QMP 7.5 Documented Information

1.0            Purpose

To define the system for control of documents that relate to the Quality System Requirements of ISO 9001.

2.0            Scope

This procedure applies to controlled documents identified on the Master List of Controlled Documents.

3.0            Applicable Documents

3.1               Master Listing of Hardcopy Controlled Documents - Quality Intranet

4.0            Responsibility

4.1    The head of quality, or designee, has primary responsibility for issuance, control and revision of all controlled documents, including "External" documents determined by the organization to be included in the QMS. Review for suitability, compliance with ISO requirements, and cross-interactions are controlled at Jemison Corporate by the head of quality, or their designee.

4.2    All employees are responsible to ensure that they have current documents and to know the disposition of obsolete document for which they are responsible.

4.3  Functional Managers are responsible for issuance, control, and revision (as appropriate) of any controlled documents identified by the Master Listing of Controlled Documents and the retention of any documented information retained as evidence of conformity. Approval authority is identified for each document/form (Level 3's & 4's) on each plant intranet page. Level 1 policies and Level 2 procedures are approved by the Head of Quality and, as appropriate, functional area Executive Team members.

5.0            Application

5.1  Each controlled document generated at Jemison Metals must: 

5.1.1         Assure appropriate identification and information (i.e. title, date, reference number)

5.1.2         Have appropriate format (i.e. language, graphics) and media (i.e. paper/electronic)

5.1.3         Be reviewed and approved for suitability and adequacy

5.1.4         Be available and suitable for locations where used

5.1.5    Be adequately protected (i.e. from loss of confidentiality, improper use, or loss of integrity

5.1.5         Unless otherwise specified (i.e. Controlled Hardcopy Posting List), any copies of electronic documents are considered for reference and are “uncontrolled”.

6.0            Control

6.1      For control of documented information, the following activities will be addressed: 

6.1.1         Distribution, access, retrieval and use

6.1.2         Storage and preservation, including preservation of legibility

6.1.3         Control of changes

6.1.3.1           Proposed changes to a controlled document are discussed with the responsible department, document administrator, and the Quality Management Representative.

6.1.3.2           The ramifications to pertinent departments are discussed when considering changes to controlled documents.

6.1.3.3.           If approved per 5.1.3, the Document Administrator updates the Master List Of Controlled Documents with the new revision level and previous versions of the document are destroyed unless needed for archival purposes.

6.1.4         Retention and Disposition

6.1.4.1           Retention of documented information is identified on the master listings of documents for each plant. The retention times listed are minimum retention times and the documented information can be stored for longer periods of time at the discretion of the responsible party. Obsolete Quality Manual documents are not retained and are shredded upon obsolescence.

6.1.4.2           Disposition of documented information, after the identified minimum retention time, is the responsibility of the individual or function identified as the retainer of the documented information.  Jemison Metals operating records (identified in the quality intranet) do not contain sensitive or confidential information.  Therefore, disposal does not require expensive or elaborate measures.

6.1.4.3.           Electronic records will be kept indefinitely unless otherwise specified on the master list, or until such time (as determined by IT in conjunction with the head of quality) that electronic storage space is needed, too costly or for other reasons.

Revision History