Documents Control Procedure

1. PURPOSE

EKL-QA-P-01
Rev. 00 October 10, 2007

The purpose of this procedure is to ensure that all QMS documents are adequately reviewed and approved prior to their issuance. MR shall ensure availability documents at the appropriate locations and any revision to documents are properly authorized and indicated. 2. SCOPE This Procedure covers company wise document approval, issue, control and amendments activities within the scope of ISO 9001:2000 Quality Management System. The following documents shall be considered as controlled documents. a) Quality Manual. b) Quality System Procedures. c) Work Instructions. d) Formats e) Quality Policy f) h) 3. Organization Chart Reference Standards, Drawings and applicable documents of external origin. g) Job Descriptions

REFERENCE ISO-9001: 2000, Clause 4.2.3 & 4.2.4 EKL Quality Manual Section 4.2.2 & 4.2.3

4.

DISTRIBUTION 4 5 6 Karachi Office Concerned Department MR 7 8 Online Head Office Online works

1 Managing Director 2 Works Manager 3 Projects Site 5.

RESPONSIBILITIES 5.1 5.2 Each procedure defines a procedure owner, who is responsible to maintain and update the procedure. Management Representative is the procedure owner for this procedure and is responsible for maintaining the document control system and disposal of records at the expiry of their retention period.

engineering kinetics (pvt.) ltd.

Page 1 of 6

Documents Control Procedure

5.3 5.4 5.5 5.6

EKL-QA-P-01
Rev. 00 October 10, 2007

Recipients of controlled documents are responsible for the following aspects of documents issued to them. Safekeeping. Understanding and implementation. Ensuring that the concerned staff working under them knows and understands the applicable documents, and that they have an easy access to these for consultation.

6.

PROCEDURE 6.1 Preparation And Approval Of Documents The following are responsible for preparation and approval of documents as mentioned against their designations. Document Prepared by I/C QA/QC MR / Relevant Incharge Department Incharge Top Management Head HR Department Incharge Approved by MD MD / Deptt. Head Departmental Head MD MD Department Head

Quality Manual Quality System Procedures, Work Instructions and Formats Quality Policy Organization Chart Job Descriptions 6.2

Document Numbering System EKL follows the following numbering system for its QMS documents. Sr. No. 1 2 3 4 5 QM P = = Document Quality Manual Procedure Work Instruction Format Job Description Quality Manual Procedure Doc. Number EKL-QM-01 EKL-XX-P-YY EKL-XX-W-YYZZ EKL-XX- F-YYZZ EKL-XX- J-ZZ

engineering kinetics (pvt.) ltd.

Page 2 of 6

Documents Control Procedure

W F J = = = Work Instruction Formats Job Description

EKL-QA-P-01
Rev. 00 October 10, 2007

XX: Represents departmental abbreviation code (maximum four digits) YY: Procedure No. ZZ: Serial Number of document (i.e. 01 99) Following is the abbreviations of the Departments: Sr. No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Department Accounts & Finance Administration Business Development Design & Development Health Safety & Environment Human Resources Information Technology Proposals Procurement Production Project Project Planning & Control Quality Assurance Quality Control Quality Management System Stores Southern Office XX (Code) A&F Admin. BD D&D HSE HR IT Prop. Proc. Prod. Proj. PPC QA QC QMS STR SO

6.3

Documents Paper & Font Size 6.3.1 A4 size paper is preferable for QMS documents, communications and reports. However A3 or any other size of paper can be used if required. 6.3.2 Font for the text of QMS documents will be Arial 12, Normal or as required. Main Headings will be capital and bold and subengineering kinetics (pvt.) ltd. Page 3 of 6

Documents Control Procedure

EKL-QA-P-01
Rev. 00 October 10, 2007

heading in small and bold font-size and style can be selected as desired by the user. 6.4 Document Control QA department is responsible for following actions relating to control of controlled document. 6.4.1 Preparing a master index showing latest revision status of all controlled documents on form EKL-QA-F-0101. 6.4.2 Document being issued for first time shall bear revision number 00. 6.4.3 All original QMS documents shall be retained in files. 6.4.4 Ensure that hard copies of documents are issued to and received by the concerned personnel, (according to the distribution list of each document), and maintaining their record on form EKL-QAF-0102. (Document Distribution Record). 6.4.5 Controlled documents (except forms), shall be stamped as CONTROLED DOCUMENT in red color on each page of the document. It is not allowed to duplicate the controlled documents. If required, unstamped soft/hard copies of Document shall be issued to the Customers for reference and these copies shall be treated as uncontrolled copies. 6.5 Control Of Documents Of External Origin 6.5.1 Document control for international standards shall be decentralized, i.e. every Department shall control the standards on its own and also it shall maintain the records for distribution through (Document Transmittal). 6.5.2 Copies of standards/codes shall bear an identification stamp on the first page of every standard/code to avoid unauthorized copying and use. 6.5.3 Every Department shall purchase its own required standard(s). However, before procurement, QA shall be asked to check availability of standard(s) from the master standards list. 6.6 Amendments In QMS Document 6.6.1 Changes in QMS document shall be initiated through Document Change Request (EKL-QA-F-0104). 6.6.2 The concerned Department Head or Incharge shall send a corrected hard and softcopy to QA along-with appropriately filled and approved. 6.6.3 The authorization of amendments to revised documents must be signed by the same functionary as of original ones, or by the person nominated in his absence.
engineering kinetics (pvt.) ltd. Page 4 of 6

Documents Control Procedure

EKL-QA-P-01
Rev. 00 October 10, 2007

6.6.4 Ensuring that nature of change is indicated on the document by a vertical line & triangle showing the latest revision No. On the right margin against the text, that has been revised. 6.6.5 Revised document shall be distributed to all concerned and distribution record shall be maintained accordingly. 6.6.6 One copy of obsolete document stamped as PRESERVED FOR HISTORICAL RECORD shall be retained. Make sure that all other copies of the obsolete documents are destroyed. 7 CONTROL OF RECORD 7.1 Record name and record number shall identify EKL records. QA shall make sure that all quality records are legible, readily retrievable, and kept at a location where no deterioration occurs during the period of retention. Where authorized by EKL management or required contractually, the quality records shall be made available to the customer or his representative. QA department shall dispose records as and when needed on Form EKL-QA-F-0103 for; 7.3.1 Any damage or deterioration 7.3.2 Disposing by destroying records that have outlived their defined retention Period. 7.3.3 Revising the retention period of the records, if required. 7.4 Each procedure defines records and the responsibility for maintenance of records as required by that specific procedure. The responsibility includes identification, filing, collection, indexing, storage and maintenance of records. The retention period of each record is defined in the respective procedure that requires the record to be maintained.

7.2

7.3

8 RECORD Document No. EKL-QA-F-0101 EKL-QA-F-0102 EKL-QA-F-0103 EKL-QA-F-0104 Document Name Master index of controlled documents Document distribution record Disposal Record Document Change Request Maintained by I/C QA I/C QA I/C QA I/C QA Retention Period On going basis On going basis On going basis On going basis

engineering kinetics (pvt.) ltd.

Page 5 of 6

Documents Control Procedure

9 APPROVAL Prepared by Designation Sign. Date I/C QA/QC

EKL-QA-P-01
Rev. 00 October 10, 2007

Approved by Director

engineering kinetics (pvt.) ltd.

Page 6 of 6