Sustainable Agriculture Institute

SAI-QMS-MP-002

Control of Records

Distribution List

Change History

Table of Contents

1. Purpose
2. Scope
3. References
4. Abbreviations / Definitions
5. Principal Responsibility
6. Method
7. Appendices

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1.0. PURPOSE

The purpose of this procedure is to ensure control over creation, approval, distribution, usage and updates of records used in the QMS (Quality Management System).

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2.0 SCOPE

This procedure is applied to all records related to the QMS, regardless of whether the records were created inside EEI or whether they are of external origin. This procedure encompasses all records, stored in any possible form – paper, audio, video, etc.

Users of this document are all employees of SAI inside the scope of the QMS.

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3.0 REFERENCES

3.1 ISO 9001:2008 – Quality Management Systems Requirement

3.2 SAI Quality Manual

3.3 SAI Operations forms, documents and procedures.

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4.0 ABBREVIATIONS/ DEFINITIONS

4.1 Record

A document stating results achieved or providing evidence of activities performed or undertaken at the SAI.

4.2 Registry

The administrative department at the SAI charged with the responsibility of movement and storage of documents.

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5.0 PRINCIPAL RESPONSIBILITY

The Management Representative shall ensure that all records generated from and for the operations of the SAI are controlled and well stored.

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6.0 METHOD

This procedure shall define the method(s) of identification, storage, protection, retrieval, retention and disposal of all records of the SAI, and shall ensure they remain legible, readily identifiable and retrievable.

6.1 Record Managing & Labeling

6.1.1

Each internal document in the QMS must define how records resulting from the use of such a document should be managed; i.e., it must specify the following: (1) record name, (2) storage location, (3) person responsible for storage, (4) controls for record protection, and (5) retention time.

6.1.2

Reports and analysis that are conducted periodically can be in free form, but they must include the following: name/subject of report (analysis), creation date, and signature of the person who conducted the analysis.

6.1.3

Records that arise from legal or regulatory requirements or from IT systems are accepted in defined form and they are not subjected to marking described in this procedure.

6.1.4

While records are in use, the person responsible for maintaining the record guarantees exactness of entered data, and prevents unauthorized entry, changes and destruction of such record.

6.2 Storage

6.2.1

All records shall be stored in lockable cabinets at various relevant departments at the SAI.

6.3 Protection

6.3.1

All records shall be kept under lock and key and secure from fire and any other adverse conditions at various relevant departments at the SAI.

6.3.2

All records shall be accessible only to authorized individual (s) of the SAI.

6.4 Retention

6.4.1

All records shall be retained for the period as stipulated in the SAI statutes and/or regulations.

6.5 Archiving & Disposition

6.5.1

Records with expired retention times are destroyed in a way that prevents their further use and the date of destruction is entered into List of Documents for Detention/Archive.

6.5.2

Upon the expiry of the retention period as stipulated in the SAI statutes and/or regulations, the Disposal Committee shall convene and deliberate on the disposal of the records.

6.6 Managing Records kept on basis of this document

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7.0 APPENDICES

7.1 List of Types of Records

List of Types of Records

_________________________

[signature]

[name]

[job title]

7.2 Registry of Records for Detention/Central Archive

Registry of Records for Detention/Central Archive

_________________________

[signature]

[name]

[job title]