Integrated Solutions

Meeting Minutes/Action Item Policy

Prepared By:
Lead Author, Integrated Solutions	Date
Approved by & Effective on Date of Signature below:
Yufen Chang Yu, Integrated Solutions	Date

THIS DOCUMENT IS TO BE REGARDED AS THE OFFICIAL MEETING MINUTES/ACTION ITEM POLICY WITHIN INTEGRATED SOLUTIONS. IT IS TO BE MAINTAINED UNDER CHANGE CONTROL BY THE DOCUMENT CONTROL COORDINATOR.

change sheet
TITLE: Meeting Minutes/Action Item Policy
Description of change
Issue	Date	Section	Description
1.0 2.0 3.0 4.0 4.1 5.0 5.0	2/25/97 11/20/97 12/22/97 3/9/98 8/26/2001 7/15/2005 7/15/2005	All 3.0 4.0 4.0 4.0 2.0 4.0	¡P Original issue. ¡P Escalation Clause ¡P Added Section for Discussion of Tickets that have not been Completed or Completed to Satisfaction of Coordinators ¡P Removed Section Concerning log of Tickets in Meeting Minutes ¡P Updated section to reflect actual process. ¡P Simplified requirements included in action item. ¡P Remove section 4.0; ticketing is not used in QMSR action items.

1.0 Policy Perspective

The purpose of this policy is to make certain that meeting minutes and action items are systematically recorded and acted upon in accordance with a predetermined, approved plan. Compliance with this policy will guarantee that meeting minutes and action item status are available when required for management use and to comply with regulatory agencies. In addition, the corrective action item status will demonstrate that the Company utilizes established practices in an orderly manner for correcting any discrepancies identified.

2.0 Policy Statements

All quality system review meetings will have minutes documented (hard or electronic copy), dated and distributed quickly, in order to give those responsible for action items enough time to respond. All minutes will contain the attendee names, discussion summaries, agreements, disagreements and action / risk items.

All action items will include:

¡P Action items identified and assigned a unique tracking number (e.g. ZZ-MMDDYY-XXXX, where Z indicates the meeting id such as QS for Quality System Management Review, etc. then the date is entered and X is an integer beginning with one and sequentially assigned to each new action item for a particular date (X continues to increase sequentially regardless of date): QS-030196-0001, QS-030196-0002, PM-021096-0001, etc.)

¡P Action item due date

¡P Owner

All process owners are responsible to report action item status upon to corresponded manager on or before the due date.

All meeting minutes and action items will be retained permanently by the minute taker

3.0 ESCALATION CLAUSE

If the Action Item is not completed 1 week after the assigned due date, it shall be escalated to the Customer Coordinator and the Team Coordinator to complete or reassignment.

If the Action Item is still incomplete one week after this reassignment, it shall be escalated to the President / CEO to complete or reassignment once again.