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    AV-SP-04 Documented Information Iss 1

    Uploaded by

    Kevin DeLima
    This document outlines Avantis's procedures for document control and records control according to ISO 9001. It details responsibilities for preparing, reviewing, approving, and distributing different types of documents. It also lists the minimum retention periods and locations for various quality records, including customer files, purchase orders, audit reports, and welding certifications. All electronic documents and quality records are to be backed up daily and stored for the required retention periods before being disposed of securely.

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    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    AV-SP-04 Documented Information Iss 1

    Uploaded by

    Kevin DeLima
    33 views4 pages
    This document outlines Avantis's procedures for document control and records control according to ISO 9001. It details responsibilities for preparing, reviewing, approving, and distributing different types of documents. It also lists the minimum retention periods and locations for various quality records, including customer files, purchase orders, audit reports, and welding certifications. All electronic documents and quality records are to be backed up daily and stored for the required retention periods before being disposed of securely.

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    This document outlines Avantis's procedures for document control and records control according to ISO 9001. It details responsibilities for preparing, reviewing, approving, and distributing different types of documents. It also lists the minimum retention periods and locations for various quality records, including customer files, purchase orders, audit reports, and welding certifications. All electronic documents and quality records are to be backed up daily and stored for the required retention periods before being disposed of securely.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    33 views4 pages

    AV-SP-04 Documented Information Iss 1

    Uploaded by

    Kevin DeLima
    This document outlines Avantis's procedures for document control and records control according to ISO 9001. It details responsibilities for preparing, reviewing, approving, and distributing different types of documents. It also lists the minimum retention periods and locations for various quality records, including customer files, purchase orders, audit reports, and welding certifications. All electronic documents and quality records are to be backed up daily and stored for the required retention periods before being disposed of securely.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 4

    AVANTIS

    Procedure Name: Documented Information Issue No: 1


    Procedure Ref: AV-SP-04 Date: 20/09/2019
    ISO 9001 Clause Ref: 7.5

    1 20/09/2019 Gareth Haines Tom David Tom David Initial Issue


    Issue Date Author Reviewed Approved Reason for Change
    No

    All downloaded and printed copies of this document are considered as Uncontrolled
    Page 1 of 4
    AVANTIS

    Procedure Name: Documented Information Issue No: 1


    Procedure Ref: AV-SP-04 Date: 20/09/2019
    ISO 9001 Clause Ref: 7.5

    Part A – Document Control

    1. Documents required by the Integrated Management System, including revisions, translations and updates:
    - Are identified, documented, reviewed and approved for adequacy prior to issue & use, distributed and
    withdrawn/ identified as obsolete when new issue is released
    - Are protected to ensure unintended alterations
    - Identify changes and revision status
    - Remain legible and readily identifiable, stored and preserved
    - Available where the activity is being performed
    - Superseded documents are removed from all point of issue and use or otherwise identified to ensure against
    unintended use if they are retained for any purpose. One copy (electronic) retained in a superseded folder to provide
    history of changes

    2. The responsibilities and authority for Document Control are as follows:

    Document Prepared by Reviewed by Approved by Distributed by Withdrawn


    Replaced by
    Quality Policy Compliance Directors Directors Compliance Manager Compliance Manager
    Manager
    Policy Manual Compliance Directors Director(s) Compliance Manager Compliance Manager
    Manager
    Procedures Compliance Director(s) Director(s) Compliance Manager Compliance Manager
    Manager
    Work Instructions Relevant Compliance Director(s) Compliance Manager Compliance Manager
    Functions/ Manager
    Compliance
    Manager
    Forms Relevant Compliance Relevant Manager/ Compliance Manager Compliance Manager
    Functions Manager Compliance
    Manager

    All documents are available to all employees. Compliance Manager ensures that all superseded documents are removed from the Quality Management
    System to avoid us and informs staff of any new or revised documents. Changed documents shall have areas of change shaded for ease of recognition.
    Any downloaded and printed copies of Quality Management System documents are considered Uncontrolled.
    External documents will be controlled to ensure that the relevant versions are used and maintained.

    Document Type Control Measure


    National & International standards List of national and international standards maintained by the Compliance Manager.
    (ISO, BS etc) Any changes are acknowledged through procuring latest copies and List amended accordingly
    Customer supplied drawings Held in the Project File – drawings will be updated as received. Superseded drawings will be withdrawn or
    otherwise identified to stop unintended use
    Customer supplied standards Held in the Project File – standard will be updated as received. Superseded standards will be withdrawn or
    or specifications otherwise identified to stop unintended use

    Refer to Part B concerning maintenance of Records

    Electronic Data Backup

    A full daily backup is made of all electronic documents.


    All downloaded and printed copies of this document are considered as Uncontrolled
    Page 2 of 4
    AVANTIS

    Procedure Name: Documented Information Issue No: 1


    Procedure Ref: AV-SP-04 Date: 20/09/2019
    ISO 9001 Clause Ref: 7.5

    Part B – Records Control

    The following records (including records from outsourced activities) are retained in support of the Quality Management System and/or the
    operation of the Business. They shall be retained in such a manner that retrieval is easy and therefore they will be identified clearly,
    legible, filed, stored and preserved in a suitable manner to ensure they can be used in the future and ensuring that the integrity of the
    information is maintained. This applies to both hard copy files and computer maintained records. Records shall be protected to ensure no
    unintended alterations are made.

    At the end of the minimum Retention Period or longer as required by customer, legal or other applicable requirements, or no longer
    required, records shall be disposed of by shredding and recycling.

    Record Minimum E/P* Location Authority


    Retention *
    Period
    Customer/Project File 7 Years E Projects Dept Project Manager/
    Technical Admin
    Customer Enquiries/Quotes 7 Years E Customer/ Project Project Manager/
    File Technical Admin
    Customer Orders 7 Years E Customer/ Project Project Manager/
    File Technical Admin
    Customer Drawings/ Sketches 7 Years E Customer/ Project Project Manager/
    File Technical Admin
    Avantis Design Documents 7 Years E General office Design Manager
    Purchase Orders (including Outsourced activities) 7 Years E Purchasing Dept. Purchasing Manager
    Supplier Evaluations 5 Years E Purchasing Dept. Purchasing Manager
    Approved and Provisional Supplier Lists 5 Years E Purchasing Dept. Purchasing Manager
    Obsolete Quality Procedures 5 Years E Quality Dept. Compliance Manager
    Quality Audits 5 Years E Quality Dept. Compliance Manager
    Customer Complaints/ Feedback 5 Years E Quality Dept. Compliance Manager
    Non-Conformances 5 Years E Quality Dept. Compliance Manager
    Supplier Rejects 5 Years E Quality Dept. Compliance Manager
    Management Reviews 5 Years E Quality Dept. Compliance Manager
    National and International Standards 5 Years E Quality Dept. Compliance Manager
    after expiry

    All downloaded and printed copies of this document are considered as Uncontrolled
    Page 3 of 4
    AVANTIS

    Procedure Name: Documented Information Issue No: 1


    Procedure Ref: AV-SP-04 Date: 20/09/2019
    ISO 9001 Clause Ref: 7.5

    Record Minimum E/P** Location Authority


    Retention
    Period

    Quality Data Books 5 Years E Quality Dept. Quality Manager


    Incoming Certs. (eg. Materials) 5 Years E/P Quality Dept. Quality Manager
    Outgoing Certs. (eg. LR, ABS) 5 Years E/P Quality Dept. Quality Manager
    Welding Procedures 5 Years E/P Quality Dept. Quality Manager
    Welding Test Reports 5 Years E/P Quality Dept. Quality Manager
    Welder Qualifications 5 Years E/P Quality Dept. Quality Manager
    Job Descriptions 5 Years E/P HR Dept. HR Manager
    Training Records 5 Years E/P HR Dept. HR Manager
    Insurance Documents 5 Years E Commercial Commercial Clerk

    ** E = Electronic, P = Paper copy


    Electronic Data Backup
    A full daily back up is made of all electronic records.

    All downloaded and printed copies of this document are considered as Uncontrolled
    Page 4 of 4

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