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SIPCO

PEPSI-COLA, BUGSHAN

ISO 22000:2005
FOOD SAFETY MANAGEMENT
SYSTEM

SIPCO
PEPSI-COLA, BUGSHAN

TOPICS:
Control of Documents
Control of Records

SIPCO
PEPSI-COLA, BUGSHAN

FS02 - Control of Documents


To define the methods and responsibilities for
controlling documents used to provide work
direction or set policy; and to define methods
for document creation, revision, approval,
distribution, reproduction and destruction.

SIPCO
PEPSI-COLA, BUGSHAN

1.
2.
3.
4.
5.
6.
7.
8.
9.

DOCUMENT FORMAT
DOCUMENT CREATION
TEMPORARY CHANGES TO DOCUMENTS
DOCUMENT REVISION/REPRODUCTION OF FSMS
DOCUMENTS
DELETION OF FSMS DOCUMENTS
EXTERNAL DOCUMENTS VALIDATION
DOCUMENT DISTRIBUTION
DOCUMENT CONTROL PROCESS REVIEW
DOCUMENT NUMBERING SYSTEM

SIPCO
PEPSI-COLA, BUGSHAN

DOCUMENT NUMBERING SYSTEM

Company or Plant code;


Quality System and prerequisite program code;
Department / Section Code;
Document type or category;
Number of document in the series for a particular document type.

SIPCO
PEPSI-COLA, BUGSHAN

FIRST SEGMENT: COMPANY / PLANT CODE

COMPANY / PLANT CODES


SIPCO

Common documents and applicable to all plants (company-wide)

SIPCO1

Originating from or applicable to SIPCO 1

SIPCO2

Originating from or applicable to SIPCO 2

SIPCO3

Originating from or applicable to SIPCO 3

SIPCO
PEPSI-COLA, BUGSHAN

SECOND SEGMENT: MANAGEMENT SYSTEM AND PROGRAM CODE


MANAGEMENT SYSTEM CODE
FS

Indicates that the document is part of the Food Safety Management System
PREREQUISITE PROGRAM CODES

01
02

Statutory and Legislative Requirement


Control of Documents

18
19

Hazard Analysis Preparation


Production and Process Control

03

Control of Records

20

Hazard Analysis and Assessment of Control


Measures

04
05
06
07
08
09
10
11
12
13
14
15
16

Management Responsibility
Job Descriptions
Internal and External Communication
Emergency Preparedness and Response
Competence, Awareness and Training
PRP: Visitors Access
PRP: Personal Hygiene
PRP: Cleaning and Sanitation
PRP: Pest Control
PRP: Premises
PRP: Maintenance
PRP: Foreign Object Control
PRP: Control of Suppliers

21
22
23
24
25
26
27
28
29
30
31
32
33

Operational PRP Plan Management


HACCP Plan Management
HACCP Verification Planning
Identification, Labeling and Traceability
Corrective Action
Control of Non-Conforming Products
Consumer and Customer Complaints
Product Recall
Validation of Control Measures
Control of Monitoring and Measuring
Internal Audit and System Validation
Continuous Improvement
Control Of Chemicals

17

PRP: Purchasing

SIPCO
PEPSI-COLA, BUGSHAN

THIRD SEGMENT: DEPARTMENT/SECTION CODE


DEPARTMENT / SECTION CODES
MW

M & W Business Unit

PR

Projects Section

QC

Quality Control (Line)

ACE

ACE Plant

QA

Quality Assurance

SC

Supply Chain Department

SR

Syrup Production

FG

Full Goods Warehousing

WT

Water Treatment Plant

RM

Raw Materials Warehousing

ML

Microbiological Laboratory

PA

Product Availability Section

RO

Reverse Osmosis Plant

OED

Organizational Effectiveness Dept.

MFG

Manufacturing Department

HR

Human Resource Department

AQF

Aquafina Line

CPS

Corporate Purchasing

CSD

CSD Line

SM

Sales and Marketing Department

TEC

Technical Department

FN

Finance Department

ME

Mechanical Section

IT

Information Technology

EL

Electrical Section

HSE

Health, Safety and Environment

UT

Utilities Section/Boiler/Compressor

MEM

MEM

FL

Fleet

CO2
AC

CO2 Plant / Manufacturing


AC Workshop

SIPCO
PEPSI-COLA, BUGSHAN

FOURTH SEGMENT: DOCUMENT TYPE OR CATEGORY CODE

DOCUMENT TYPE / CATEGORY CODES


GL

Guidelines

CK

Checklist

PG

Program

PL

Plans

PO

Policy

JD

Job Description

PR

Standard Operating Procedure

EX

External Document

WI

Work Instruction

IN

Internal Document

JA

Job Aids

TO

Table of Organization, Org. Charts

LG

Log sheet

TA

Table

RG

Register, List, Inventory

DW

Drawings, Diagrams

IR

Inspection Report, Test Reports,


Laboratory Reports of Analysis

FR

Forms

LT

Letter

SIPCO
PEPSI-COLA, BUGSHAN

FIFTH SEGMENT: DOCUMENT NUMBER SERIES IN THE CATEGORY

Pertains to the specific number of the document in the document category


series .

SIPCO
PEPSI-COLA, BUGSHAN

Examples:
Raw Materials:
SIPCO2-FS19-RM-CK-01: Incoming Vehicle Inspection Checklist
QA
SIPCO2-FS19-QA-IR-01: Sugar Inspection Report
Production:
SIPCO2-FS19-PD-PR-01: Filler Standard Operating Procedure
Syrup room:
SIPCO2-FS19-QC-LG-02:Finished Syrup Analysis
Mechanical:
SIPCO2-FS14-ME-EX-01: SMI 1
Electrical:
SIPCO2-FS14-EL-EX-01: KHS Line 1
Full Goods Warehouse
SIPCO2-FS19-FG-PR-01: FIFO/FEFO Procedure

SIPCO
PEPSI-COLA, BUGSHAN

Examples:
Cleaning and Sanitation:
SIPCO2-FS11-FSM-PL-03: Master Cleaning and Sanitation Schedule
SIPCO2-FS11-ML-WI-01: AC Grills Cleaning

Glass and Brittle Plastic Inspection


SIPCO2-FS15-FSM-CK-01: GLASS AND BRITTLE PLASTIC INSPECTION CHECKLIST (BLUE ZONE DAILY)

SIPCO
PEPSI-COLA, BUGSHAN

Document Structure
All Procedures and Work Instructions have the document number,
title, revision and page number in Page X of Y format in the footer of
each page of the document.
The document should contain, at a minimum, the following
information on each document:

Policy;
Purpose;
Scope;
Responsibilities;
Safety;
Procedures;
Reference;
Records; and
Revision History

SIPCO
PEPSI-COLA, BUGSHAN

TOPIC
Control of Records

SIPCO
PEPSI-COLA, BUGSHAN

CONTROL OF RECORDS
IMPORTANCE

Systematic approach in records keeping which includes.


- Records identification/Classification
- Records generation
- Records Filing, Retention, Maintenance & Disposal
- Creation & Borrowing
SCOPE:

- Applies to all records generated - handwritten, hardcopy and


electronic (soft).

SIPCO
PEPSI-COLA, BUGSHAN

CONTROL OF RECORDS
WHAT IS A RECORD?
- Anything, such as a document or a photograph, providing
permanent evidence of or information about past events.
Requirement:
- All records must be clear and legible, complete and adequate (no
blank spaces left out, or NA is indicated if not applicable),
actual data, on time, readily accessible traceable to process
owner.
- Written records should have proper reference number, completed
in permanent ink (Blue) to help ensure legibility and to protect them
from unauthorized change.

SIPCO
PEPSI-COLA, BUGSHAN

CONTROL OF RECORDS
Requirement:
- Changes or corrections to hardcopy records should be made with a single
line through the incorrect entry, dated and initialed by the person making
the change. Correction fluid or tape should not be used.

- All pages of records are numbered (for forms with more than 1 pages).
- Traceable to the latest documented SOPs.
- Electronic records of food safety management activity should be
automatically generated and activity logs kept.

SIPCO
PEPSI-COLA, BUGSHAN

CONTROL OF RECORDS
Records Retention:

In-Process Records Records of the current year


Active Records Records of the preceding year that have not yet met
their minimum retention periods. They are stored in such a way that they
are readily retrievable for quick reference in the operation.
Inactive Records Records that have reached their minimum retention
period and are being kept in archive. Archived records are retrievable but
not necessarily readily retrievable.
Lifetime Records Records that are perpetually kept for future
reference. They usually consist of guidelines, statutory and legal records,
certificates, memorandums that define policies, special studies.
Obsolete Records Records past their MRP determined to be already
irrelevant to the operation and are for disposal through shredding or other
prescribed means.

SIPCO
PEPSI-COLA, BUGSHAN

CONTROL OF RECORD
Records Maintenance:

Supervisor or Record Custodian shall ensure that records are maintained in


a suitable environment that prevents damage or deterioration and also
prevents loss of records.
The methods used to prevent loss of hardcopy records may include
controlling access, use of checkout cards, or auditing of records as
appropriate for the particular record.
Electronic records are protected from damage, deterioration, loss, or
unauthorized change by use of appropriate access control methods.
Unless otherwise indicated, records are disposed after their minimum
retention time is attained, as indicated on SIPCO-FS03-FSM-RG-01: FOOD
SAFETY RECORDS LIST.
METHOD OF DISPOSAL: SHREDDING
In the intent of records disposal, every department shall generate a
disposal turnover list which has to be endorsed to the document controller.

SIPCO
PEPSI-COLA, BUGSHAN

CONTROL OF RECORD
RECORD CHARGE OUT PROCEDURE

For proper accounting and to prevent loss of records, borrowing of records


or records file must follow an effective charge-out system.
Anyone wishing to borrow a particular record or records file must make his
request through the Supervisor and shall accomplish SIPCO-FS03-FSM-FR01: RECORDS CHARGE-OUT CARD. If the records need not be brought out
of the room, Records Charge-Out Card is not needed.
The Records Charge-out Card must indicate the details of the records
being borrowed and the expected date of return. The loan-out transaction
can be renewed or extended as needed by updating the Records ChargeOut Card.
Supervisor or his designate shall follow-up return of the records as
indicated in the Records Charge-Out Card and send advise to borrower
when return of records is due or he may advise extension of the loan-out
transaction.
Returned records shall be put back to its designated file location and the
Records Charge-Out Card is updated accordingly to acknowledge return

SIPCO
PEPSI-COLA, BUGSHAN

RECORD KEEPING GUIDELINE


I. Enroll Documents/Records
1. Department Master Document List (SIPCO-FS02-FSM-RG-03)
- will contain Procedures, Work Instructions, Policies,
Guidelines, External Documents ( Manuals, etc.)
2. Department Records List (SIPCO-FS03-FSM-RG-02)
- will contain Log Sheet, Checklist, Forms, Plans,
Inspection report.
- Records Retention Code (RRS) will be assigned to this records
II. Label folder and attached sticker label to it.
III. File records accordingly
IV. Records Access Control shall be in place
- implement Record Charge Out Card (SIPCO-FS03-FSM-FR-01)
IV. Turn Over Records for due for Disposal
- Accomplish Turn Over List & Disposal Author (SIPCO-FS03-FSM-FR-02)

SIPCO
PEPSI-COLA, BUGSHAN

RRS CODE PER DEPARTMENT


DEPARTMENT / SECTION CODES
MW

M & W Business Unit

PR

Projects Section

QC

Quality Control (Line)

ACE

ACE Plant

QA

Quality Assurance

SC

Supply Chain Department

SR

Syrup Production

FG

Full Goods Warehousing

WT

Water Treatment Plant

RM

Raw Materials Warehousing

ML

Microbiological Laboratory

PA

Product Availability Section

MFG

Manufacturing Department

OED

AQF

Aquafina Line

HR

Organizational Effectiveness
Business Unit
Human Resource Department

CSD

CSD Line

CPS

Corporate Purchasing

TEC

Technical Department

SD

ME

Mechanical Section

FN

Sales and Distribution Business


Unit
Finance Business Unit

EL

Electrical Section

IT

Information Technology

UT

Utilities Section

CO2
PR

CO2 Plant / Manufacturing


Projects Section

OHS/HSE Occupational Health and Safety


MEM
SP

Fleet / MEM
Spare Parts Store

SIPCO
PEPSI-COLA, BUGSHAN

SIPCO-FS02-FSM-RG-03 : DEPARTMENT MASTER DOCUMENT LIST

SIPCO
PEPSI-COLA, BUGSHAN

SIPCO-FS03-FSM-RG-02 : DEPARTMENT RECORDS LIST

SIPCO
PEPSI-COLA, BUGSHAN

FILE FOLDER LABELING


SECTION RECORD COLOR CODE
SIPCO2
M&W
Quality Control

Division

Blue

Manufacturing (Mfg)

Orange

Quality Control (QC)

Department
Section

QC - 01
SIPCO2-FS11-QC-WI-01
Cleaning & Sanitation
Work Instruction

Records
Retention Code
Record Code
Records
Description

SIPCO2-FS11-FSM-CK-01
Cleaning & Sanitation
Checklist

YEAR

: ________

VOLUME: ________

Pink

Syrup Room (SR)

Light
Blue

Water Treatment (WT)

White

Quality Assurance/Micro (QA/ML)

Black

Utilities (UT)

Red

Period of Data
Collection
Refers to No. of
Folder generated
of the Same RRS
Code
Section Record
Color Code

Electrical (EL)

Green

Mechanical (ME)

Yellow

CO2

Violet

Supply Chain ( RM)

Gray

Supply Chain ( Warehousing)

Light
Green

AC Workshop (HVAC)
Technical (TEC)

Dark
Blue
Maroon

Spare Parts Store

SIPCO
PEPSI-COLA, BUGSHAN

FILE FOLDER STICKER


RECORD STICKER LABEL

1. DEPARTMENT DOCUMENTS
(Lifetime Documents)

2. DEPARTMENT RECORDS
(Records with Disposal Period)

DOC NO.

SIPCO2-FS14-EL-EX-01

RRS CODE

QC-01

IN-PROCESS

NOT APPLICABLE

IN-PROCESS

JAN DEC 2011

ACTIVE

NOT APPLICABLE

ACTIVE

JAN DEC 2012

INACTIVE

NOT APPLICABLE

INACTIVE

JAN DEC 2013

DISPOSAL DATE

NOT APPLICABLE

DISPOSAL DATE

JAN 2014

METHOD OF
DISPOSAL

NOT APPLICABLE

METHOD OF
DISPOSAL

SHRED

SIPCO
PEPSI-COLA, BUGSHAN

SIPCO-FS03-FSM-FR-01: RECORD CHARGE OUT CARD

SIPCO
PEPSI-COLA, BUGSHAN

SIPCO-FS03-FSM-FR-02: TURN OVER LIST & DISPOSAL AUTHORIZATION

SIPCO
PEPSI-COLA, BUGSHAN

END

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