All documentation utilized within the Company related to the
management system itself, or to the execution of individual
customer contracts is controlled to ensure that it is issued
to the appropriate personnel, under the correct level of
authority, is revised and reissued as necessary, and all
obsolete versions are removed from the point of use.
Such documentation typically includes:
Specifications, Customer Orders, Plans/ Drawings, Quality
Assurance Manual/ Operating Procedures, National/
International Standards and Codes of Practice.
The Quality Assurance Manual, Procedures and Quality Plans
are maintained by the Technical Head, who ensures that the
appropriate items, at the correct revision levels, are
issued to all who need them within the Company.
National/ International Standards, Codes of Practice are
maintained by the Engineers who ensure that appropriate
documents are available within the Company, and are issued
at the correct revision levels. External suppliers of
documentation are contacted regularly to ascertain that the
documents held remain current.
The distribution of standard documents is controlled and
recorded on Distribution Lists, which also show the current
issue status. The Distribution Lists are reviewed and
updated as changes occur.
All changes to documents are reviewed and approved by the
person responsible for the original issue and, where
appropriate, the nature of the change is indicated on the
document. Master copies of the revised documents are
retained as records of the changes and renewed as necessary
to ensure clarity.
Each contract has a File which contains all relevant
information. Information is also held on the company's
computer system for ease of access and manipulation.
All documentation created during a project (generally
specification or reports) is maintained by the Project
Manager and stored in the project file. At the completion of
the project the file may be registered as archived and moved
to the document storage room.