DOCUMENTS AND DATA Control of project quality plan next section
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Section 5 | Revision 2 | Date: J |
PROJECT QUALITY PLAN | Prepared/Compiled by: QA/QC Manager
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Reviewed & Approved by: General Manager
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DOCUMENTS AND DATA Control | Page | |
1.0 Objective:
· Ensure that only the latest Quality Management System (QMS) documentation is in use.
· Ensure that the QMS documents are controlled as required.
· Ensure that mechanisms to safeguard data are in place and effective throughout the organization.
2.0 Scope:
This process covers all documentation within the QMS and the data generated from its implementation.
3.0 Procedural Details:
3.1 The QA/QC Manager (MR) and Project Manager consulting other personnel as required shall review all new and amended documents for adequacy of requirements prior to submitting to customer. Form WWW.HVACMEP.WEBSITE: QP-001-06 shall be used.
3.2 The QA/QC Manager shall review and approve all new and amended documents prior to issue. Form WWW.HVACMEP.WEBSITE: QP-001-06 shall be used.
3.3 The Quality Plan and Processes shall be issued to, or shall be made available to all personnel whose work is essential to the effective implementation of the Quality Management System.
3.4 All documents shall be uniquely identified by an issue reference to prevent obsolete information, process or forms from being used throughout the company. The MR or his designated representative (Document Controller) shall maintain a list of all quality documents (WWW.HVACMEP.WEBSITE: QP-001-02).
Issue:
3.5 Upon issuance, a document control record (WWW.HVACMEP.WEBSITE: QP-001-03) detailing document reference, issue number and details of issue will be circulated to the recipient of the document, and personnel receiving the document will signed off document control record form to indicate receipt and understanding of the issued documents.
3.6 Signed document control record form shall be returned to the MR for filing.
3.7 When any documents are issued, details of the document and holder shall also be recorded in Document Issue and Control Log (WWW.HVACMEP.WEBSITE: QP-001-04).
Amendments:
3.8 Proposed changes to Quality Management System documentation shall be recorded on a Document Change Note (DCN: WWW.HVACMEP.WEBSITE: QP-001-01), which shall be subject to authorization by the MR, concerned parties must be satisfied that proposed changes is justified.
3.9 When proposed change is rejected, the MR shall record the reason(s) for rejection on the quality form WWW.HVACMEP.WEBSITE: QP-001-01 and inform the requester. The rejected form is to be filed on the rejected document request file.
3.10 Form QP-001-06 shall be used to record the review of document.
3.11 The MR shall issue and distribute the amended document.
3.12 Recipients of amended documents shall sign on the appropriate WWW.HVACMEP.WEBSITE: QP-001-03 to indicate that the purpose of the document is understood. This signature will also serve as proof that the recipient is in possession of the latest update of the document of the document in question.
3.13 The completed form along with any obsolete documents shall be returned to the MR for action.
Superseded /Obsolete Documents:
3.14 The MR is responsible for implementing the removal of all obsolete documents in use and for their replacement with the amended issue(s) if applicable.
3.15 The MR shall be responsible for the destruction of all obsolete documents except for those remove from the “Master Set”.
3.16 Those removed from “Master Set” shall be filed in an Obsolete Documents File for reference. This is to provide a historic record of amendments made.
3.17 The MR is responsible for ensuring that all superceded documents are annotated as such to prevent inadvertent use. These documents are to be removed from appropriate points of use at the earliest opportunity after they cease to be required. Superceded documents will then be handled as for obsolete documents.
3.18 Completed Document Control Records detailing amendments shall be filed with the Master Copy of the obsolete document.
3.19 These shall be maintained as Quality Records for a minimum of three years.
Reference Documents:
3.20 Some documents need to be retained for reference and will be listed in a Reference Index (WWW.HVACMEP.WEBSITE: QP-001-05) maintained by the appropriate department. The Reference Index will contain details of the documents, their location and issue status (if applicable).
3.21 When a new edition of an existing reference is received, the appropriate department is to update the Reference Index and identify changes that are significant to the company. These changes shall be notified to the personnel affected.
3.22 The Reference Index shall be updated whenever new documents are added, replaced or removed.
Data:
3.23 Department Managers are to identify computer data that would be detrimental to company operations if lost or destroyed. Individual PC back-ups are to be taken when required and stored in a secure place.
3.24 The method and frequency of data backups will be dependent on each department needs.
3.25 Records are to be maintained by each department showing the data backed-up, minimum retention period, date of backup and who carried out the backup. Form WWW.HVACMEP.WEBSITE: QP-001-07 will be used.
3.26 Where data has to be recovered from backup media, this is to be logged onto form WWW.HVACMEP.WEBSITE: QP-001-08.
Drawing Control:
3.27 The Engineering Department will review all drawings received and maintain a log of drawings (WWW.HVACMEP.WEBSITE: QP-001-09).
3.28 The Engineering Department is responsible for stamping drawings as appropriate “BID DRAWING”, “ISSUED FOR CONSTRUCTION”, “AS-BUILT”. Stamps are to red on each drawing.
3.29 Drawings issued to site are to be logged onto form WWW.HVACMEP.WEBSITE: QP-001-10.
4.0 Associated Forms:
Document Change Note Form # WWW.HVACMEP.WEBSITE: QP-001-01
List of Quality Documents Form # WWW.HVACMEP.WEBSITE: QP-001-02
Document Control Record Form # WWW.HVACMEP.WEBSITE: QP-001-03
Document Issue & Control Log Form # WWW.HVACMEP.WEBSITE: QP-001-04
Reference Index Form # WWW.HVACMEP.WEBSITE: QP-001-05
Quality System Document Review/Approval Form # WWW.HVACMEP.WEBSITE: QP-001-06
Computer Data Backup Log Form # WWW.HVACMEP.WEBSITE: QP-001-07
Data Recovery Log Form # WWW.HVACMEP.WEBSITE: QP-001-08
Drawing Log Form # WWW.HVACMEP.WEBSITE: QP-001-09
Drawing Issue Log Form # WWW.HVACMEP.WEBSITE: QP-001-10
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