Ref.

No: ESCL-QSP-002

EGBA SPLIT-CLAMPS LIMITED

Records Control Procedure

Rev. No: 00
Issue Date:12th Nov, 2012
Page 1 of 6

RECORDS CONTROL
PROCEDURE

APPROVAL AND REVISION STATUS

Rev. No.

Issue Date

Revision

00

12/11/2012

Identification
First Issue

Prepared by
Management
Representative
(MR)

EGBA SPLIT-CLAMPS LIMITED

Reviewed

Approved by

by
Production
Manager

Managing
Director

Ref. No: ESCL-QSP-002

Records Control Procedure

Rev. No: 00
Issue Date:12th Nov, 2012
Page 2 of 6

CHANGE (S)/AMENDMENT (S)

The change(s)/amendment(s) noted below have been made and approved by the
Managing Director for issue.

Change/Amendment No.

Date

Page

Description of Change/Amendment

EGBA SPLIT-CLAMPS LIMITED

Ref. No: ESCL-QSP-002

Records Control Procedure

1.0

Rev. No: 00
Issue Date:12th Nov, 2012
Page 3 of 6

PURPOSE
This procedure defines the controls needed for the identification, storage,
protection, retrieval, retention and disposition of records.

2.0

SCOPE
This procedure is applicable to all records generated in the implementation of
ESCL Quality Management System and fulfilment of project/contract requirements.

3.0

REFERENCES
NIS ISO 9001: 2008 Quality Management Systems Requirements
NIS ISO 9000: 2005, Quality Management Systems Fundamentals and
Vocabulary
ESCL Quality Manual (ESCL-QM-001)

4.0

TERMS AND DEFINITIONS

The following terms and definitions and the ones given in ESCL Quality Manual
and NIS ISO 9000:2005 apply:

4.1

ESCL: Egba Split-Clamps Limited

4.2

MR: Management Representative

4.3

ISO: International Organization for Standardization

4.4

NIS: Nigerian Industrial Standard

4.5

Record: Document stating results achieved or providing evidence of activities

performed.

4.6

Custodian: Function responsible for maintaining records. He can delegate such

responsibility to subordinates.

5.0

RESPONSIBILITIES AND AUTHORITY

Each department/unit, or process owner is responsible for the identification,
storage, protection, retrieval, retention and disposition of records generated in its
processes/activities

6.0

PROCEDURE

6.1

General

6.1.1 Records are in the form of hard copy or electronic media. Records are maintained
as specified in Attachment A to this procedure.

EGBA SPLIT-CLAMPS LIMITED

Records Control Procedure

Ref. No: ESCL-QSP-002

Rev. No: 00
Issue Date:12th Nov, 2012
Page 4 of 6

6.1.2 Records generated in ESCL processes are legible, easily retrievable, and
traceable to the processes, which they are produced for, with identification, date,
signature and activity reference as applicable.
6.1.3 Every function collects records pertaining to his/her activities and performs
subsequent analysis when required.
6.1.4 Record identification, storage, protection, retrieval, retention and disposal are
consistent with regulatory and contractual requirements.
6.2

Identification, Indexing and Filing of Records

6.2.1 Active files and closed files are identified, indexed and maintained in such a
manner as to ensure they are readily retrievable.
6.2.2 Individual file for each employee is used to maintain personnel records pertaining
to the employee.
6.2.3 Records of similar nature are filed chronologically.
6.2.4 When practicable, records are filed separately for different activities or processes.
6.2.5 Incoming mails (hard copy) and faxes are received and stamped with date
received and registered in the incoming mail register.
6.2.6 E-mail communications when necessary are printed out, and filed; otherwise, they
are maintained electronically.
6.3

Storage, Protection and Retention

6.3.1 Records are stored in facilities that provide a suitable environment to minimize
damage or deterioration and prevent loss during retention.
6.3.2 Records are stored in such a way to facilitate easy retrieval.
6.3.3 The retention of records is as indicated in Attachment A to this procedure subject
to contractual requirements.
6.3.4 Custodian of records ensures that adequate security is provided for storage to
prevent inadvertent destruction, unauthorized access, alteration and disposal.
6.3.5 Electronic data files are retained individually on computer hard disks, CD ROMS
and Flash Drives. Computer data back-up and update are made regularly as
needed and stored in such a manner to prevent loss of data, environmental
contamination or damage.

EGBA SPLIT-CLAMPS LIMITED

Records Control Procedure

6.4

Ref. No: ESCL-QSP-002

Rev. No: 00
Issue Date:12th Nov, 2012
Page 5 of 6

Access, Archiving and Disposition

6.4.1 Custodians of records make them readily available to authorized persons e.g.
internal customers, clients, internal and external auditors.
6.4.2 Applicable records that have reached the minimum retention and are no longer
useful are removed from their points of use or storage and destroyed (by burning
or shredding).

7.0

RECORDS
All records listed in the Attachment A to this procedure are applicable. This
includes but is not limited to the following as applicable:
Management review minutes
Contract /Order review records
Personnel training and other records
Design and development records
Supplier evaluation and other purchasing records
Client satisfaction/complaint records
Inspection and test records
Maintenance records
Equipment calibration records
Product Identification/Traceability
Nonconformity review and disposition records
Internal audit records
Corrective and preventive action records.

EGBA SPLIT-CLAMPS LIMITED

Records Control Procedure

Ref. No: ESCL-QSP-002

Rev. No: 00
Issue Date:12th Nov, 2012
Page 6 of 6

Attachment A: Records, Custodian and Minimum Retention

Records

Custodian(s)

Minimum
Retentio
n

Management review
Personnel education,

Top Mgt, MR
Admin Manager

training, skills and experience

Customer-related processes
Managing Director, Commercial Manager

5 years
For two years after
employee leaves.
5 years

Production Manager, QHSE Manager,

Design and Development
Purchasing
Production and service

Admin Manager
Production Manager, QHSE Manager.
Managing Director, Commercial Manager
Production Manager, QHSE Manager

5 years
5 years
5 years

provision
Monitoring and measuring

Production Manager, QHSE Manager

5 years

equipment
Customer Satisfaction

Managing Director, Commercial Manager

5 years

Production Manager, QHSE Manager,

Internal audit
Monitoring and measurement

MR
Managing Director, Dept./Unit Heads, MR 5 years
Managing Director, Dept./Unit Heads
5 years

of processes
Monitoring and measurement

Production Manager, QHSE Manager

5 years

of product
Control of Nonconforming

Managing Director, Dept./Unit Heads

5 years

Product
Corrective action
Prevention action

Managing Director, Dept./Unit Heads

Managing Director, Dept./Unit Heads

5 years
5 years