Document: QMS_OP1 Procedure for Document Control

Version: Draft
Issue: 1 Page 1 “Company Name”
Purpose

To establish a documented Quality Management System (QMS) as a

means of ensuring that the services provided to customers conform to
specific requirements.

Approval

All documents within the QMS are reviewed and approved by the person
responsible for that area. The approved documents are controlled by the
Business Standards Manager (BSM). All documents contain reference to
Document ID, Version and Issue Number. All documents have in the
footer Uncontrolled when Printed.

1. Quality Manual

The Department Manager is responsible for the approval of the

Quality Manual. This is indicated by an approval date being entered
into the approval section at the back of the document and a digital
signature on the document, although it will not be visible in the
content of the document. This digital signature is used to protect the
authenticity and integrity of the document and will lock the document
to prevent any further editing.

2. Operating Procedures and Processes

The Department Manager is responsible for the approval of the

Operating Procedures in conjunction with the Business Standards
Manager (BSM). Again, this is indicated by an approval date and
digital signature as per the Quality Manual.

Processes are written where the absence of such would affect the
quality of the service and to ensure effective control and operation of
the process involved. A process owner from each area has been
allocated who is responsible for ensuring the process is up to date
and approval is shown by an approval date being entered onto the
document.

3. Documents

All staff has the opportunity to write documentation that will be of

relevance to the QMS. Approval of this document will be given by
their line manager. Approval is indicated by an approval date from
both the author and their line manager.

4. Forms

UNCONTROLLED WHEN PRINTED

Document: QMS_OP1 Procedure for Document Control
Version: Draft
Issue: 1 Page 2 “Company Name”
Each Form has been allocated an Owner. Approval of the form has
been given verbally to the BSM.

5. Work Instructions

The Technical Manager for Branch and (insert in here name/ title for
desktops) are responsible for the approval of Work Instructions.
This is indicated by the approved work instructions being emailed to
the BSM and once verified uploaded to Sharepoint.

A Branch and Desktop Work Instruction Master Register is

maintained by the BSM. It contains the identification of all current
work instructions uploaded to Sharepoint.

Regional and Team Managers are responsible for assigning staff to

tasks that affect the quality of the service. Staff must be trained,
competent, and aware of the importance of meeting customer
requirements. Competency of staff is documented in their training
records as per Competence, Awareness and Training
Procedure (insert hyperlink in here once written).

The BSM reviews all documents and going forward in this procedure,
documents in this context means the Quality Manual, Operating
Procedures, Processes, Forms, Work Instructions and shows her
approval by saving the document onto the master share, uploading
the document onto Sharepoint and entering all details into the QMS
Document Master Register. Enter in here link to the
preparation and issue of QMS Document Process)

Executive Management is responsible for the overall structure of the

QMS.

Structure and Location

Each controlled quality document is issued a unique number for

identification purposes. Allocation of a number by the BSM indicates that
the document has undergone an approval process.

1. Master Share and Numbering

All quality documents that are not confidential in nature are located
on \\pratechvf\wg_esolutions_qms\ISO 9001 QMS\QMS. This share is
restricted only to the Business Standards Team.

UNCONTROLLED WHEN PRINTED

Document: QMS_OP1 Procedure for Document Control
Version: Draft
Issue: 1 Page 3 “Company Name”
Documents that are at the top level of the QMS are prefixed with
QMS. For example: QMS_Quality Manual. Within the QMS are folders
which reference but are not limited to: Operating Procedures,
Processes, Forms, Records, Documents, Templates and Work
Instructions.

Depending on the nature of the document, it will be placed into the

relevant folder. If the document is generic to both Branch and
Desktops it will sit in the root of the folder. If the document is
specific to either Branch or Desktops then it will go into the Branch
folder for example.

Therefore a Process that is specific to Branch will be referenced as

QMS_P_B and the next sequential numeric number.

Documents that are not confidential in nature have been uploaded to

Sharepoint which has restricted read only permissions. This is the
location that staff will be directed towards for QMS documentation
and not the master share.

2. Confidential and HR Related Documents

These documents are kept in the following areas for Branch and
Desktop teams:

Branch: \\pratechvf\wg_esol_branch_hr\

Desktop: \\pratechvf\wg_esolmgt\

UNCONTROLLED WHEN PRINTED

Document: QMS_OP1 Procedure for Document Control
Version: Draft
Issue: 1 Page 4 “Company Name”
All of these documents are filed in an orderly, well indexed and
logical fashion that facilitates easy retrieval in a normal office
working environment. All quality documents are legible and
identifiable

Are there any other documents that hasn’t been captured but are
stored elsewhere – if there is then I need to know what they are
and where they are located.

UNCONTROLLED WHEN PRINTED

Document: QMS_OP1 Procedure for Document Control
Version: Draft
Issue: 1 Page 5 “Company Name”
3. Sharepoint Structure

The structure detailed below indicates the location of QMS related documentation that is relevant to staff.

E-Solutions Main Portal Page

Http :// dc2prxbldp /default .aspx
This is an overview of the E -Solu
QMS Document Master Sharepoint site collection .
Register
The diagram represents but is not
E-Solutions Organisational
Chart
limited to the actual structure curren
in use
External Document Libray

E-Solutions Desktops Portal E-Solutions Branch Portal E-Solutions Business Continu

Http :// dc2prxbldp /Desktops /default .aspx Http :// dc2prxbldp /Branch /default .aspx Http :dc 2prxbldp /DR/de

Core Function Process Flows Core Function Process Flows DR and BCP Plans

Work Instructions Library Work Instructions Library Business Continuity Exercises

Change Request Management Change Request Management

Customer Feedback Records Customer Feedback Records

External Document Library External Document Library

E-Solutions Desktops Contact E-Solutions Branch Contact

List List

E-Solutions Desktop Management Information

ESOL Desktop Staff information Portal ESOL Branch Staff information Portal E-Solutions Branch Management Information Portal
Portal
Http ://dc 2prxbld /Desktops /Staff _Information / Http ://dc 2prxbld /Branch /Staff _Information / Http :dc2prxbldp /Branch /Management _Informa
default .aspx Http :dc2prxbldp /Desktops / default .aspx default .aspx
Management _Information /default .aspx

Shared Documents Service Delivery Documents Shared Documents Service Delivery Documents

Role Portraits HR Peoples Services Forms Role Portraits HR Peoples Services Forms

HR People Services Forms HR People Services Forms

UNCONTROLLED WHEN PRINTED
Document: QMS_OP1 Procedure for Document Control
Version: Draft
Issue: 1 Page 6
“Company Name”

Backups

1. \\Pratechvf\wg_esolutions_qms\

2. Sharepoint – DC2PRXBLDP

Backups are currently performed manually on a daily basis at 4pm.

The location of the backup is \\Pratechvf\wg_esol_sp.

3. \\Pratechvf\applications

4. \\Pratechvf\wg_esolmgt

5. \\pratechvf\wg_esol_branch_hr

Revision

Any documents requiring revision must go through the QMS Change

Request Process (insert in here the change request process). All
staff has the responsibility to recommend the development of new
documentation, improvements, and / or revisions to existing
documentation that are utilised in their respective areas of work.

A Change Request Form needs to be completed to change any document

held in the QMS. Records of revisions are maintained in the Change
Request Log and the QMS Document Master Register.

Typographical corrections, changes to “Company Name” organisational

chart and minor editorial changes are not considered as “Changes” for the
purpose of this procedure. However, all amendments are documented
within the version history on Sharepoint irrespective of the completion of
a Change Request Form.

Documents are re-issued after a significant change. Minor changes may

be made to a document which will alter the version number. The changes
are recorded on the QMS Change Request Form and this Form is
referenced in the version history when the document is uploaded to

UNCONTROLLED WHEN PRINTED

Document: QMS_OP1 Procedure for Document Control
Version: Draft
Issue: 1 Page 7
“Company Name”
Sharepoint. The uploading of a document to Sharepoint signifies that the
document has been approved by the BSM.

Where changes are being made to a document, those persons making the
change shall have access to any pertinent background information
required on which to base their review and approval.

Once a document is approved and the version incremented, the previous

version of the document will be removed from Sharepoint and archived in
the Master Share. Only one archived version of the document will be
retained. If a document is considered to be obsolete it will be removed
from point of use and moved into the obsolete folder in the Master Share.
If a document is to be kept for reference it is marked as obsolete or
otherwise destroyed. All obsolete documents will be retained for a
minimum retention period of 3 years.

A QMS Document Master Register is maintained by the BSM. It contains

the identification of all current issues of quality related documentation.
This does not relieve other employees from the responsibility of ensuring
that the BSM records the correct data on the Master Register as revisions
are made.

Quality related documents uploaded to Sharepoint or filed on the

documented network shares are recognised as the most up-to-date
versions.

Regional and Desktop Team Managers are responsible for ensuring that
relevant versions of applicable documents are available at points of use
where operations essential to the effective functioning of the QMS are
performed. Branch Managers will use an Engineering Manual Distribution
Form to receive verification from staff that they are now using the most
up to date version of the document and the previous version has now
been destroyed.

Desktop Team Managers – Server and hard disk process needs to be put
in here.

External Documents

The QMS includes, where necessary, externally generated documentation

such as Technical Services Builds or HR generated procedures. Such
documentation is uploaded to Sharepoint as external documentation and
the link to these documents have been provided by the external
department and it is their responsibility should these links fail. A copy of
each document resides on \\pratechvf\wg_esolutions_qms\ISO 9001
QMS\QMS.

UNCONTROLLED WHEN PRINTED

Document: QMS_OP1 Procedure for Document Control
Version: Draft
Issue: 1 Page 8
“Company Name”
Are we having an HR manual for staff?

The results of the Management Review are used to make changes, which
continue to improve the quality of the services provided.

Documented procedures and documents may be in any form or type of

medium.

Quality records generated by this process are controlled according to

QMS_OP2, Procedure for Record Control.

Further Reference

Branch Work Instruction Master Register

Desktop Work Instruction Master Register

Procedure Competence, Awareness and Training

QMS Change Request Process

QMS Change Request Form

QMS Change Request Log

QMS Document Master Register

Engineering Manual Distribution Form

Procedure for Record Control - QMS_OP2

Revision History

Date: Version: Description of Revision CR No.

1 Initial Document Release

UNCONTROLLED WHEN PRINTED

Document: QMS_OP1 Procedure for Document Control
Version: Draft
Issue: 1 Page 9
“Company Name”

Approvals

This document requires the following approvals:

Name Title Date:

Rob Lennox Department Manager

Susan Crawshaw Business Standards

Manager

Approval is shown by a digital signature on this procedure although it will

not be visible in the content of the document. This digital signature will
lock the document to prevent any further editing.

UNCONTROLLED WHEN PRINTED