System Procedure on Control of Documents

1.0 Purpose

QMS/SP/COD/01

Issue : 02 Date : 02-01- 2010

To control the documents to ensure that they are adequate for the purpose and only pertinent versions of appropriate documents are available at all points of use. 2.0 Scope This procedure covers, controls all types of documents during their preparation, storage distribution, review, updation and withdrawal of obsolete documents. 3.0 i) ii) iii) iv) Objectives Reduction in number of uncontrolled documents found in use. Reduction in number of unapproved documents found in use. Reduction in number of documents found in adequate during usage, resulting in revision/ amend ment excluding design changes. Reduction in number of obsolete documents found in use. For each of the above objectives, targets shall be fixed by the process owner and shall be monitored and reviewed periodically. Reference Documents Company Quality Manual: COR/Q/ CM/ 001 ISO 9001-2008 Clause No. 4.2. Unit/ Div. Supplement to Company Quality Manual; Definitions: NIL

4.0 i) ii) iii) 5.0 6.0

Authority and Responsibility MR is authorized and responsible for preparation of Quality Management System Documents like Unit / Divisional supplement company Quality Manual, Unit/ Divisional level System Procedures. He will assist Process Owners in preparation of other QMS documents like process documents and work instructions. Head of QC is authorizes and responsible for preparation of product Quality Plans. R&D group is responsible for preparation and review of product related documents like product specifications, drawings, circuit diagrams, bill of materials, PCB films, drill/ routing tapes,

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System Procedure on Control of Documents

QMS/SP/COD/01

Issue : 02 Date : 02-01- 2010

system software, test procedures etc. with the master lists. The designated person in the group has the authority to approve the documents before their release. Component approval/ Standard groups are responsible for preparation of component specifications/ material and process standards. Group heads has the authority to approve these documents. Method group is responsible for preparation and review of the process layouts. Heads of these groups have authority to approve these documents. Documentation centres are responsible for receiving the documents from the originators and/ or collaborators. Such documents include Collaborators drawings / specifications, manufacturing drawings/ specifications, process layouts, company standards, quality system documents and product quality plans. The head of the documentation centre has the authority to multiply and distribute documents as per the distribution list and also to withdraw or advise user to destroy obsolete documents as appropriate. The user of the documents are responsible for ensuring use of pertinent versions of appropriate documents and disposing of the obsolete documents as advised by the originators / head of the documentation centre. The user are also responsible for identifying obsolete documents retained for any purpose. 7.0 Procedure 7.1.1 Control of documents of In-house origin Documents of in house origin are controlled during their preparation, maintenance, storage, distribution and usage. Control exercised are as follows: 7.1.2 Control exercised by the originator during document preparation and review i) ii) iii) iv) All documents are approved by the authorizes persons prior to their release; All documents are identified with a title and unique code No.; Status of all documents are identified by issue No. / amendment No. / version No. / revisionNo./ or any combination there of; Documents are periodically reviewed for their continued adequacy for the purpose keeping in view, the changed requirements experience gained, feed back from the users/ customers, results of corrective and preventive actions, improvements needed and are revised if required. All revisions are identified by advancing the issue No. / amendment No. / version No./ revision No. by one as appropriate and approved by authorized person prior to release; A copy of the approved document is sent to the documentation cent along with distri-

v)

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System Procedure on Control of Documents

QMS/SP/COD/01

Issue : 02 Date : 02-01- 2010

vi) vii) viii) ix) x)

xi) xii)

bution list for distribution. Periodically status of the documents revised during the period is prepared and sent to the documentation centre. Master list of documents and distribution list are prepared and maintained; Information is sent to the user through the documentation centre regarding the invalid and / or obsolete documents to prevent their unintended use; Advance information is given to all concerned whenever immediate action is required through change order/ Engineering change notes; Back ground information based on which, documents are prepared and review indexed and stored for future reference. All documents prepared in house become the copy right of the company . hence all documents are marked as copy right reserved to prevent unauthorized usage / duplication by any means. Wherever documents are deteriorated or found illegible , they are regenerated ;

All documents are protected against any physical damages and environmental hazard like , fire humidity , electromagnetic field as SECRET and / or CONFIDENTIAL as appropriate 7.1.3 Control exercised during storage and distribution i) The documents or revisions received from the originator are verified to ensure legibility approval status , revision status , date of issue and availability of all pages including annexure as applicable ; A master list of documents with current revision status , storage location and distribution lists are prepared and maintained ; Documents or revisions or advance information on changes , are duplicated a distributed to the users as per the distribution list as controlled documents . Legibility of documents is ensured before its distribution; The users are advised to dispose off the obsolete documents , either by returning to the distributor or destroying at user end( refer clause 7.3 below) The status on amended / revised documents are circulated periodically to the user to correlate the documents in use and replace the old documents if any; All documents are stored for easy retrieval and protected against physical damage and environmental hazards and there of; Only latest or current status documents are duplicated and issued to the user or other wise specified by the user; The master copies of the obsolete documents are maintained with suitable identification. The master copies of the obsolete documents are disposed with approval of competent authority ;.

ii) iii)

iv) v) vi) vii) viii) ix)

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System Procedure on Control of Documents

x)

QMS/SP/COD/01

Issue : 02 Date : 02-01- 2010

Documents are issued as controlled documents for specific purpose with approval of competent authority ;. xi) The documents of external origin like collaborators documents / customer documents are suitably identified and their distribution is controlled to prevent receipt and usage by unauthorized personnel . Dis tribution of such documents is approved by designated person only; xii) Documents classified as SECRET or CONFIDENTIAL are accessed only by designated person and are distributed to only designated person in order to maintain secrecy / confidentiality. Such documents are collected back after its use is over. 7.1.4 Control exercised by the user i) Only controlled copies of the approved documents are used. ii) Only appropriate documents are of pertinent revision status are made available at all points of use and documents found illegible are replaced. iii) All obsolete documents are promptly removed from all points of use and disposed as advised by the distributor ( refer clause 7.3 above). iv) Obsolete documents are retained for specific purpose are identified as issue advanced or not to be referred for normal use. v) Specific care is taken to control documents of external origin like collaborators documents / customer documents to prevent usage/ duplication of such documents by unauthorized personnel. vi) Documents classified as secrete or confidential are handled by designated persons and kept under lock & key immediately after use on daily basis, to maintain its secrecy or confidentiality. Once the use of such documents is over, it is returned to the distributor. 7.1.5 Contorl of QMS/EMS documents in the Electronic media The Process Owner of various departments shall give their process document and work instruction in soft copy to MR(BGP)/QA department. ii) Head of the QA /MR (BGP) will refer this to the respective divisional MRs to verify the document. iii) After verification, Head of the QA /MR (BGP) shall ensure that the document is put on the NET as a pdf and readable document only. iv) The control and edit authority of e-documents shall be with Head of the QA /MR (BGP). v) Head of the QA /MR (BGP) to ensure that all documents are in the NET and have a back up of all the documents. vi) The first back up will be in CD - 1 and the second back up will be a CD -2. i)

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System Procedure on Control of Documents

vi) vii) viii) ix) A separate CDs is to be maintained for both QMS & EMS. The CDs will be in control of Head of the QA /MR (BGP). The CDs will be stored at Head of the QA /MR (BGP) office.

QMS/SP/COD/01

Issue : 02 Date : 02-01- 2010

x) xi) xii) xiii) xiv) xv)

If the process owner wants any change to their document, it has to by done by giving a softcopy and hardcopy having the necessary changes to Divisional MR office through an ION. The document after necessary changes will be sent to MR(BGP) for approval. After approval from MR(BGP), the document shall be put on the NET as a readable document only. The documents will be stored in CD with full reference. The CD will be in control of MR(BGP). The CD will be stored in DGM(QA) office. The address to access the web page is informrd to all the concerned.

7.2

Control of Documents of external origin The documents of external origin are controlled during their storage, distribution and usage. Controls given under clause No. 7.1.2, 7.1.3 and 7.1.4 above are also applicable to the docu ments of external origin. However, following additional controls are exercised in order to preserve the intellectual property rights: i) Separate master list and distribution list are maintained at document control centre. such documents are always stored under lock and key and only designated person has access to it; If only one copy is required by the user the original copy received may be issued to the user with acknowledgment indicating to the user to return it immediately after completion of its use; In case more than one copy is required, the distribution list has to be approved by the designated person. The documents are duplicated and distributed as controlled docu ments retaining the original. The users are informed to return the documents on comple tion of their use or when they become obsolete. The users are not permitted to dupli cate or destroy the documents, for all reasons, it has to be returned to documentation centre; During the usage of documents, user exercise control to prevent misuse, like unauthorized person accessing to it/ copying/ or theft; The returned documents are stored under lock and key with limited access as in (i) above. In case copies are not required, same may be destroyed with approval of the competent authority.
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ii)

iii)

iv) v)

Bangalore Plant

System Procedure on Control of Documents

7.3 Disposal of documents

QMS/SP/COD/01

Issue : 02 Date : 02-01- 2010

The originator may advise the distributor and / or user to dispose the documents that are no longer required. The documentation centre may also advise the user to dispose the obsolete documents. The originator and documentation centres maintain master copies of such docu ments. Master copies are disposed only as per the management instructions. The method of disposal may be by burning or through the use of shedder machine in case of documents in paper / film/ photograph form and by erasing / deleting the document in the Electronic or Mag netic media. However the documents in optical media like CD ROM, may be disposed by destroying it or erasing and rewriting new documents on it. 7.4 Assessment of effectiveness of document conrol process Quarterly surveillance checks by the originators,documentation centres and users are carried out to measure effectiveness of the document control in relation to their objectives. 7.5 Review of effectiveness of documents control process and improvement The results of surveillance check are reviewed vis-a-viz the target and if there is gap, document control process is reviewed and revised to meet the objectives. The objectives / targets may be reviewed for continual improvement.

8.0 Records i) ii) iii) iv) v) Distribution Grid; Issue of documents; Master list of documents; Drawing / Document requests Intimation form for new/ revised documents.

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