PHILIPPINES DONG YUN PLATE-MAKING CORPORATION

GENERAL PROCEDURES IN CONTROL OF DOCUMENTS

(Quality Program)

PHILIPPINES DONG YUN PLATE MAKING CORPORATION QUALITY PROGRAM

General Procedures in Control Of Documents 1.0 OBJECTIVES 1.1 To ensure that documents related to the quality system are reviewed and approved before issued to specified copyholders. 1.2 To ensure that any updating on existing documents are reviewed and approved by designated reviewing and approving authorities. 1.3 To ensure that obsolete documents are withdrawn from all points of issue or use. 1.4 To ensure that relevant documents are available for use. 1.5 To define responsibilities for generation, approval, issuance and revision of documents. 2.0 SCOPE This procedure covers the evaluation on the need for internally generated documentation, coding, updating and issuance and withdrawal of obsolete documents and its maintenance. 3.0 DEFINITION OF TERMS 3.1 3.2 3.3 QMR Quality management representative DCC Document control center ORIGINATOR The originator of a document within a particular department
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4.0 PROCEDURES: PROCEDURES START Top Management / QMR / Concerned Supervisors & Leaders discusses the need for documentation or to revise existing document based on, customer requirement, audit results, customer complaints, product standard, regulatory standards, improvements, etc. RESPONSIBILITY DETAILS

Discussion for the determination of the need for documentation

Top Management QMR / Concerned Dept. Supervisors & Leaders

Document Exist?

NO

YES A B

PHILIPPINES DONG YUN PLATE MAKING CORPORATION QUALITY PROGRAM

General Procedures in Control Of Documents PROCEDURES RESPONSIBILITY A B 1 Concerned Dept. Leaders prepares the needed new documents Concerned Dept. Supervisor review the prepared new documents; if theres an existing problem in regards with the prepared new documents the Dept. Supervisor returns the documents to the Dept .Leader for corrections and update, after updating, the Dept. Supervisor approved the document. Concerned Dept. Leaders prepares the documents that needs revision Concerned Dept. Supervisors review the revised documents; if theres an existing problem in regards with the prepared revised documents, the Dept. Supervisors returns the documents to the Dept .Leader for correction and update. After updating, the Dept. Supervisor approved the document. All Interfacing Department concerned, reviews the new/ revised documents before the approval, and if encountered problems return the document to the Originator for the changes. Initial approval of interfacing dept. will be signed at meeting record.
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DETAILS

Preparation of new documents

CONCERNED Dept. Leaders (Originator)

Review of the new documents

YES

CONCERNED Dept. Supervisors (Originator)

Problem exists?

1 Preparation for the revision of documents Review of the revised documents

YES

NO

CONCERNED Dept. Leaders (Originator)

CONCERNED Dept. Supervisors (Originator)

Problem exists? NO

Review of documents with interfacing Dept.

YES

Concerned Dept. Leader, Supervisors (Originator) with interfacing Dept. 1

Problem exists? NO

PHILIPPINES DONG YUN PLATE MAKING CORPORATION QUALITY PROGRAM

General Procedures in Control Of Documents PROCEDURES C Concerned Asst. General Managers of Marketing / Production / Administration Concerned Asst. General Managers of Marketing / Production / Administration approves the finalized new/ revised documents. The Concerned dept. leader fills up the requisition form for new/ revise documents (QR-IIC-003) with effective date and approval of concerned Asst. General Manager and submits to DCC, together with the approved documents and attached the initial approval of concerned interfacing Dept.(meeting Record), and should be submitted at least 1 week before the effective date of the document . The QMR acknowledged the request and give instruction to DCC Personnel to counter check the new & revised documents based on standard format and according to Serial No. guidelines (QP-IIC-001), with complete approval, correct title, effective date, and pages. The Concerned dept. leader will update their Lists of Internal Documents (QR-IIC-011), and submit to DCC Personnel for Acknowledgement. The DCC Personnel updates the Master lists of Internal Documents (QR-IIC-001) (New & Revised) which is acknowledged by QMR. For the revised documents the DCC will fill up the Retrieval form (QR-IIC-009) approved by QMR and prepare it for the retrieval of obsolete documents from all copy holders. RESPONSIBILITY
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DETAILS

Approval of Documents

Fill up and submits the requisition form for new/revise documents

CONCERNED Dept. Leaders

Acknowledgement and counter checking of the new / revised documents

QMR / DCC personnel

Update the Lists of Internal Documents

CONCERNED Dept. Leaders (Originator)

Update the Master list of Internal Documents

DCC personnel

Fill up of Retrieval form for Obsolete Documents

DCC personnel

PHILIPPINES DONG YUN PLATE MAKING CORPORATION QUALITY PROGRAM

General Procedures in Control Of Documents PROCEDURES D RESPONSIBILITY
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DETAILS For the new / revised documents the original copy shall be stamped with ORIGINAL COPY in every pages with blue ink and controlled, Dept. No. code, Issue No. on title page with red ink then save to DCC file, and DCC Personnel shall issue a hard copy of the document to the authorized copy holders (Dept. Leaders), then the DCC Personnel updates the circulation lists (QR-IIC007) w/c approved by QMR, and stamp the photocopied documents with Controlled copy, Issue No., Dept. No. code on every page with red ink. The Dept. Leader will sign the Document Release Form (QRIIC-006) given by DCC Personnel DCC shall retrieve all obsolete affected pages copy of documents from all copy holders and dispose by shredding (for confidential documents only), or can be reused as scratch paper (backside) but need to stamp obsolete at the printed side . The DCC shall retain original obsolete pages copy for 5 revisions and stamped it OBSOLETE then separate it by archiving it to Obsolete Files.

Distribution to copy holders/ Update of Circulation lists

DCC personnel

Retrieval of Obsolete documents from copy holders

Disposal

DCC personnel

End

5.0 RE-ISSUANCE OF DOCUMENTS In the event of missing, damaged or lost document of a particular Department the Dept. Leader need to fill up a Document Re-Issuance form (QR-IIC-008) and must indicate in the form the reasons why needed to re-issue a particular document. It is reviewed and verified by QMR and approved by the Asst. General Manager (Administration) and submitted to DCC Personnel for the update of the circulation lists (QR-IIC-007), and for the re-issuance of the documents. The reissued document will be stamped with corresponding new Issue No. on every page.

PHILIPPINES DONG YUN PLATE MAKING CORPORATION QUALITY PROGRAM

General Procedures in Control Of Documents
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6.0 APPROVAL AND REVISION OF QUALITY RECORDS (FORMS) 6.1 Approval Upon the approval of the Department documents the Quality records also need to be approved, the Department leaders will prepare all the Quality Records (forms) that the department will use and compile it for approval. It will be reviewed prior to its use by the Department Supervisors and Approved by concerned Asst. General Manager, upon the approval it will signify the effective date for all the forms that are going to be used, and it will be identified in the bottom right of each forms. Reference is also visible in the forms indicating the reference documents of that particular form. 6.2 Revision For the revision of Quality Records (forms) the Department Leaders/Supervisors (Originators) is responsible for the preparation and review of revising form, retrieval of old form and ensures that obsolete forms will never be used, and updating the List of Quality Records (QR-IIC-010) and submitting it to DCC Personnel for the update of the Master List of Quality Records (QR-IIC-004). 7.0 EXTERNAL DOCUMENTS All External Documents are handled by every Department (if have), and its distribution is controlled by means of recording it in External Document Circulation Lists (QR-IIC-014). This list will be prepared by every Dept. Leaders and approved by Dept. Supervisors. Departments that have External Documents must record in the List of External Documents (for every department) (QR-IIC-012) which prepared by every Dept. Leaders and submits to DCC Personnel for Acknowledgment. After the Acknowledgment, DCC Personnel updates the Master lists of External Documents (QR-IIC-013) and acknowledged by QMR. External Documents are stamped with EXTERNAL DOCUMENTS for identification purposes and registered in the Master Lists of External Documents (QR-IIC-013) which is prepared by DCC Personnel and Acknowledged by QMR. Note: External Documents regarding the quality of products will be stamped by concerned departments, except HRD and Finance documents and those documents that will not affect the quality of products in which the identification and control will be handled by their Dept. External Documents used for establishing the Quality Management System (QMS) of Philippines Dong Yun Plate Making Corporation (PHDY) are saved in Document Control Center (DCC). All Statutory, Regulatory and Government External Documents are saved by Human Resource Department (HRD). External Documents in related with Raw Materials from Suppliers are saved in Finance Department.

PHILIPPINES DONG YUN PLATE MAKING CORPORATION QUALITY PROGRAM

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6 of 7 General Procedures in Control Of Documents External Documents coming from Customers are saved in Marketing Department. Note: Mostly, documents coming from Customers are returnable materials or considered as customer property which is stamped "RETURNED"

8.0 Revision history: 8.1 This revision history will be place next to the title page of every document indicating the summary revision and the origination for that particular document. The revision history will always be retained in DCC whenever there is a revision. 8.2 The responsible personnel who prepared, reviewed and approved the document will affix their signatories in this revision history. 8.3 The affected page/s will also be included in the Revision history. 8.4 If there are revision, the assigned Serial Number in the revision history must be same with the actual affected page/s Serial Number (header) Note: Page/s of a document may have different revision code in Serial Number due to revision. 8.5 Sample of filled up revision history:
Serial Number Rev. No. Pages Affected Description of Changes Effective Date Prepared by: Reviewed by: Approved by:

QP-IIC-001A0

New Document

Aug. 31, 2012

Jeremias Ruma jr.

Mr. Bi Wenkui

Mr. Han Lv Wei

QP-IIC-002A1

Pg. 6

Clause 8.0, added the words responsible person.

Sept. 31, 2012

Jeremias Ruma jr.

Mr. Bi Wenkui

Mr. Han Lv Wei

PHILIPPINES DONG YUN PLATE MAKING CORPORATION QUALITY PROGRAM

General Procedures in Control Of Documents 9.0 Control of Confidential Documents Due to confidentiality, some internal documents of the departments like HRD and FINANCE will not be controlled by DCC. Instead, the process owner will be the responsible for the control, saving and distribution (if necessary) of their confidential documents, but must be registered to Master List of Internal Documents (QR-IIC-001) of DCC. 10.0 Periodic Review / Re-approval of Documents Every year, all concerned leaders, supervisors and managers will conduct a review and re-approval of documents to check if the documents are still updated and applicable with its corresponding procedure. The review and re-approval of documents will be recorded in Annual Document Review Form (QR-IIC-020) 11.0 Documents for Deletion Documents that are recommended for deletion will be discussed and approved by interfacing department during the interfacing meeting then the deleted documents will be retrieved by DCC. In the List of Internal Documents the deleted documents will still be retain but need to be stamped with the word DELETED by DCC upon signing the acknowledgement, then the DCC will also update & stamp the Master list of Internal Documents. 12.0 Document Attachments Any attachment to the document should be labeled Attachment 001, Attachment 002 and so on, and it should have the Prepared by, Reviewed by & Approved by and Reference document at the last part of the document. The Effective Date will signify the latest revision of particular attachment. 13.0 Related Records: (QR-IIC-003) Requisition Form New Revise Document (QR-IIC-011) List of Internal documents (every dept.) (QR-IIC-001) Master List of Internal Document (QR-IIC-009) Document Retrieval Form (QR-IIC-006) Document Release Form (QR-IIC-007) Internal Document Circulation Lists (QR-IIC-008) Document Re-Issuance Form (QR-IIC-010) List of Quality Records (QR-IIC-004) Master list of Quality Records (QR-IIC-014) External Document Circulation Lists (QR-IIC-012) List of External Documents (every dept.) (QR-IIC-013) Master Lists of External Documents (QR-IIC-019) Quality Records Revision History Summary (QR-IIC-020) Annual Document Review Form 14.0 Related Documents: (QP-IIC-001) Document Serial Number Guidelines
Send to: DL: TM: CB: FIN: EP: HR: ED: MKTG: PF: PPD: QC: TD: EQ: IIC:
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