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Thanks for attending the training. As promised, here are the

handouts of our discussion.
I would like to go through a lot more, but we may have discussed it
already.
Instead, if you have any questions, please reach out to me:
Raymond.Palisoc@royalcargo.com

Thanks!

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Your documents are important.
They contain information about how things are done in your organization.
Everyone needs to be “working off the same page” or you will send confusing
mixed messages to your clients, suppliers and even your own staff.
It is easy to see which version is current. It is easy to find the document you
need. Best of all, it is easy to access.

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Do you remember the difference of a document and a record?

List down some ideas of that each are in the space below:

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Other documents included are regulatory and legal.

All documents and records are documented information. But we want to classify
them properly so we segregated documents (process documents, procedures,
work instructions, etc.) and records (tracking, reports, etc.) and other documents
that we need such as legal requirements and the like.

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ISO’s 9001 framework discusses the different levels of an organization through
documentation.
QMS is actually a collation of all processes and documentation that encompasses
the organization.

Level 1 - Quality Manual (similar to what you need to run the company)
Level 2 - SOPs (Overview of the broken down processes, departments or silos
within the org)
Level 3 – WIs, policies and guidelines (detailed information on how to perform
activities within each Procedure)
Level 4 – Records (Evidence of process verification, validation and performance)

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The SIPOC method is the easiest way to determine what processes we have in
each department. List down the processes you have and learn how it interacts
with the upstream and downstream processes.

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So what is the process of documentation? There is a lifecycle to it.

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How do DCCs come into the documentation process? What are your responsibilities?

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Once we document, you can further appreciate that with documentation, DCCs and
QMS are empowered to manage the process better. They can observe and see what we
can improve on, what can be affected, and what needs to be done.

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Notes:

Remarks – Simple description of changes done in new version; Initials of reviewer

Review frequency – BU to determine when document/process needs to be reviewed on
a timely basis (chaotic vs stable)
Version numbering – Follow simple 1, 2, 3… count

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How about these documented information that we need to RETAIN?

o Proposal/Quotation
o Contracts
o Delivery receipt/POD
o Waybill
o Billing
o External Documents
o Audit records
o Incident Reports
o Nonconformance reports
o Maintenance records
o Calibration records
o Plans (lifting plan, delivery plan)
o Training records/training materials
o Others

Documents required by the standards & documents defined by organization still

need to be in the system.

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Status of these documents will be reported every quarter by DCCs in our quarterly meet.

Divider for each item:

1. Masterlist of documents
2. Masterlist of forms
3. Documented information list
4. Department updated organization chart
5. Updated Job Descriptions
6. IQA Findings & Corrective Actions
7. 5S+ Findings & Corrective Actions
8. 5S+ Summary Report/Copy of Red Tag
9. KPI result (monthly basis)
10. Improvements

Soon we will try to introduce a paperless environment for these documents.

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Calibration process for DCCs: Quarterly meet for updates and changes
Quarterly, there would be a couple of proposed improvements. These would happen for
a few more quarters.

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Addition of NDA policy to ensure we cover regulatory privacy acts. This clause
serves as our control for internal use. This is a standard clause, please do
not edit. I will be providing you a copy of the template you may use. This
will be applied to new and existing documents that will be undergoing
revisions moving forward.

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