NHC
OPERATING PROCEDURE
PROCEDURE FOR CONTROL OF RECORDS
Custodian
DIRECTOR OF INNOVATION
CONTENTS
1. Purpose
2. Scope
3. Definitions and Abbreviations
4. References
5. Responsibility
6. Procedure
7. Records and Attachments
Reviewed By – Director of Innovation (DI) Approved By – Quality Management
Representative (QMR)
Signature Date Signature Date
REVISION HISTORY
Approved By.
Rev Date Details of Revised Checked
No. change/Reason for By By
Revision QMR CUST
Review
1.0 PURPOSE
The purpose of this procedure is to describe how records will be controlled. Such
controls that are required for the effective identification, storage, protection, retrieval,
retention time and disposition of records are addressed.
2.0 SCOPE
This procedure applies to all the records that are established, documented and
maintained by the company as listed in the Records Matrix Form QMS-NHC-OP004F7.
3.0 DEFINITIONS AND ABBREVIATIONS
The following specific definitions and Abbreviations shall apply for the purpose of this
procedure:
3.1 QMR – Quality Management Representative
3.2 QMS – Quality Management System
3.3 QM – Quality Manual
3.4 OPM – Operating Procedure Manual
3.5 NHC – National Housing Corporation
3.6 Process Owner – A member of staff of NHC responsible for a specific functional
unit of the company as per guidelines to be issued by QMR from time to time.
He/she generally has the greatest understanding of what is required to control
and improve the process.
4.0 REFERENCES
4.1 Quality Management System Manual- Transbay Transit Center
4.2 Design-Build demonstration program - Quality Manual Outline
4.3 NHC WI 1002/01 - Document Control Work Instruction
4.4 NHC WI 1002/02 - Work Instruction for setting up and maintaining
project directory structure in Local Access Network (LAN) Drive “W”
5.0 RESPONSIBILITY
The QMR shall be responsible for ensuring that this procedure is effectively
implemented.
Project managers and/or process owners are responsible for ensuring that applicable
records are established, identified, maintained and controlled within their areas.
QMS-NHC-OP004
6.0 PROCEDURE
6.1 General
Records shall be established and maintained to provide evidence of conformity to
requirements and of the effective operation of the QMS.
QMR shall establish and maintain the Records Matrix for QMS records.
QMR shall ensure the Records matrix is updated arising from the evolution and
development of the QMS.
QMR shall ensure that records remain legible, readily identifiable and retrievable within
their areas of operation.
6.2 Creation and approval of Records
Records and documents shall be created by a person authorized by the process owner
and reviewed for adequacy prior to issue by the Custodian and/or process owner.
Approval shall only be done by the custodian or authority identified on the Revision
History.
6.3 Identification
Records shall be established, maintained and controlled. All records shall be identified
as referred to in Procedure QMS-NHC-OP004.
6.4 Storage
All records shall be stored in the storage areas identified in the Records Matrix. They
shall be stored as either soft or hard copies.
Soft copies shall be stored in Project folders in the computer LAN system. A ‘Working
folder’ shall be established under each project folder upon which all documents shall be
created or edited. Once a document is completed, it shall be saved under the respective
folder as a permanent record.
Hard copies shall be stored in Project files or lockable filing cabinets, with the large
format records such as A0, A1, and A2, being folded into suitable A4, A3 or rolled
suitably for filing purposes.
6.5 Protection
All records shall be protected from damage agencies such as light, water etc.
Soft copy records shall be write-protected. With the exception of the ‘Working Folder’
established under each project folder no other folder or subfolder shall be accessible to
everybody in respect to ‘write access’.
The IT manager shall allocate to the Project Manager specific project temporary ‘write’
rights to the other folders or sub folders on the approval of the Project Director. All the
QMS-NHC-OP004
other members of the project team shall be allocated access to relevant folders by the IT
Manager on instruction and direction of the Project Manager.
Hard copy records shall be protected from dust, water and pilferage and shall be kept in
lockable filing cabinets or the project box files. Special documents such as contract
documents shall be protected from fire by keeping them under fire proof cabinets. The
Project box Files shall be protected as stipulated above.
6.6 Retrieval
Records shall be stored in an orderly manner for the ease of retrievability. Filing and/or
storage in numerical arrangements shall be used.
Records filing indexes shall be established and maintained at the normal storage areas
identified for the various records to ease records retrieval process.
6.7 Retention Time and Disposal
Records retention time shall be as given on the Project Document Retention log (form
QMS-NHC-OP004F1).
At project completion a copy of “As Built” information and startup/operation &
Maintenance (O&M) manuals if required, shall be handled over to the client and a copy
of the same retained by NHC(Refer form QMS-NHC-OP004F6).
The copy held by NHC shall be archived after the active project life expires on the
approval of the DI or PM in case of technical operations. The process owner shall
assume the responsibity for shared services (see Section 6.8 below).
Records earmarked for disposal shall be destroyed by incineration or by shredding. The
Process Owners shall determine when a need for record disposal arises and
consequently shall authorize their disposal. A record of disposed records shall be
maintained (Refer form QMS-NHC-OP004F2).
6.8 Archiving of Records
At project completion, the project manager or process owner- incase of shared services-
shall liaise with the project secretary or an authorized person to prepare a list of all
project generated records (Refer form QMS-NHC-OP004F7).
The list shall be circulated to all the responsible team members who shall propose
actions to be taken on each record (Refer form QMS-NHC-OP004F3).
All records earmarked for retention shall be archived as per instructions of the project
manager or process owner to the Archivist and/or Document controller (Refer form
QMS-NHC-OP004F1).
7.0 RECORDS AND ATTACHMENTS
QMS-NHC-OP004
QMS-NHC-OP004F4-Document Approval matrix
QMS-NHC-OP004F5-Document of External Origin registers
QMS-NHC-OP004F6-As built and record document deliverable
QMS-NHC-OP004
