Office of Director QA||Records are stored in the file cabinet in the Director QA office||MR|
Appendix 1 – List of Internal Documents
List of Internal Documents
|No.||Code||Name of document||Version||Owner||Review period|
Appendix 2 – List of External Documents
List of External Documents
|No.||Code||Name of document||Version||Owner||Review period|