INTEGRATED SOLUTIONS
Document Control Policy
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Prepared By: |
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Lead Author, Integrated
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Approved by & effective on Date of Signature Below: |
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Yufen Chang Yu, Integrated Solutions |
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THIS DOCUMENT is to be regarded as the official
document control policy within integrated solutions. it is to be maintained under change Control
by the document control coordinator.
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CHANGE SHEET |
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TITLE: Document
Control Policy |
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DESCRIPTION OF CHANGE |
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ISSUE |
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SECTION |
DESCRIPTION |
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1.0 2.0 2.1 |
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All 4.0 4.5 |
· Original Issue. · Revised section to simplify procedure and new
process. · Renaming signature page of quality document format to
cover page with approval signature within. · Rearranging various appendices into one appendix A |
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TABLE
OF CONTENTS
1.0 Policy............................................................................................................................ 4
2.0 Purpose............................................................................................................................ 4
3.0 Definition............................................................................................................................ 4
3.1 Internally Generated Documents................................................................................................................ 4
3.2 Externally Generated Documents................................................................................................................ 4
3.3 Miscellaneous Information................................................................................................................ 4
4.0 Documentation Control............................................................................................................................ 4
4.1 Development Document Control................................................................................................................ 4
4.2 Quality System Documentation
Control................................................................................................................ 5
4.3 Quality Document Specifications................................................................................................................ 5
4.4 Quality Document Signatures................................................................................................................ 6
4.5 Quality Document Format................................................................................................................ 6
4.6 Control of Externally Generated
Documents................................................................................................................ 6
4.7 Control of Miscellaneous
Documents................................................................................................................ 7
5.0 General Documentation
Guidelines............................................................................................................................ 7
6.0 Revision (Issue) Control............................................................................................................................ 7
6.1 Revision (Issue) Number
Controlled Documentation................................................................................................................ 7
6.2 Date Controlled Documentation................................................................................................................ 7
The Integrated Solutions Documentation Control Policy governs the control, distribution and removal of documentation, both hard copy and electronic. The Integrated Solutions Documentation Control Policy applies to all Integrated Solutions documentation. All employees of Integrated Solutions must adhere to the provisions set forth in this policy, or the policy designated in Integrated Solutions contracts or required by the customer.
The purpose of this policy is to:
· Establish a uniform and consistent method for preparing and handling documentation
· Specify who controls documentation
· Identify the location of documentation storage
Documentation is categorized as the following three types of information:
· Internally generated documents
· Externally generated documents
· Miscellaneous information
Please note that the lists in each of the following three sections are not all inclusive.
Internally generated documentation is that which is produced by Integrated Solutions employees. Examples are:
· Program Realization Process Documents
· Quality Documentation
Externally generated documentation is that which is produced by other companies or individuals outside of Integrated Solutions. Examples are:
· Supplier Documentation
· Customer Documentation
· Integrated Solutions Policies (i.e., Quality, Financial, Personnel)
Information that must be date controlled is categorized as miscellaneous information. Examples are:
· Organizational charts
· Job descriptions
· Quality Documentation Index
· Individual Objectives
Documentation is controlled by the Document Control Coordinator.
Upon approval, all Integrated Solutions development-related documentation is stored on corporate server by the Document Preparer. This includes those documents required under Integrated Solutions adopted processes/procedures that direct or affect the course or content of Integrated Solutions development activities and programs.
Examples of internally generated development documents given above would fall under the Document File: System Test Plans, Reports, Project Plans, etc.
Nine types of quality documentation exist in Integrated Solutions. They are:
· Guides/Manuals
· Plans
· Templates
· Policies
· Processes
· Procedures
· Forms
· Work Instructions
All types of Quality Documentation, except desktop procedures, must be maintained in the Quality System Documentation Database, administered by the Integrated Solutions Document Control Coordinator.
The Quality System Documentation consists of one electronic controlled copy of each quality document. The location of these controlled copies are:
· The electronic version is maintained and up
to date on the WEB. The site is http://10.10.10.38/isi2000_webpage/iso9001/index2.htm
The electronic copy of each document can be accessed by a file name which corresponds to the document number. Each file is in HTML format.
Integrated Solutions personnel are free to make copies of quality documents (by photocopying, printing from the WEB). Printed copies can be verified against the official version (on the WEB) prior to use.
Desktop procedures will be maintained in hard copy form by the personnel using the procedures.
Procedure: An established way of doing an activity.
Policy: A guiding principle or plan for an activity and its accomplishment.
Guide/Manual: A reference or instruction document.
Form: A document which has blank spaces for the insertion of specified information.
Process: A set of interrelated work activities that are characterized by a set of specific inputs and value-added tasks that produce a set of specific outputs. A process can be contained within a functional organization, or it can span several functional organizations. A process is repeatable and measurable; corrective action is used to correct process problems and improve process performance.
Process Owner: Person who is ultimately accountable for defining, measuring implementing and continuously improving the process. The owner must be able to manage the process across functional or organizational boundaries.
Process User: Person who uses the process. Responsibilities of process users include understanding the process, gathering any measurement data, recommending process corrections and improvements and managing process supplier/customer relationships.
Document Owner: Person who "owns" the process, procedure, policy, guide/manual or form defined in the document. An owner is the person responsible for defining and improving the information in the document.
Author: The lead author is either the document owner or the person designated by the document owner to write the document. This may include leading a cross-functional team to develop the document.
Signatures indicate review and approval of a document.
Process Document: A process document should be signed by the Manager of persons who are:
· Process Users
· Internal Customers of Process
· Internal Suppliers to Process
Procedure Document:
A procedure document should be signed by the Manager of the person who
performs the procedures.
Policy Document: A
policy document should include the signatures of Manager of employees who are
affected by the policy.
Guide/Manual: A
guide or manual should be signed by the Manager of the person who developed the
guide/manual.
Form: A form should be approved by the Manager of the person who developed the form.
The format for quality documents is attached in Appendix A. All quality documents should contain:
· A Cover Page, including approval signature.
· A Change Sheet
· A Document Footer
Each quality document must also have a unique document number. Numbers are obtained from the Document Control coordinator.
NOTE: Work Instructions require only a date and page numbers.
Externally generated documents, such as supplier and customer documents, are maintained within the applicable department. An example would be information about a third party software contractor that be maintained by the Engineering personnel who interface with the contractor.
The Document Control Coordinator distributes miscellaneous documents such as organization charts, document index and job descriptions. The Organization Charts Procedure exists to ensure that Integrated Solutions organization charts are kept up-to-date.
All internally generated documentation should be assigned document numbers by the controlling organization. The document number is obtained from the Document Control Coordinator.
All Development documents must conform to the Initial Submission requirements in the Document Control Procedure.
The format of all documents (except forms) maintained in the Quality System Documentation must conform to Appendix A in this document. Forms in the Quality System Documentation must contain the form number and date. Desktop procedures maintained outside of Quality System Documentation need only contain a date indicating the latest revision and page numbers.
All documentation must be revision controlled either by an issue number and date.
When a document is distributed for review, it should be labeled Draft. It is necessary to increment the date each time changes are incorporated and the document is subsequently reviewed. Once the document is either approved or considered final, the issue number is incremented.
The date of publication should be clearly indicated on the documentation. Most externally generated and miscellaneous documents should use this method of revision control.
Appendix A
INTEGRATED SOLUTIONS
Title of Quality Document
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Prepared By: |
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Lead Author,
Integrated Solutions |
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Approved by & effective on Date of Signature Below: |
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Yufen
Chang Yu, Integrated Solutions |
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THIS DOCUMENT is to be regarded as the official
XXXXXXXXXXXXXXX within integrated solutions.
it is to be maintained under change Control by the document control coordinator.
Appendix A
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CHANGE SHEET |
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TITLE: Xxxxx Xxxx Xxxxx |
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DESCRIPTION OF CHANGE |
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ISSUE |
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SECTION |
DESCRIPTION |
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X |
mm-dd-yyyy |
All |
· Original issue
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