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Sample ISO 9000 Quality Policy Manual: Sec. 4.5 Document Control

by Ron Kurtus (14 March 2001)

The following material is section 4.5 of a Quality Policy Manual, used to satisfy the ISO 9001 standard. This material follows the rationale approach to stating company policies and is intended as an example of this approach as well as a sample of a Quality Manual.

For other sections, refer to the Manual Table of Contents



4.5 Document Control

In our company, we write numerous official documents, including plans, procedures, contracts, drawings, and such.

Rationale

We believe it is important for us to maintain control over the distribution, updating, and storage of these various documents. This is to make sure workers receive and use proper and the latest drawings, references and related material.

We believe that effective document control will result in reduced costs by helping eliminate wasted effort and material due to the use of improper documents. It will also ultimately result in increased business due to customer satisfaction from getting expected goods and services.

Policy

Thus, it is the policy of this company to adhere to the ISO 9001 section 4.5 standard on Document Control, as follows.

4.5.1 Document Approval and Issue

To avoid using documents that are incorrect, inadequate, or unauthorized, it is our policy that authorized personnel always review our documents for adequacy and approve them prior to issue.

To avoid any forms of miscommunication concerning our drawings, it is always our policy that the review for adequacy and approval by our authorized personnel will ensure that:

The pertinent issues of appropriate documents are available at all locations where operations essential to the effective functioning of the quality system are performed, and obsolete documents are promptly removed from all points of issue or use.

It is also our policy to use and maintain Procedure 4.5.1 to control all documents and data that relate to the requirements of this Quality Policy Manual and the ISO 9001 standard.

4.5.2 Document Changes or Modifications

To avoid lack of consistency of document reviews, and thus prevent possible mistakes, it is our policy to always have the changes to documents reviewed and approved by the same functions or organizations that performed the original review and approval, unless specifically designated otherwise.

To facilitate the review and approval process, it is our policy to always make sure that the designated organizations have access to pertinent background information upon which to base their review and approval.

To properly track changes, it is our policy to identify in the document or the appropriate attachments the nature of the change, where practicable.

To preclude the use of non-applicable documents, it is our policy to always maintain a master list or equivalent document control procedure to identify the current revision of documents.

To avoid cluttered and confusing documents, it is our policy to always re-issue documents after a practical number of changes have been made, as determined by the authorized personnel.


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