Ref. No: SFM/QP/7.5.

3
Rev No:
PROCEDURE FOR Effective Date ;
CONTROL OF

SFM

PROCEDURE FOR CONTROL

OF DOCUMENTED
INFORMATION

Drafted by
Reviewed by

Approved by

Copy number
Revision number
Effective date

1
 Ref. No: SFM/QP/7.5.3
Rev No:
PROCEDURE FOR Effective Date ;
CONTROL OF

REVISION HISTORY

DATE DESCRIPTION PAGE APPROVING ISSUING REVISION

OF CHANGE AUTHORITY AUTHORIT NUMBER
Y

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

1. Purpose

This procedure describes how all documented information are controlled within
SFM.

2
 Ref. No: SFM/QP/7.5.3
Rev No:
PROCEDURE FOR Effective Date ;
CONTROL OF

2. Scope

This procedure is applicable to all the documented information maintained

in SFM

3. Responsibility

It is the responsibility of all personnel to control applicable documented

information in accordance with the requirements of this procedure.

4. Definitions
For the purpose of this procedure, the following terms and definitions shall
apply.

(i) Approving Authority

The person responsible for approving the release and circulation of the
document prior to its use.
(ii) Document Holder

Any holder who is issued with a controlled document on behalf of his/her

department or directorate.
The following terms and abbreviations used in the quality procedures are defined as
stated below;
HOD: Head of Department
DCRF: Document Change Request form
QRMF: Quality Record Matrix form
RAF- Risk Assessment Form
IAF: Internal Audit form
NCRF: Nonconformity Resolution Form

MR: Management Representative

3
 Ref. No: SFM/QP/7.5.3
Rev No:
PROCEDURE FOR Effective Date ;
CONTROL OF

5. Procedure

Documented information in SFM quality management system

includes but not limited to the following;

a) Quality, Environmental and Occupational Safety policies

b) Quality, Environmental and Occupational safety objectives
and programs
c) Scope of SFM Quality management system
d) Integrated Manual
e) SFM operating procedures
f) Departmental procedures and Work instructions

i) Approval, Issue, Distribution, Access and Retrieval of Documented

Information
The following list of prefixes is used to identify the quality documents maintained by
SFM Limited and generate the Document Code Prefix section of the Document Number.
IM- Integrated Manual
WI- Work Instruction
SOP-Standard Operation Procedure
F- Forma
Quality system operating procedures have the following information in the header: or
the cover page as appropriate
 Document Identification Number
 Document Title
 Revision
 Effective Date
 Document owner/originator name, position and date of approval
 Management name, position, and date of approval
 Printed copies of this document are for information purposes only and are
uncontrolled. Printed copies are not valid after the date of printing as a footer
a) All documented information maintained in SFM as part of the Quality
management system are created, identified, reviewed and approved for
suitability and adequacy by authorized personnel prior to issue as shown in the
Table below.

4
 Ref. No: SFM/QP/7.5.3
Rev No:
PROCEDURE FOR Effective Date ;
CONTROL OF

Integrated SFM Certification Management MD

Manual Steering Committee Representative
Quality SFM Certification Management MD
Procedures Steering Committee Representative
Departmental Designated HOD MD
Procedures personnel

Job Description Designated Supervising HOD/ MD

personnel Officer
Work Designated Sectional Head HOD
Instructions/ personnel
Forms

All documents are in Arial and font size 12 except for titles.

b) Documented information are reviewed, updated and re-

approved by the same functions that reviewed and approved the
original document.

c) Documented information is made available for personnel at

the point use

d) Documented information is adequately protected from loss of

confidentiality, improper use and/or loss of integrity.

e) Copies of quality manual are serialized and issued on a

controlled distribution basis.

d) Uncontrolled copies are marked “UNCONTROLLED” and are

provided for use within and outside of the SFM by
authorization.

e) An index of master copies of all documents identifying the

current revision status is maintained to preclude the use of
obsolete documents.

f) Distribution List of the Integrated Manual and Procedures is

maintained by the Management Representative while that of
Departmental Procedures and Work Instructions (where applicable)
are maintained by Heads of Departments.

5
 Ref. No: SFM/QP/7.5.3
Rev No:
PROCEDURE FOR Effective Date ;
CONTROL OF
g) Documented information is accessed controlled and easily retrievable.

ii) Availability of documents

a. Current revisions of appropriate documented information are available at

identified locations where operations essential to the effective functioning of
SFM are performed.

b. Obsolete documents are promptly removed from all points of issue or use to
prevent unintended use. Obsolete electronic integrated manual and
procedures are deleted from the system.
c. Obsolete documents that are retained for reference or legal obligations are
marked “OBSOLETE”. Any obsolete documents that need to be
reactivated must be reviewed, approved, and released in the same
manner as newly established documents.

iii) Identification, Storage and Preservation of documented information

a) Documented information uniquely identified by title, date, author or

reference number as applicable.
b) Documented information are stored and preserved to ensure legibility and
prevent deterioration/damage.
c) Documented information retained as evidence of conformity are protected
from unintended alterations.

iv) Control of changes

a) When any change is required on documented information such as

Integrated manual, IMS procedures and departmental procedures, a
“Document Change Request Form” is completed highlighting the
proposed change and is forwarded to the Management representative
for review and approval.
b) Approved changes are reflected in the amendment history page.
v) Documented information of External Origin

Documented information of external origin are received, registered and

forwarded to functions that require such information by the office of the
Director General. The functional heads ensure that such documented
information are identified and controlled as appropriate.

vi) Document and Electronic Data Control

Back-ups of the Electronic documented information are available at the IT department,
while the various departments backup their quality system documents in approved
external drives.

6
 Ref. No: SFM/QP/7.5.3
Rev No:
PROCEDURE FOR Effective Date ;
CONTROL OF
vii) Format and media of documented information

Medium of documented information is both in paper and/or electronic form and in

English language.

viii) Retention and Disposition

At the end of retention period of obsolete documented information, they

are disposed by shredding while electronic copies are deleted.

6. Associated records

Document Change Request form (see Appendix I)

Distribution list

Master index

Appendix 1 – Document change and obsolescence flow chart

Requirement for

change to

controlled
Document

changed by MR (or

delegate)

Amendments indicated

in text by

7
bold underlined (or

alternative)
 Ref. No: SFM/QP/7.5.3
Rev No:
PROCEDURE FOR Effective Date ;
CONTROL OF

Document revision

table updated to

include new issue

Controlled copies Master document Updated

of new document index updated to

master
released to reflect new issue

Obsolete document

removed and either

destroyed or if retained,

marked as “obsolete”

Document revision

table updated to

include new issue

Appendix 1 – New and external controlled document flow chart

Controlled copies Master document Updated

of new document index updated to

master
8
released to reflect new issue
 Ref. No: SFM/QP/7.5.3
Rev No:
PROCEDURE FOR Effective Date ;
CONTROL OF

New controlled

document

Y
Is new

document of

Document
N
produced in format

Requirement for new /

updated external

Document checked for

accuracy by process

owner/ MR and

Document forwarded Updated

New copy of external
to MR for entry on to
document obtained master
master document

9
 Ref. No: SFM/QP/7.5.3
Rev No:
PROCEDURE FOR Effective Date ;
CONTROL OF
Superseded
Controlled copies of
document
new document
marked as
released to relevant

Appendix 1 – New and external controlled document flow chart

New controlled

document

Y Is new document

of external

Requirement for new / Document

updated external 10
produced in format
document identified N
 Ref. No: SFM/QP/7.5.3
Rev No:
PROCEDURE FOR Effective Date ;
CONTROL OF

Document checked for

accuracy by process
New copy of external
owner/ MR and
document obtained
Document forwarded

to MR for entry on to

master document Updated

master
Superseded
Controlled copies of
document
new document
marked as
Appendix 2 – Document change andreleased
obsolescence flow chart
to relevant

Requirement for

change to

controlled
Document

changed by MR (or

delegate)

Amendments indicated

in text by

bold underlined (or

alternative)

11
Document revision

table updated to
 Ref. No: SFM/QP/7.5.3
Rev No:
PROCEDURE FOR Effective Date ;
CONTROL OF

Obsolete

document

removed and

Document revision

table updated to

include new issue

Controlled copies Master document Updated

of new document index updated to

master
released to reflect new issue

Obsolete
12

document

removed and