Punjab General Industries Private
QUALITY MANAGEMENT PROCEDURE
Limited
DOC NO. QMP/SYS/02
Control of record
REV NO 00
As Per Clause 7.0 of IATF 16949: 2016 DATE
Purpose:
To establish and define the control of documents related to QMS in order to
Ensure the approval of documents for adequacy prior to use.
Review ,update and re approve the documents whenever any changes in QMP
Use of document at site with latest revision status.
Ensure the identification, protection, retrieval, storage, retention and disposal of records
Scope:
This procedure covers all shops and surroundings of M/s PGIL. as well as records generated
by sub-contractors or other third parties. Records must be controlled so the information they
contain is readily accessible, legible and suitably maintained. This procedure works in
conjunction with the Documents & data control Procedure QP/SYS/01
Input:
Records which are maintained as evidence of implementation of the IATF 16949:2016 QMS
activities
Resources / Information:
Customers’ requirements, statutory/regulatory requirements etc.
Responsibility:
All departmental Heads.
Procedures:
The documents which are generated as evidence of Implementation of QMS requirements
are referred as records.
Department Head identifies the Records & maintains list of such records taking following into
consideration :
Record Identification.
Storage & protection
Method of easy retrieval.
Duration of keeping the records (retention period).
All records are disposed-off by tearing off after retention period is over.
The retention period of a record is decided on the basis of
Prepared by Approved by Controlled by
1Page
Punjab General Industries Private
QUALITY MANAGEMENT PROCEDURE
Limited
DOC NO. QMP/SYS/02
Control of record
REV NO 00
As Per Clause 7.0 of IATF 16949: 2016 DATE
a) Customer requirements if not minimum 1 years.
b) need for analysis of quality problems
c) statutory and regulatory requirements and
past experience of how long the record is needed.
General Records needed as per QMS Standards are to be maintained and are shown in the
table 1.1 below.
All the outsource supplier’s records are also controlled. Production records are verified at
their site during supplier audit. One copy of each final inspection records is taken from the
supplier to ensure quality of the product.
Identification of Records
Records are maintained to attest to the implementation of the quality system. Records
are stored as secured computer files or in designated filing cabinets to prevent
deterioration and damage. Such records are easily accessible for use and are made
available for review upon customer or audit request. The documents accepted as
records are Format and Reports.
Protection, Storage and Retrieval of Records
Records exist in either hard copy or electronic formats. Hard copy records are stored
where they are protected from physical deterioration, loss and damage due to
environmental conditions.
Electronic back up data are stored in server. Quality records are also labeled and
indexed for ease of retrieval and for proper referencing
All record cabinets, containers, and devices are clearly marked and labeled to identify
their contents. Records are indexed and grouped for expedient retrieval. Records must
not be stored on personal storage drives or files.
The retention period for quality records is determined by MR and all HODs.
Prepared by Approved by Controlled by
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Punjab General Industries Private
QUALITY MANAGEMENT PROCEDURE
Limited
DOC NO. QMP/SYS/02
Control of record
REV NO 00
As Per Clause 7.0 of IATF 16949: 2016 DATE
Table 1.1
Clause No. Details Retention Period
Management Reviews 1 year
Education, Training, Skills & Experience 1 years
Risk management 1 years
Contract Reviews & related actions 1 years
Results of supplier evaluation & any necessary actions 1 years
Batch Nos. 2 years
Results of calibration & verification including MSA 1 years
Internal audit results 1 years
Corrective Actions 1 years
Legal & Other Requirements 3 years or as per
government rules
Consultation & Communication 3 years
Evaluation of Compliance 2 years
Monitoring & Measurement 1 years
Operational Control 1 year
Emergency Preparedness and response 2 years
Information on significant environmental aspects & 2 years
Hazard Identification, risk Assessment & Risk Control
Nature of Amendment:
S. QMP NO. Rev. Date of Amendment Details
No. No. Rev.
Prepared by Approved by Controlled by
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