Procedure Document Control QAM-P001
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1 Procedures are continually revised and improved. For the most recent version, please visit SCOPE: 1.1 This procedure outlines the process for adding, modifying, or deleting documents within or related to the Quality Assurance Model. Legacy policies and administrative rules are also controlled by a separate procedure QAM-P DEFINITIONS: 2.1 Document Policies, manuals, procedures, work instructions, and forms in either electronic or hard copy form. 2.2 Legacy Policies and Administrative Rules Policies and administrative rules created prior to adoption of policy governance and contained on the list of documents provided to Cabinet on 4/17/ MRep Management Representative. 2.4 MRT This acronym refers to the work group responsible for QAM. 3.0 PROCEDURE: 3.1 A Document Transmittal form (QAM-F030) is completed by the document approver which lists information necessary to implement the document and their approval. Policies must be approved by the department head, administrator, or delegate. All other documents must be approved by a department supervisor or delegate. 3.2 Documents also originate from the Reprographics department when it receives requests for printing. The owner instructs Reprographics to post the documents to QAM. Reprographics authorizes the change or posting through Documents only used internally may be controlled by the department who owns it using work instruction QAM-W004, Department Control of Internal Documents. 3.4 Documents being revised possess an index number previously assigned. The Lead Auditor assigns a document number to new policies and procedures Document revision status is denoted by the document date. Policies and procedures also contain an alpha designation External documents, such as state and federal regulations, etc., are listed on individual procedures to which they relate and controlled in a way appropriate to the process requiring the document All documents controlled by this procedure are maintained in a manner that assures they are legible, readily identifiable and retrievable Obsolete documents in work areas are destroyed. The Lead Auditor archives obsolete versions of documents. 3.5 The Lead Auditor performs an initial review of documents and the related transmittal forms. Documents with minor changes are posted to the web proceed to step 3.7.Documents with significant changes to current policies and processes are forwarded to the MRep. 3.6 The MRep reviews documents to determine their potential impact on District operations. Documents with minor potential impact on operations are returned to the Lead Auditor for processing. Date: 8/29/13 DOC#: Page 1 of 5
2 3.6.1 The MRep reviews changes recommended by the MRT and revises the document as deemed necessary The MRep presents the document to Cabinet for first reading At the second reading, Cabinet discusses the operating changes required by document and either approves, revises, or rejects it The MRep may choose to route the document to the District s Attorney to evaluate legality of proposed changes 3.7 Changes recommended by Cabinet and the Attorney are completed by the Lead Auditor or MRep and the document is posted to web. 3.8 Documents are forwarded to Executive Administration for dissemination using Document Dissemination processes (QAM-W010). The document transmittal is filed. 3.9 Department heads, administrators, and supervisors provide employees access to current documents pertaining to their jobs Documents may be deleted by a completing a document transmittal or an from an approver to the Lead Auditor. Documents with clerical errors or changes to employee titles may be made without documented authorization 4.0 MEASUREMENT: Not applicable 5.0 ASSOCIATED DOCUMENTS: 5.1 QAM Manual (QAM-M001) 6.0 RECORD RETENTION TABLE: Identification Storage Retention Disposition Protection Master list Electronic Ongoing maintenance of revisions Archive Electronic Back-up Document transmittal Hardcopy in Lead Auditor office Minimum 2 years Shred Office locked when not in use 7.0 REVISION HISTORY: Date Revision Ref. Description See archives for history of changes 8/29/13 D Para 3.2 added, & deleted, 3.6 Mrep added to make changes, 3.7 Paper copies of documents no longer maintained, 3.9 Wording added to correct clerical errors and titles without documented authorization. 8.0 FLOWCHART: None. Date: 8/29/13 DOC#: Page 2 of 5
3 9.0 APPROVAL AUTHORITY: 9.1 Management Representative Approval on File Signature Date Date: 8/29/13 DOC#: Page 3 of 5
4 Date: 8/29/13 DOC#: Page 4 of 5
5 Date: 8/29/13 DOC#: Page 5 of 5
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