CSL TECHNOLOGIES (M) SDN BHD

LRC TECH (M) SDN BHD

CONTROL OF DOCUMENTS PROCEDURE

Ref. No.
Revision No.
Effective Date
Page

CS-P01

00
01/11/2010
1 of 6

REVISION HISTORY
Rev
No.
00

Effective Date
01/11/2010

Affected
Page
All

Change Descriptions

Reviewed
By

Approved
By

New Issue

Document Distribution Acknowledgement:

Dept. /
Position

Business
Development
Director

Admin

Sales &
Marketing

Design

Production

R&D

Acknowledge
ment
Date

Note: The details and the reason of change are documented in the Revision History state above and file at DCC.
This procedure is a controlled document and authorized for use. When printed from this share drive, this
document is uncontrolled. Before using a printed copy of this document, ensure that it is the same as the latest
version on share drive.

CSL TECHNOLOGIES (M) SDN BHD

LRC TECH (M) SDN BHD
CONTROL OF DOCUMENTS PROCEDURE

1.0

Ref. No.
Revision No.
Effective Date
Page

CS-P01

00
01/11/2010
2 of 6

PURPOSE
The purpose is to outline the standard procedure to be followed for the authorization,
distribution, custody, revision and abolition of Quality Manual, Procedures and relevant
work instruction as well as supported documents for CSL & LRC quality management
system.

2.0

SCOPE
This procedure applies to Quality Policy, Manual, Procedure, and Supporting Documents
developed by CSL & LRC and external generated documents such as National or
International Standard or any related regulation.

3.0

DEFINITION
MR = Management Representative
DOC ORGINATOR = Personnel who was authorized to create original documents
Controlled Documents
Controlled documents are updatable documents with a more complex life cycle. They are likely
to be re-issued during their life. Hence, they need to be controlled by version numbers.
Uncontrolled Documents
Uncontrolled documents are ones that are not controlled by the Document Controller whereby is
the responsibility of recipient, used for general reference or training purpose. Hence, the
recipients are to ensure that the content is updated by checking through the shared folder or
from the respective sender. For any hard copy distribution of uncontrolled document to external
party eg customers for tender or contract purpose, uncontrolled stamp would be affix on the said
documents.

THIS IS AN UNCONTROLLED COPY OF A CONTROLLED DOCUMENT PRINTED

CSL TECHNOLOGIES (M) SDN BHD

LRC TECH (M) SDN BHD
CONTROL OF DOCUMENTS PROCEDURE
4.0
4.1

Ref. No.
Revision No.
Effective Date
Page

CS-P01

00
01/11/2010
3 of 6

PROCEDURE DETAILS
CONTROL OF NEW DOCUMENTS

Process Flow

Description
- Documents shall be identified
& developed by the authorized
personnel responsible for the
process or function.
- All new documents must be
dated and assigned with
appropriate title, document
number and revision number by
approval of Director. All
documents must be legible.

Identification &
development of
documents

Review

Approved?

YES

Document
Registration

Notification

NO

Documents
/ Ref.

- Doc
Originator

- Draft
Document

- Reviewed by MR & approved

by Director for adequacy from
the originating departments /
processes prior to issue.
- If the document is not
approved, the originator is
required to amend and reforward to the reviewer and
approving personnel.

- Director / MR

- Approved documents shall be

assigned with a Registration
number, and registered in the
Document Master List.

- Document
Master List

- Approved documents shall be

saved in the shared drive under
its respective folder.
- All such documents can not be
edited, is marked as read only
and except for authorized MR
has the editing capability.

- Share drive

See Overleaf

THIS IS AN UNCONTROLLED COPY OF A CONTROLLED DOCUMENT PRINTED

Personnel

- DCC

CSL TECHNOLOGIES (M) SDN BHD

LRC TECH (M) SDN BHD
CONTROL OF DOCUMENTS PROCEDURE

Process Flow
Continued from previous page

Distribution

Ref. No.
Revision No.
Effective Date
Page

Description

- All approved documents shall

be distributed via the shared
drive or hard copy (if required);
however, if the document will be
printed, these documents
become uncontrolled copies and
are only valid at the time of
printing.
- Hard copy will be printed &
kept by MR, which will be
stamped as Master Copy.
- It is the responsibility of the
reader, to ensure at all times,
that the printed document is the
latest version by checking
against the shared drive.
- Stamp uncontrolled copy on
the hard copy document if need
to be distributed to external
party.
- Soft Copies of the documents
shall be back-up by the admin
department per their back up
schedule of server.

THIS IS AN UNCONTROLLED COPY OF A CONTROLLED DOCUMENT PRINTED

CS-P01

00
01/11/2010
4 of 6

Documents
/ Ref.

- Share drive

Personnel

- DCC

CSL TECHNOLOGIES (M) SDN BHD

LRC TECH (M) SDN BHD
CONTROL OF DOCUMENTS PROCEDURE
4.2

Ref. No.
Revision No.
Effective Date
Page

CS-P01

00
01/11/2010
5 of 6

AMENDMENT OF DOCUMENT

Process Flow

Description
- For any necessary changes in
the documents, HOD or MR
shall propose the change, or
other personnel, who recognize
the needs for change, should
bring this to the attention of MR.

Identification of
need for
amendment

YES

Amendment & update

document list

Notification &
Re-distribution

- Draft
Document

- Reviewed by HOD & approved

by MR.

Review

Approved?

Documents
/ Ref.

NO

- Upon approval, documents

shall be revised & assigned with
a Revision number & Revision
History Record shall be
updated.
- After approval, the Document
Change shall be forwarded to
the DCC, with the amended
softcopy to be uploaded to the
shared drive.
- DCC shall ensure relevant
documents have been updated
into Master Copy and share
drive in order to reflect the
current revision and inform the
relevant personnel involved
regarding the changes via email.
- If the document will be printed,
these documents become
uncontrolled copies and are only
valid at the time of printing.

THIS IS AN UNCONTROLLED COPY OF A CONTROLLED DOCUMENT PRINTED

Personnel
- Requestor
- Director
- MR

- HOD / MR

- Document
Master List

- DCC

- Share drive
- Email

- DCC

CSL TECHNOLOGIES (M) SDN BHD

LRC TECH (M) SDN BHD
CONTROL OF DOCUMENTS PROCEDURE
5.0

OTHERS

5.1

Document Referencing & Stamping

Ref. No.
Revision No.
Effective Date
Page

CS-P01

00
01/11/2010
6 of 6

a) The referencing of document will be as follows :Quality Management System Manual

Job Description
Procedure
Work Instruction
Form
CS
QM
J
P
W
Xx

5.2

: CS-QM
: CS-Jxx
: CS-Pxx
: CS-Wxx
: CS-Fxx

= CSL Technologies & LRC Tech

= Quality Manual
= Job Description
= Procedure
= Work Instruction
= Document serial number

Obsolete Copy
Obsolete main softcopy would be temporary kept into a respective folder and will be archived by
MR into another independent source whenever necessary.

5.3

External Documents
Where relevant External Documents are required to be used by respective personnel in carrying
out their function to comply with customer requirement or statutory regulations, the respective
personnel shall obtain a copy of such document from the relevant organization.
The hard copy of External Documents shall be marked as controlled and for softcopy, it shall
be kept in respective external document folder in a shared drive and maintained by the
authorized personnel (under read function only) so that they can be easily retrieved when
required.
A List of External Documents will be maintained to register all external documents.
If any distribution of hard copy of external document is required, DCC shall make copies and
stamped as controlled and register the list of recipients in the List of External Documents.

5.4

Valid Period
The document shall be kept and used indefinitely until they are revised or cancelled.

THIS IS AN UNCONTROLLED COPY OF A CONTROLLED DOCUMENT PRINTED