Vikranthi Foundations,

No.8/14, Valliammal Road, Vepery, Chennai- 600 007.

Tamilnadu, India

ISO 9001:2008 Quality Management System

Type of document:
Issue No./Date:

Quality System
Procedures

Reference No.:
Revision
No./Date:

01/01.06.2014

QSP 01 Control of
Documents
00

1.0

Purpose
To define the methodology to control the documents which includes identification, review, approval,
and availability of latest versions at relevant points of use.

2.0

Scope
This procedure is applicable to all the documents identified in the quality management system.

3.0

Responsibility
Management Representative

4.0

Procedure
Identification
The documents are identified by the information provided in the header of all documents developed
for effective implementation of the documentation. The identification methodology is as follows:
Level

Document description

Code

Explanation

Quality Manual

QM XX

QM Quality Manual
XX Serial Number

Quality System Procedure

QSP XX

QSP Quality System Procedure

XX Serial Number

Work Instruction

WI XX

WI Work Instruction
XX- Serial Number

Formats

VF X AA

VF- Vikranthi Foundations

X- D Document / R- Record
AA Running serial No.

Review and Approval

The documents required for quality management system include quality manual, procedures, work
instruction, documents and records.
The quality manual is prepared by Management representative and approved by MD. The procedures /
Work instructions are prepared by respective process owner and approved by MR or MD.
Generation and issue control
The requirement for any new documents is informed to Management Representative, where the
concerned personnel are consulted for the development of required document.

Prepared by:
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Approved by:
1/5

Vikranthi Foundations,
No.8/14, Valliammal Road, Vepery, Chennai- 600 007.
Tamilnadu, India

ISO 9001:2008 Quality Management System

Type of document:
Issue No./Date:

Quality System
Procedures
01/01.06.2014

Reference No.:
Revision
No./Date:

QSP 01 Control of
Documents
00

After the development of document it is reviewed and submitted for approval from the authority as
explained above.
On approval Management Representative receives the approved copy and identifies as Master Copy.
Relevant photo-copies are taken and issued to the concerned functions by identifying them as
Controlled Copy. To minimize the paper consumption most of the documents are maintained as
softcopy and protected with passwords, accessible only to authorised persons.
Management Representative maintains a List of Documents, where the new documents are added
into the list or modified documents are updated. The new / modified documents are issued through
Document Change note / Amendment sheet.
The Quality Manual is issued under the authority of MD and subsequent changes will be authorized by
the MD / MR. Details of issue/changes are to be recorded in the amendment record.
The first issue will bear number 1 and will be noted on all the pages. Each page will have number
and also revision number starting with '0'. When any page is revised the same will have the revision
number incremented and dated.
When the full manual is revised and reissued, the number will be incremented and all pages will
recommence with revision '0'. For changes in revision/issue, the amendment record shall be
updated.
The Master Copy is to be maintained by the Management Representative. When revision/issue
changed all the controlled copies in existence shall be updated.
'UNCONTROLLED' copies are permitted to be provided only to customers and outsiders on request and
shall be updated prior to use. The UNCONTROLLED status will be identified only on the title page.
Management Representative is permitted to keep spare copes without status identification to
facilitate issue to outsiders. However for internal distribution and use UNCONTROLLED documents
are not permitted.
When any modified documents are issued, the documents of previous version are taken back and
identified as Obsolete Copy. The obsolete copies are either retained for reference purpose or
destroyed.
Respective functional head ensures the availability of relevant documents at the points of use.

Prepared by:
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Approved by:
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Vikranthi Foundations,
No.8/14, Valliammal Road, Vepery, Chennai- 600 007.
Tamilnadu, India

ISO 9001:2008 Quality Management System

Type of document:
Issue No./Date:

Quality System
Procedures
01/01.06.2014

Reference No.:
Revision
No./Date:

QSP 01 Control of
Documents
00

Change control
Any changes in the documents are requested with Management Representative through document
change note. Management Representative reviews the nature of change requested and in case of
clarifications required the concerned personnel are consulted.
On satisfactory review, the relevant documents are amended accordingly and re-approved by the
concerned authority as explained in the above. After the approval, the same is issued to concerned
personnel and amendment sheet is updated.

Control of external origin documents

Documents from external origin like customers, suppliers, national / international agencies etc. is
maintained by respective functional heads as applicable to their scope of work. The documents of
external origin from customers like drawings / agreements are maintained by Director-sales where
the relevant documents like Work Instructions are maintained by MR. Also MR Maintains the list of
external origin documents
Any changes in the external origin documents are updated and maintained by Management
Representative.

Documents maintained in electronic media

Any documents / data maintained through electronic media are controlled by the organization thru
passwords. Anti- virus software is installed in the PCs for protection of soft copy documents.
Frequent back up of the data is taken by Admin in-charge to preserve the records maintained in
electronic media.

5.0

Reference Documents / Records

1. Master list of documents
2. List of External Origin Documents
3. List of work instructions
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Vikranthi Foundations,
No.8/14, Valliammal Road, Vepery, Chennai- 600 007.
Tamilnadu, India

ISO 9001:2008 Quality Management System

Type of document:
Issue No./Date:

Quality System
Procedures
01/01.06.2014

Reference No.:
Revision
No./Date:

QSP 01 Control of
Documents
00

4. Document change note

5. Amendment sheet

6.0

Flow chart for document change process

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Approved by:
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Vikranthi Foundations,
No.8/14, Valliammal Road, Vepery, Chennai- 600 007.
Tamilnadu, India

ISO 9001:2008 Quality Management System

Type of document:
Issue No./Date:

Prepared by:
/var/www/apps/conversion/tmp/scratch_2/341924157.doc

Quality System
Procedures
01/01.06.2014

Reference No.:
Revision
No./Date:

QSP 01 Control of
Documents
00

Approved by:
5/5