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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 document control Procedure within integrated solutions. it is to be maintained under change
Control by the document control coordinator.
CHANGE SHEET |
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TITLE: Documentation control procedure |
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DESCRIPTION
OF CHANGE |
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1.0 1.1 1.2 1.3 2.0 2.1 |
3/31/05 6/30/05 |
All Footers Appendix A Appendix A Section 4.1 Appendix B Section 4.1 Appendix B |
· Original Issue. · Unique Identifiers corrected on footers · Updated document matrix. · Updated document matrix. · Adding statement of using Document Submission Checklist, appendix B, in section 4.1. · Revising cover page to include approval signature; remove the requirement of approval signature page. · Making provision and verification of consistent dates/versions the responsibility of the document owner and document owner respectively. · Sign-off is no longer required of using the document submission checklist; |
TABLE OF CONTENTS
1.0 PURPOSE................................................................................................. 4
2.0 POLICY..................................................................................................... 4
3.0 DEFINITIONS............................................................................................. 4
4.0 documentation guidelines............................................................... 5
4.1 General Requirements............................................................................................................................. 5
4.2 Exceptions to General Guidelines........................................................................................................ 6
5.0 Document creation and submission............................................... 6
5.1 Development Document Procedures..................................................................................................... 6
5.2 Quality Documentation............................................................................................................................ 8
6.0 Documentation Control................................................................... 9
6.1 Development Document Control........................................................................................................... 9
6.2 Quality Documentation System........................................................................................................... 10
6.3 Externally Generated Documents....................................................................................................... 10
6.4 Control of Miscellaneous Administrative
Documents................................................................... 10
7.0 Revision (Issue) Control.................................................................. 10
7.1 Documents in review.............................................................................................................................. 10
7.2 Revision level Controlled
Documentation........................................................................................ 10
7.3 Date Controlled Documentation......................................................................................................... 11
8.0 obsolete documentation............................................................... 11
8.1 Obsolete Development
Documentation.............................................................................................. 11
8.2 Obsolete Quality
Documentation........................................................................................................ 12
8.3 Obsolete Administrative
Documentation.......................................................................................... 12
8.4 Document Disposal................................................................................................................................. 12
The
Integrated Solutions Documentation Control Procedure governs the control,
distribution, and removal of documentation. It applies to both hard copy and
electronic forms of documentation.
The purpose
of this procedure is to:
establish
a uniform and consistent method for the preparation and handling of
documentation.
promote
consistent document management across Integrated Solutions.
facilitate
distribution of released development related documentation.
provide
an accurate historical record and archive of all Integrated Solutions
documentation.
specify
who controls documentation.
identify
the location of the controlled copies of documentation.
Refer to “Document Control Policy”, 4-001-PC-000-2.1
Agent: A person,
other than an author or originator, designated as responsible for managing the
document through the Document Control process and securing the necessary
concurrence and approvals.
Preparer: The
person creating or publishing a document.
Change Control: A
coordination, tracking and evaluation activity using input provided from
various sources on the content, clarity, and accuracy of product or development
documentation for which Integrated Solutions is responsible.
Document: Any
written or electronically input conveyance of information leading to, required
by, impacting upon, or pertaining to a Integrated Solutions development program
or activity.
Editorial Changes: Any change that does not add information
to, delete information from, or change the meaning or interpretation of the
material, maybe considered an editorial change.
Externally Generated Documentation:
A category of documentation produced by other companies or individuals
outside of Integrated Solutions
including but not limited to: Customer
Documentation
Engineering
Standards
Corporate
Policies (i.e., Operations, Financial, Human Resources)
Form: A document with blanks for the insertion of
details or information.
Guide/Manual: A
reference or instruction document.
All guides and manuals are considered local practices.
Internally Generated Documentation: A Category of documentation produced by
Integrated Solutions employees including but not limited to:
Product
Realization Process Documentation
Quality
Documentation
End
User Documentation
Local Practices:
A process, procedure, or set of instructions that apply to either a
single functional area (i.e. engineering, , etc.) or a single job task or set
of tasks (i.e. librarian). Local
practices detail the information necessary to complete tasks that are not
completed by other functional areas in the organization or tasks that are job
specific within a functional area.
Miscellaneous Administrative Information:
A category of documentation containing information that must be revision
controlled including but not limited to:
Organizational
Charts
Job
Descriptions
Indexes
Original Issue: The first time a particular document is
released.
Author: The person authoring or designated by a team of document authors as the focal point of
documentation coordination, modification and issue resolution. This is the person who is responsible
for managing the document through the review process and securing the necessary
concurrence and approvals.
Process: A system
of operations that describes the production of something. A process has three main components: inputs, throughputs, and outputs. Inputs describe the initial triggers
and/or elements necessary to conduct a series of actions, changes, or functions
(throughputs) that bring about an end result (outputs). A process either spans several functional
organizations or can be used by more than one functional organization. It is repeatable and measurable;
corrective action is used to correct systematic process problems and improve
process performance.
Procedure: A set of
established steps, methods, or actions that describe how to perform, effect, or
conduct an act of business. A
procedure either spans several functional organizations or can be used by more
than one functional organization.
It is repeatable and measurable; corrective action is used to correct
procedure problems and improve procedure performance.
Review: The means and process by which documents are
evaluated for correctness and
General Documentation Guidelines completeness inclusive of the feedback
comments, criticisms and recommendations.
Issue: Any
substantive change in the contents
of an already released document.
Except as
noted elsewhere in this document, all documents created within Integrated
Solutions and placed under revision control shall include a Document Cover
Page, one or more Change Sheets and a Control Footer on every page following
the title page. Depending on its
length and intended use the author of the document may include a table of
contents, an index or other aids to the reader/user of the document.
Document Cover Page - Each document type has a unique cover
page. It serves as a title page. The cover page always includes the title of
the document, the uniquely assigned document number for the document, the
revision level of the document, the date of creation of the document and
approval signature. Appropriate signatures are obtained by the
"owner" of the document before it is submitted to the document
control authority.
Document Change Sheet - The Change Page or pages immediately
follow the Document Cover Page. They serve as a running log of the revisions
which have been made to the document over time. The change page includes the document
title, the control footer, and a chronological listing of revisions made to the
document. Each entry in the list
includes:
Revision
level
Date
of revision
Identification
of the section changed
Description
of the change. This includes the
reason for the change and the specific changes made.
Document Control Footer - The footer of each page after the
signature page contains the following:
Document
control number
Appropriate
revision number
Page
number
Date
(of most recent document revision)
The
appropriate confidentiality legend
Forms are
operating tools for Integrated Solutions.
They do not change on a regular basis and therefore are only required to
have a unique document number and a revision level. Document Cover Pages,
Signature Pages, Change Sheets and footers are not needed for forms.
Upon
approval and before submitting to document coordinator, it is document owner’s
responsibility to provide consistent document number or revision number and
date in the document. Document coordinator need to verify the consistence of
date/versions before issue. Document Submission Checklist, Appendix-B, is provided, without requirement of
sign-off, to both document owner and document coordinator for merely purpose of
checking.
There may be times when a customer (internal or external) will require a modification to the footer on joint documents. The Document Control Coordinator has the authority to grant modifications of the footer.
All
development documents fall into one of the two categories listed:
Released
Development Documents- These documents are to be released to Document
Control (DC) immediately upon approval.
Development Program/Project Notebooks-This compilation of development related documents and notes submitted to DC upon completion of the development program.
For all
controlled documents, the DC generates the unique number using the
documentation identification number format below. The DC references the Master
List of Controlled Documents to verify that the number is unique. The DC
updates the Master List of Controlled Documents with the document ID Number,
issue number, document title, author(s), and date. The DC notifies the author
of the document number and updates the Master List of Controlled Documents.
Document No:
A-BBB-CC-DDD-XX.Y
A is the
Area identifier code and defined as follows:
Area 1:
Business Process
Area 2:
Design and Development
Area 3:
Support and Troubleshooting
Area 4:
Operations
Area 5:
Administration
Area 6:
Quality
BBB
indicates the sequence number in that area.
CC indicates
the type of document it is. The following types are reserved as follows:
AR
= Architecture
BC
= Business Case
CS
= Customer Specification
DD = Detaile