SP007 - Procedure for the Control of Documents & Data
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1 1.1 SCOPE: SP007 - Procedure for the Control of Documents & Data In conformance with the requirements of ISO 9001:2008, document, data control is essential for the overall efficiency and quality of London & Kent Metals and its documentation. This procedure describes the document & data control processes & procedures adopted by London & Kent Metals. It details the allocation of document codes and the procedures for distributing these documents. It describes the procedures for issuing and filing (electronic and manual) these documents and how document changes are managed. 1.2 GENERAL: The Representative for Quality or their delegate shall be responsible for all responsibilities outlined in this procedure. A centralised filing system shall be retained in the offices The terms document and records includes all London & Kent Metals documents, Procedures, Forms, reports, records, minutes and contracts etc. These shall be accessible to all employees of London & Kent Metals unless otherwise stipulated within the procedure. Applicable documents of external origin shall be identified, recorded and filed in the relevant filing system. 2.0 PROCEDURE 2.1 File numbering system All incoming enquires shall be entered on the data base and either given the appropriate existing number or a new job number Document date stamp All incoming post is date stamped upon receipt and distributed to the relevant department. 2.3 Document Storage Electronic Storage In order to be able to retrieve stored files from the London & Kent Metals server, each document shall be filed within a specific directory. The Master Document Folder on the QMS only allows access to the Management Representative for Quality, the Deputy Quality Rep and the Authorised Consultant Certain other files and documents may be password protected if deemed necessary SP007 Issue 2 Date: 20/02/ of 5
2 All records relating to the London & Kent Metals QMS shall be stored electronically on the Server these can be located from File Quality Management System any hard copy documentation will be held in the Weighbridge office. All quotations, Certificates of Destruction and other correspondence produced shall be stored electronically and retained indefinitely. Hard copy documentation will be stored in the Admin/Accounts office and kept for a minimum of two years. The diary used for scheduling of all visits shall be kept electronically for a minimum of two years All computer files shall be backed up daily by Mitec Computer Solutions. All Electronic records are managed by Mitec Computer Solutions if required files can be retrieved via them Storage of Hard Documentation All quotations shall be kept for a minimum of two All Destruction Notices will be kept electronically indefinitely hard copies for a minimum of two years. All records relating to work being undertaken shall be filed alphabetically in All records relating to projects where work has been undertaken shall be stored in the Admin Office. All records relating to purchase orders shall be kept for a minimum of one year. All records pertaining to financial aspects of the company shall be retained for a minimum of six years. 2.4 Standard Documents produced by London & Kent Metals All documents produced as either standard Procedures (SP) or Standard Forms (SF) by London & Kent Metals shall be uniquely identified by a either SP or SF Doc number Name of Process - issue number Date Issued. An electronic/hard copy Document Control Register (SP006) shall be kept and updated as necessary by the Management Representative for Quality or the Deputy Quality Rep. All SP Documents are maintained on the System as PDF. The Master Document Folder on the QMS where all masters are held only allows access to the Management Representative for Quality, the Deputy Quality Rep and the Authorised Consultant Certain other files and documents may be password protected if deemed necessary The Quality Manual and all associated Standard Procedures (SP s) and all Files that require to be read only are saved on the QMS as PDF Files. SP007 Issue 2 Date: 20/02/ of 5
3 The Manual and all SP s are marked as follows: This manual/procedure is held on the server. Hard copies may be printed. However, these are not updated. Therefore if you are working from a hard copy and unsure if it is current please refer to the master on the server Document changes Anyone within or working on the behalf of London & Kent Metals can request creation of new or changes to existing documentation to any part of London & Kent Metals Quality Management System these request are Actioned as follows: Creation of New Documentation relevant Blank Form must be used to create new Document i.e. Template SF002 is used for Standard Procedure (SP). Forms a new blank A4 template blank is created each time to suit type of Form being created. Once completed the document is passed to the Representative for Quality. Any changes to existing documentation are actioned by requesting a Draft Word copy of the existing Document from either the Representative for Quality. Changes are made and the document is then passed to the Representative for Quality for review. Any creation of new or changes to existing documentation to any part of London & Kent Metals Quality Management System is Controlled/Actioned by the Representative for Quality. After the update has been agreed and completed and the document has been approved for distribution both the electronic and hard copies are then updated and recorded on the Document Control Register (SP006). If for Any Reason a Document has been rejected the Originator is advised of the reasons for rejection. The Approval system works as follows: All Documentation is approved by the Management Representative for Quality. Any Documents Created or Changed by Representative for Quality would be approved by a one of the Directors. All issues of superseded documents shall be withdrawn as soon as possible. 2.5 Headed Paper All official London & Kent Metals correspondence shall be printed on paper using London & Kent Metals Logos or headed paper. 2.6 Document distribution Approved documents, working papers, reports and documents may be freely distributed to all London & Kent Metals personnel as well as any personnel working for and on behalf of London & Kent Metals. SP007 Issue 2 Date: 20/02/ of 5
4 2.6.1 Internal distribution The Representative for Quality are responsible for the distribution of all approved company documents, working papers, reports and documents within London & Kent Metals External distribution The Directors are responsible for (and shall decide on) the distribution,or not, of all approved documents, working papers, reports and documents outside of London & Kent Metals. 3. DOCUMENTS 3.1 The London & Kent Metals QMS The QMS is stored electronically on the Server under: Quality Management System and can be printed off as required. The Documents are PDF files where applicable. The QMS is accessible to all employees and shall contain the following documentation (A hard copy master file is also held at the Weighbridge Office.) 1. Quality Manual SP0001 The main policy document that establishes the London & Kent Metals QMS and how it meets the requirements of ISO 9001: Quality Policy SP Quality Plans SP Quality Objectives SP Organisational Chart SP Document Control Register SP Standard Procedures (SP) Quality Processes - The core Business Process plus primary and secondary supporting processes that describe the activities required to implement the QMS and to meet the policy requirements made in the QM 6. Specific Procedures/ Method Statements - A description of how a specific task is carried out. 7. Standard Forms (SF) Documentation - The SF documents required for the processes/procedures/work instructions and Method Statements to be recorded. 3.2 London & Kent Metals Health and Safety Management System & Risk Manager The Health & Safety Binders are held at the Weighbridge office the main document outlines all aspects of Health & Safety concerning London & Kent Metals. The others contain details of COSHH, Risk Assessments etc. The Health and Safety officer/health & Safety Consultant will up date these as and when legally required. Relevant Health & Safety literature is also supplied to all staff. SP007 Issue 2 Date: 20/02/ of 5
5 3.3 Standard Forms (SF) Support Docs Standard Forms (SF) are stored electronically on London & Kent Metals, Server under: Quality Management System in the relevant section of the QMS the location is noted on the Document Control Register SP006, Forms can be printed off as required, a hard copy master file is also maintained within the Weighbridge office. Other Forms used in processes are generated straight from FRED London & Kent Metal s internal Computer System. 3.4 Calibration Records The originals of these will be kept in the Weighbridge Office and copies issued as required. These shall be kept for the life of the equipment and then archived for two years following the removal from use of the equipment. 3.5 Training Records Training records SF008 & SF009 shall be stored electronically and maintained by the Representative for Quality. These records shall be accessible to Directors, Managers and Quality representative. These records shall be maintained for a minimum of 6 months after an individual has left the company. They will then be removed and archived for two years. A Hard copy is kept in the individuals personnel File. 3.6 External Documentation and Forms Forms used by London & Kent Metals that are supplied by external Companies for use as part of the QMS are listed on the document control register SP006 and are maintained by the Representative for Quality via the relevant Company. 3.7 Annual Diary The Annual diary is used to record day to day issues/incidents re the Environmental Agency instructions and other reportable issues and areas of concern. Depending on the seriousness of the issue raised a SF001 Corrective Action Form may be raised. 4.0 DISPOSAL OF OUT OF DATE DOCUMENTATION All Hard Copy records shall be disposed of through the local Authority recycling Processes after the minimum date for retention as set out in Standard Procedure SF008 Record Control. Confidential documents will be shredded before disposal. 6.0 SUPPORTING DOCUMENTS Relevant Standard Forms (SF) & Relevant Standard Procedures (SP) are detailed within the body of this Procedure. SP007 Issue 2 Date: 20/02/ of 5
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