KULPAK STEEL & FORGINGS PVT LTD DOCUMENT NUMBER SOP-COD-01
REVISION NUMBER 00
STANDARD OPERATING PROCEDURE PAGE NUMBER Page 1 of 4
PROCEDURE CONTROL OF DOCUMENTS EFFECTIVITY DATE 01/09/2018
Procedure for Control of Documents
1. SUMMARY
1.1. This procedure defines the requirements for the creation, review, approval, distribution, use and revision
of quality management system documents.
1.2. This procedure applies only to documents which instruct KSFPL’s staff on how to carry out activities and
tasks; this includes manuals, procedures, forms and instructional sheets or posters. Documents outside of
this scope do not require control.
2. REVISION AND APPROVAL
This procedure is released and approved as follows.
Rev. Date Nature of Changes Approved By
[Rev [Procedure
[Date of Issue] Original issue.
Number] Approver Name]
3. PROCEDURE
The documents connected with Quality Systems are classified as under including the authorities for
preparation, approval and issue of the documents.
LEVE
DESCRIPTION OF DOCUMENTS PREPARED BY APPROVED BY ISSUED BY
L
Managing
1. Quality System Manual Quality Manager General Manager
Director
2. Standard Operating Procedures Quality Manager General Manager Quality Manager
Work Instructions, Planning Sheets,
3. Area Manager General Manager Area Manager
Internal Specifications
4. Test Certificate, Reports, Forms, Labels, Tags Area Manager - -
5. Data Analysis Area Manager - -
6. External Documents - - -
KULPAK STEEL & FORGINGS PVT LTD DOCUMENT NUMBER SOP-COD-01
REVISION NUMBER 00
STANDARD OPERATING PROCEDURE PAGE NUMBER Page 2 of 4
PROCEDURE CONTROL OF DOCUMENTS EFFECTIVITY DATE 01/09/2018
3.1. Creation of Documents
3.1.1. Documents are created by an appropriate subject matter expert.
3.1.2. All internal documents are created as soft files (MS Word®, MS Execl, PDF, etc.); it is recommended
that files of a similar type follow the format of other documents in that type.
3.1.3. Draft versions must then be sent to the appropriate approver(s) for review and approval.
3.1.4. Original releases of documents are given a revision indicator of “00”.
3.2. Review and Approval
3.2.1. The Quality Manual may only be approved by the Managing Director. Other documents are to be
approved by the original author, an appropriate area manager or a company executive.
3.2.2. Draft files may be sent to the approver(s) via hardcopy or e-mail.
3.2.3. The reviewer will resolve any issues with the original author to achieve a satisfactory document.
3.2.4. The reviewer will indicate approval of the document by digital signature / wet seal.
3.2.5. The approved document shall then be forwarded to the Document Controller.
3.2.6. If hardcopy binder will be used, The Document Controller will maintain a binder of most current
hardcopy versions of documents. Any previous hardcopies in this binder are to be discarded or filed
in an obsolete document file.
3.2.7. The Document Controller will maintain a computer folder, on the company server, for the latest
soft copy versions of document. This file set must be on a server subject to data backup. The
Document Controller will place new or revised documents into that folder, setting each file’s
permission to READ ONLY, or converting the released versions to a non-editable file format.
3.2.8. Any previous soft versions are then moved to a separate folder identified for obsolete documents
which are kept for historical purposes.
3.2.9. The directory of official released documents shall act as a “master list” of documents, indicating the
current versions of all documents. No other master list is required.
3.3. Distribution of Documents
3.3.1. If intranet is used, Controlled documents will be available via the intranet for all employees.
Employees receive training on the file and folder locations for most current documents.
3.3.2. If hardcopy document distribution is used, The Document Controller will maintain a list of where
controlled hardcopy documents are to be distributed. The Document Controller will be responsible
for distributing updated copies of such controlled hardcopies to proper locations. Controlled
hardcopies shall be stamped CONTROLLED in red ink on the first page, to distinguish them from
uncontrolled documents or photocopies.
3.3.3. Controlled hardcopies may not be altered or modified by users, and must remain legible and
readily identifiable. This includes hand mark-ups by unauthorized personnel. The only exception to
this rule is for Forms (see below.)
3.3.4. Controlled hardcopies may not be photocopied, unless for the purposes of sending to a recipient
who is authorized to receive uncontrolled versions of KSFPL documents (i.e., a vendor or customer).
The only exception to this rule is for Forms (see below.)
KULPAK STEEL & FORGINGS PVT LTD DOCUMENT NUMBER SOP-COD-01
REVISION NUMBER 00
STANDARD OPERATING PROCEDURE PAGE NUMBER Page 3 of 4
PROCEDURE CONTROL OF DOCUMENTS EFFECTIVITY DATE 01/09/2018
3.4. Re-Evaluation
3.4.1. Documents must be reviewed by the original author or another subject matter expert or top
manager every three years.
3.4.2. The Document Controller will ensure re-evaluation is conducted and that documents are updated if
required. The Document Controller will maintain a record of document re-evaluations, to identify
when documents are due for re-evaluation.
3.4.3. If a document is determined to require updating, the changes shall be made and a new version
issued per the rules below.
3.4.4. If a document is determined not to require updating, no action on the document is necessary.
3.5. Revising Documents
3.5.1. Changes to documents go through the same steps as original issue, except that their revision level
is advanced upon approval.
3.5.2. Only authorized personnel may change documents, although any employee can request a change
to their Manager, or by filing a document change request form. Wherever possible, the document
shall include a change history table within its text.
3.5.3. Any changes to documents that require customer or regulatory authority review and approval
shall be submitted accordingly, and not implemented until such approval is obtained.
3.5.4. If document changes require customer or regulatory approval prior to implementation, this will be
obtained in writing. When processes are changed, the appropriate documentation shall be
updated, with a change history updated to reflect the reason for the change.
3.5.5. Re-evaluation, inspection (where applicable) and internal auditing will confirm the effectiveness of
changes.
3.6. Controlling Documents of External Origin
3.6.1. For external documents such as standards or third party specifications which are referenced in a
customer purchase order or contract, these documents may be maintained without control,
provided that the revision of the document on file matches the revision indicated by the customer.
Where the customer provides no revision number, the latest (most recent) revision shall be
assumed.
3.6.2. For external documents such as standards or third party specifications which are not referenced in
a customer purchase order or contract, these must be controlled. Such control requires that the
Document Controller or responsible manager obtain the latest version of the document, and
maintain it on the company server (for electronic versions) or in a binder of controlled external
documents (for hardcopies). Like other controlled documents, these may not be edited or copied.
3.6.3. Drawings of the customer shall be saved on server with customer name, drawing number and
revision number.
3.6.4. External documents for non-critical use, such as user manuals, reference books, marketing
materials, and supplier directories are not controlled.
KULPAK STEEL & FORGINGS PVT LTD DOCUMENT NUMBER SOP-COD-01
REVISION NUMBER 00
STANDARD OPERATING PROCEDURE PAGE NUMBER Page 4 of 4
PROCEDURE CONTROL OF DOCUMENTS EFFECTIVITY DATE 01/09/2018
3.7. Forms
3.7.1. Forms are a special kind of document that may be photocopied as needed. Furthermore, forms do
not require an approval signature; department managers are responsible for creating and using
forms in their areas.
3.7.2. A softcopy of each approved form must be sent to the Document Controller for inclusion in the
document control area on the intranet, and for inclusion in the Document Master List Name.
