DOCUMENT CONTROL POLICY

Document Version # [v1.0]

Date of Issue: [11/07/2010]

Policy Owner Meghana R Patil

POL-ABC-[DIV]-[SBD]-00#
 Document Control Policy

Table of Contents
1. Introduction....................................................................................................2

1.1 Policy Statement............................................................................................................ 3

1.2 Purpose......................................................................................................................... 3
1.3 Scope............................................................................................................................ 3
2. Policy Content and Guidelines....................................................................3

2.1 Document Control.......................................................................................................... 4

2.2 Types of Document........................................................................................................ 4
2.3 General Documentation Guidelines...............................................................................4
3. Responsibility................................................................................................5

4. Policy Governance........................................................................................5

5. References.....................................................................................................6

5.1 Traceability.................................................................................................................... 6
5.2 Policies.......................................................................................................................... 6
5.3 Procedures.................................................................................................................... 6
5.4 Standards...................................................................................................................... 6
5.5 Guidelines...................................................................................................................... 6
5.6 Templates...................................................................................................................... 7
5.7 Checklists...................................................................................................................... 7
5.8 Training.......................................................................................................................... 7
5.9 Tools.............................................................................................................................. 7
6. Inquiries..........................................................................................................7

7. Review and Revision.....................................................................................7

Appendix A – Glossary of Terms.........................................................................8

Appendix B – Acronyms......................................................................................8

Appendix C – Document Change Control..........................................................9

© ABC company
Version 1.0 Number POL-ABC-DIV-SBD-00#

Release Date [07/11/2010] Page 2 of 7

 Document Control Policy

1. Introduction

1.1 Policy Statement

The Document Control Policy governs the storage, control, distribution and removal of
QMS documentation.

1.2 Purpose
The purpose of this policy is to:
· Establish a uniform and consistent method for preparing and handling documentation
· Specify who controls the documentation.
· Identify the location of documentation storage.
· Manage information and files in compliance with regulations and standards like ISO.
· Control access to information and secure a complete history of all document related
activity.
· Reduce paper-based document control with an electronic document control system.

1.3 Scope

The scope of Document Control Policy is limited to the QMS documentation. It applies to
all the policy, procedure and standards documents generated in ABC. All employees of
ABC company must adhere to the provisions set forth in this policy.

2. Policy Content and Guidelines

2.1 Document Control

Documentation is controlled by the QA group. Upon approval, QMS documents are stored
on shared server in QMS database and will be available for access to the ABC employees
over VSS tool.

2.2 Types of Document

Six types of QMS documents are maintained. They are:

· QA Manual
· Master list Document
· Policies
· Procedures/SOPs

© ABC company
Version 1.0 Number POL-ABC-DIV-SBD-00#

Release Date [07/11/2010] Page 3 of 7

 Document Control Policy

· Standards
· Templates
· Checklists

2.3 General Documentation Guidelines

· All the QMS related documentation will be maintained in Quality Management system
database, administered by QAG group.
· ABC employees will install Visual source safe tool on their systems to access the
QMS documents.
· Documents related to Quality Management System are identified in a master list of
documents which contains details of documents like document name, storage
location etc.
· A replica of the QMS structure will be created in the Staging Area accessible to all.
Documents that undergo changes and review will be placed in Staging area after the
approval.
· QAG is responsible to upload the final documents from the Staging area into the
QMS DB through VSS.
· All the documents will be version controlled.
· Documents will undergo various stages like creation, revision, change control and
disposal throughout the Documentation lifecycle.
· All the employees except the QAG group will be granted Read only access to QMS
DB. The administrator privilege lies with the QAG group.

Note: All the ABC employees are free to make copies of QMS documents by printing or
photocopying. Printed copies must be verified against the official version (in QMS DB) prior
to use.

3. Responsibility

Staff Responsibility
QAG · Administration of Document management system
· Verify and Upload final documents into QMS database.
CSCQ · QMS Documents Approval
ABC · Develop the documents adhering to defined templates and
Staff guidelines.
· Review and stage the completed documents in staging area
· Install and use VSS client on the systems to access the QMS
Documents.

© ABC company
Version 1.0 Number POL-ABC-DIV-SBD-00#

Release Date [07/11/2010] Page 4 of 7

 Document Control Policy

4. Policy Governance

Responsible Meghana R Patil

Accountable Team Lead,QAG
Consulted CSCQ
Informed ABC Staff

5. References
5.1 Traceability
 ISO 9001:2008, Clause: 4.2.3 Control of Documents

5.2 Policies
N/A

5.3 Procedures
 Procedure ID: (XXXX) Document Control Procedure

5.4 Standards
 Standard ID: (XXXX) Documentation standards

5.5 Guidelines
NA

5.6 Templates
 General Policy Template

5.7 Checklists
N/A

5.8 Training
N/A

5.9 Tools
 Visual Source Safe Tool

6. Inquiries
All the queries regarding Document Control policy to be directed to Meghana.R.Patil, Quality
Assurance group at email Id or contact number.

© ABC company
Version 1.0 Number POL-ABC-DIV-SBD-00#

Release Date [07/11/2010] Page 5 of 7

 Document Control Policy

7. Review and Revision

This policy will be reviewed as it is deemed appropriate, but no less frequently than every 6
months.
Policy review will be undertaken by QAG.

Appendix A – Glossary of Terms

 Documentation – Documentation refers to the communicable material or the

process of providing evidence (to document something).
 ISO 9001:2008 – ISO 9001:2008 is a Quality management standard.
 QA Manual - The Quality Assurance Manual describes the Company's
approach to the requirements of ISO 9001:2008 and gives
reference to the policies and procedures established to
implement it.
 Staging Area - Staging area is the location where documents will be
assembled before uploading into the QMS database.

Appendix B – Acronyms
QMS - Quality Management System

QAG - Quality Assurance Group

CSCQ - Steering Committee for Quality

VSS - Visual Source Safe

QA - Quality Assurance

SOP - Standard Operating Procedure

DB - Data Base

ISO - International Organization for Standardization

© ABC company
Version 1.0 Number POL-ABC-DIV-SBD-00#

Release Date [07/11/2010] Page 6 of 7

 Document Control Policy

Appendix C – Document Change Control

Revision Date of Issue Author(s)/ Brief Description of Change

Number Approver(s)
1.0 07/11/2010 Initial Draft

© ABC company
Version 1.0 Number POL-ABC-DIV-SBD-00#

Release Date [07/11/2010] Page 7 of 7