Records control procedure
Records control procedure
1. PURPOSE:
The purpose of this procedure is to regulate the method to collect, make list of, arrange, access, store and delete the records in management systems.
2. SCOPE:
This procedure applies to all the records relating to the management activities in the company.
ISO 9001:2008
3. CONTENT:
3.1. Diagram:
3.2. Content narrative:
3.2.1. Identify the save record:
The board rep will work with related divisional heads to gather the records in the company, make a list as form No: 0086 and present to the General Director for approval. The company’s record list will be distributed to every division to make it a basis in making their own record list. At least once a year, the representative of each system examines his (or her) record list to update and make it suitable with the working of the company.
If there is new type of record not listed in the current record list of the company, the person with demand must write a request and submit to the divisional head. If the divisional head agrees on the record, he will forward it to the Board rep and related sectors for consideration and approval. The board rep will update that record in the list and announce other divisions.
Base on the company’s record list, the divisional heads will collect the records of their divisions and assign one employee to make their own record lists as form No: 0086.
3.2.2. Identify and classify the records:
When check up, classify the records into sections that are in accordance with the company’s list.
To keep the records well, bookshelves, tables or drawers must be labeled or noted so that it will be easier to look up.
Every month, each division has responsibility to rearrange and clean the record storage. As for not using records, keep them carefully and don’t put them at working place.
3.2.3. Update the record:
Every month, each division must check its record files to see if there are any old or expired records then delete them.
The deletion method is specified in the regulation about records and files of the company.
When delete, the divisional head must make a report on record deletion. This report must include: Date, deletion place, executive, list of deleted records (as specified in form No: 0086) and signature…
3.2.4. The requirements for record:
a> All records must be clear, easy to read and be kept in an appropriate environment to prevent from deteriorating as well as to make it easier to use.
b> the record’s saving period is decided by the divisional head, customer, outside organizations (abide by the contract or approved by the General Director) or by government’s regulation, but must be at least one year.
c>the record must also include the files provided by the suppliers.
3.2.5. Approach the records:
a>Employees of the division are allowed to approach the records except for secret ones. However, the person who wants to approach the record has to tell the record keeper. The keeper will arrange for the employee to borrow or use the records.
b> if Employees outside the division want to approach the records, they must have the divisional head’s or the board’s permission.
c> In case the customers want to see the records (limited), it must be regulated in the contract or be directed by the Director Board.
4. REFERENCE DOCUMENT:
• Quality and Environment handbook
5. APPENDIX:
• The record list form No: 0086
Related ISO documents:
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