According to the requirements of

ISO 9001: 2000

QUALITY PROCEDURE

DOCUMENT CONTROL

Prepared by:
Document Controller

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Approved by:
Quality Management Representative

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Eram Engineering
(A Division of Eram Contracting Est.)
P.O. BOX 76629, Al-Khobar 31952, Kingdom of Saudi Arabia
 ISO 9001:2000
QUALITY MANAGEMENT SYSTEM QUALITY PROCEDURE

Contents
Section Subject Page No

QSP - I Document Control

1 Objectives 04
2 Scope 04
3 Responsibilities 04
4 Procedure 04
5 Document Coding / Identification 05
6 Document issue and up dates 06
7 Document and form Approval Authorities 07
8 Control of form and formats 07
9 Document distribution control 07
10 Amendments / Revision control 08
11 Control of external origin documents 08
12 Control of electronic records 09
13 Related Documents 09

List of Tables

Table- 1 Change Record 03

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QUALITY MANAGEMENT SYSTEM QUALITY PROCEDURE

TABLE 1 CHANGE RECORD

Revision Date Section Changed Summary of Changes Authorized By

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QUALITY MANAGEMENT SYSTEM QUALITY PROCEDURE

QSP: 1 DOCUMENT CONTROL

1 Objective

The purpose of this document is to define the Document Control System of the Quality
Management System. It ensures that approved, valid and updated copies are available
at relevant locations at all times. It ensures that all non-valid and obsolete documents
are withdrawn from circulation and either destroyed or separately filed.

2 Scope

This document is applicable to all documents required to fulfill the requirements of the
Quality Management System. This document does not cover the general
correspondence of the company.

3 Responsibilities

The quality management representative is responsible for controlling the documents all
over the company; however it applies to all those department heads which are under
the scope of quality management system.

4 Procedure

4.1 Controlled Document

 A Controlled Document is defined as a document, which is part of Quality

Management System, or the documents can affect Quality of the services
directly or indirectly lies under the scope of the procedure of Document
Control. All such documents require approval by the appropriate authority
before issuance and amendments can be made e.g. all procedures, process
maps and forms.

 All controlled documents are identified by blue colored “CONTROLLED

DOCUMENT” stamp.

 A master list of controlled documents is maintained, which is updated

whenever any amendments are issued or new document is included in the
quality management system.

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4.2 Uncontrolled Documents

 An Uncontrolled Document is the document, which do not come under the

scope of Document Control Procedure or has no effect on the Quality of the
product / services directly or indirectly.

 The documents that are defined uncontrolled but are issued by Quality
Management System on understanding that are not maintained nor holders
Notified and can be issued with any amendment. All such documents are
identified by red colored “UNCONTROLLED” stamp.

 The documents that are uncontrolled can be photocopied.

4.3 Obsolete Documents

 Obsolete Documents are documents that were produced and implemented

during the establishment of the Quality Management System but amended
after some time and have no value at present or have been superseded by
the updated version.

 All Obsolete documents must be destroyed and should not be kept by any
holder other then Quality management representative for reference.

 A black colored stamp “OBSOLETE” must identify all obsolete documents.

5 Document Coding / Identification

5.1 Types of document

Quality Manual QMS

Quality System Procedures QSP
Process Map PRM
Forms FRM

5.2 Coding style

The coding will follow the pattern define below

Quality Manual:
WWW-XXX-YYYY-ZZ
WWW – Serial No
XXX – Type of document as defined above
YYYY - year
ZZZ – Version
Specific Copy numbers are assigned for each copy holder.

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QUALITY MANAGEMENT SYSTEM QUALITY PROCEDURE

Quality System Procedures, Process Map & Form

WWW.a -XXX-YYYY-ZZ
WWW – Serial No. a is the sub No.
XXX – Type of document as defined above
YYYY - year
ZZZ – Version

5.3 External Origin Documents Code

It will be identified EOD – XXX –by

EOD External origin document

‘XXX’ will show the serial no. of doc in that department.

6 Document Issue & Update

6.1 Responsible department head initiates or amends the documents defined by the
identification codes.

6.2 Quality management representative after studying the needs and suitability of
procedure / form:

 Reviews and approves the required procedures or forms

 Updates the master list of documents
 Distributes the copy to the holders as per master list

Original copy of the all documents/form is kept in central quality file, which is
maintained by the QMR.

6.3 Upon receipt of new/amended procedure /form, the approval authorities:-

 Review the procedures/forms to ensure content, intentions and

applicability are all acceptable and then signs the document.
 If unacceptable, discusses with quality management representative/ and
resolves any differences
 The final approval authority forwards approved procedures together with
attachments to Quality management representative
 The finally approved procedures / forms are then incorporated in the
master list and distributed as applicable

6.3.1 The new /amended procedures /forms are submitted to QMR through change
proposal form 104.18/FRM/2005/VER.0

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7 Document & Form Approval Authorities

All controlled documents must be reviewed approved by competent authority as

defined below

Document Type Prepared by Approved By

Quality Policy QMR President
Quality Objectives Department Heads QMR
General Manager
Quality Manual QMR President
Procedures/Process Department Heads QMR
Maps / Forms

8 Control of forms /formats

8.1 Initiation of the form / format is the responsibility of the department head who will
identify the name and the code number and will incorporate the information on
quality record list, QMR is also informed through the updated copy of the Quality
record list. 104.23/FRM/2005/VER.0

8.2 For any amendment/change in the format, change proposal form will be filled out
and will be submitted to QMR for his approval. After approval the quality record
list will be updated.

QMR shall maintain list for Quality Record List for each department, detailing:

a) Document Name
b) Document Code
c) Keeper
d) Location
e) Retention Period
f) Document Withdrawn

9 Document Distribution Control

9.1 All the document will be controlled by QMR through master list of document
104.21/FRM/2005/VER.0

a) Serial No
b) Document Name
c) Keeper
d) Issue
e) Date

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9.2 Photocopies of the controlled document is not allowed however if required for third
party. E.g. auditors, customers or any other person it will be copied and then red
colored stamped ‘UNCONTROLLED COPY’.

9.3 All controlled documents are issued and distributed by the QMR.

10 Amendments / Revision Control

10.1 All type of amendments and revisions in Documents / Forms are controlled.

10.2 The QMR is responsible to distribute the latest versions of the Quality Documents
and to retrieve back the previous obsolete documents from the point of use.

10.3 He keeps only one obsolete document stamped ‘Obsolete’ for reference and
destroys others.

4.1 In case of any change in any portion of document, whole document will be re-
issued and the issue No and issue date will be changed.

10.5 The QMR will update the master list of document.

11 Control of External Origin Documents

11.1 All Documents of external origin including standards, codes and reference books
are identified through a red stamp with reference to related department and are
properly logged by QMR.

11.2 The distribution of all External Origin Documents is limited to concerns only and
the QMR along with the department head will maintain the record of distribution
on External Document Control List 104.22/FRM/2005/VER.0

a) Serial No
b) Document Name
c) Document Code
d) Issue
e) Keeper
f) Location
g) Document Withdrawn/Remarks

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12 Control of electronic records

Backups are taken on daily and monthly basis and are kept in safe location.

13 Related documents

Document Change Request Form 104.18/FRM/2005/VER.0

Master list of Controlled Documents 104.21/FRM/2005/VER.0

External documents control list 104.22/FRM/2005/VER.0

Quality Record List 104.23/FRM/2005/VER.0

CONTROLLED DOCUMENT UNCONTROLLED DOCUMENT

OBSOLETE

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