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					                GFBLA/Gen/P001/4R




GOLD FIELDS BUSINESS AND
  LEADERSHIP ACADEMY




      Procedure for
 CONTROL OF DOCUMENTS



     GFBLA/Gen/P001



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                                                       GFBLA/Gen/P001/4R


                        RECORD OF CHANGES
     Revision          Brief Description or Comments            Entered By
2R                Changed GFTS to GFA and Gold Fields        G Sheppard
                  Training Services to Gold Fields
                  Academy
3R                Added Revision status to header            G Sheppard
                  Removed date block in footer
                  Removed Revision identification block on
                  cover page
                  Updated paragraph 2.1.1 with new
                  information
4R                Changed GFA to GFBLA                       G Sheppard




     All change requests should be submitted to the Management Representative




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                                                   GFBLA/Gen/P001/4R



                            Table of Contents

1.0   Introduction

1.1   Purpose

1.2   Background

1.3   Approach

1.4   Control and Maintenance

2.0   Procedures and Responsibilities

2.1   Quality Manual and Standard Operating procedures

2.1.1 Document Identification

2.1.2 Master List

2.1.3 Document Issue and Retrieval

2.1.4 Document Changes

2.1.5 Re-Issue

2.1.6 Archival

2.1.7 Document Review

2.2   Specifications, Quality Plans, and Other Procedures

2.2.1 Internally Generated Documents

2.2.2 Externally Generated Documents

2.4   Re-Issue




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                                                          GFBLA/Gen/P001/4R


1.     Introduction

1.1    Purpose

The purpose of this procedure is to identify actions and responsibilities for
ensuring the control of all quality documents pertaining to the GFBLA Quality
Management System.


1.2    Background

Documents include policies, quality manuals, quality plans, records, forms, and
procedure documents. The medium can be paper, magnetic, electronic or
computer disc, photograph, film, or master sample, or a combination thereof.

The primary objective of our document control process is to ensure that the right
documents are available at the right time to achieve the intended purpose.
Document control is a critical factor in ensuring customer satisfaction, and
efficient and effective business processes.


1.3    Approach

Our quality management system provides adequate control for all documents
and media, including hard copy, film ware, and software control. Records are a
special type of document and are controlled as indicated in GFBLA/Gen/P002,
Control of Records.

The ISO Management Representative manages the control, maintenance and
distribution of all QMS documents, including the Quality Manual and all
Procedures. Specifications, quality plans, and other procedures are controlled,
maintained, and distributed at a level appropriate with their use and applicability.


1.4    Control and Maintenance

The ISO Management Representative is responsible for the content and
maintenance of this instruction. All proposed changes and other suggestions for
improvement should be submitted to the Management Representative via the
appropriate form (Document Change Notice GFBLA/Gen/F015).

The “master list” is saved as a back-up file daily via the IT network system at
Kloof Mine.




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                                                         GFBLA/Gen/P001/4R


2.    Procedures and Responsibilities

2.1   Quality Manual and Procedures

2.1.1 Document Identification

The Quality Manual and Procedures will be identified with a unique identification
number including month and year of issue, which indicates the revision.

The Quality Manual will be identified as QM - 1 Rev # and (Date).

Procedures will be identified as GFBLA/ ###/P###, for example,
GFBLA/Gen/P001. This identification will be shown on all pages following the
cover page.

All forms applicable to a Procedure will be identified as GFBLA/###/F###, for
example, GFGLA/Gen/F001. The cover sheet will identify the Document name,
ISO Reference and Revision Number. Commencement and revision dates are
recorded on a separate register on the QMS.

2.1.2 Content List

The Management Representative will maintain a master list identifying the
Quality Manual and all Quality Procedures, along with their current revision. This
list is maintained electronically in a file named “GFBLA Quality Management
System.” Only the management representative has access to modify this file.


2.1.3 Document Issue and Retrieval

The ISO Management Representative will issue controlled documents. These
controlled copies will be identified with the signature of the ISO Management
Representative. A list of all issued Quality Management System procedures will
be maintained by the ISO Management Representative.

Copies may be made of these controlled documents, but these copies will be
unofficial, for information only. They must be destroyed within two weeks from
retrieval from the electronic system.




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                                                        GFBLA/Gen/P001/4R


2.1.4 Document Changes

A Document Change Notice (DCN), Form GFBLA/Gen/F015 will be used to
request and document changes to the Quality Manual or associated Procedures.
The following process will be used for the DCN:

      1. The originating employee completes the applicable part of the DCN.

      2. The originator forwards the DCN to the Unit Manager of the
         department.

      3. The Unit Manager will review the recommended change and form a
         team if deemed necessary.

      4. If the change is agreed to, the DCN will be forwarded to the ISO
         Management Representative for review and approval.

      6. If the change is not agreed with, the Unit Manager will reject the DCN
         and contact the originator with an explanation. The rejected DCN is
         then submitted to the ISO Management Representative for filing. If the
         originator does not agree to the rejection, the DCN will be submitted to
         the ISO Management Representative by the originator for mediation.

      7. Upon approval of the DCN, the ISO Management Representative will:

         a. Change the appropriate portion of the document. Alternately, the
            ISO Management Representative may reissue the document in its
            entirety.

         b. Update the Revision number on pages affected by the change.

         c. Document the change on the Record of Changes portion of the
            document.

         d. Issue the revised document or updated sheets to document
            holders.

         e. Retrieve the obsolete controlled document or replaced pages.

         f. Submit a DCN to update the Master Document Listing.

         g. Notify all relevant departments/users/customers.

         h. Coordinate training if needed.




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                                                           GFBLA/Gen/P001/4R


       8. All obsolete documents or changed pages will be retrieved and
          submitted to the ISO Management Representative. All existing copies
          which are not current will be destroyed.

       9. If the ISO Management Representative rejects the DCN, the rejection
          will be communicated to the Unit Manager and originating employee.
          Any alternate solutions should be resubmitted on a new DCN.

       10. Changes to any document must incorporate a total revision of that
           document, thereby determining the new revision date.


2.1.5 Re-issue

After 10 changes have been documented on the “Revision of Changes” sheet for
any document, the document will be reissued in its entirety. The annual
documentation review does not constitute a “change” to the document.


2.1.6 Archival

Upon issue of a revision, the old controlled copies or changed pages will be
returned to the ISO Management Representative. One copy of the original
document will be retained and stamped “Obsolete” on the “Record of Changes”
sheet, (or on the cover if the document was reissued in its entirety), initialled by
the ISO Management Representative, and archived. All other copies will be
destroyed.


2.1.7 Document Review

As a minimum, the Quality Manual and associated Procedures will be reviewed
annually. If no changes to the document have occurred, the record of review will
be documented in the “Record of Changes” portion of the document. Once the
procedures have been reviewed or altered the next review date will be a year
from the new commencement date.




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                                                          GFBLA/Gen/P001/4R


2.2   Specifications, Quality Plans and Other Procedures

2.2.1 Internally Generated Documents

Regardless of the media employed, control of internally generated documents is
the responsibility of the lowest level of management with responsibility and
authority for the organizational entity in which the document was developed.
Each such manager or designee shall establish the controls needed to:

      1. approve documents for adequacy prior to issue
      2. review and update as necessary and re-approve
      3. ensure that changes and the current revision status are identified
      4. ensure that relevant versions of applicable documents are available
         where needed
      5. ensure that documents remain legible and readily identifiable
      6. prevent the unintended use of obsolete documents, and to apply
         suitable identification to them if they are retained for any purpose.


2.2.2 Externally Generated Documents

Irrespective of the media employed, the control of external documents received
by GFBLA is the responsibility of the lowest level manager with the responsibility
and authority for the organizational entity in which the document is required. The
responsible manager or designee shall establish the controls needed to:

      1.   ensure that relevant versions are available where needed
      2.   ensure that documents remain legible and readily identifiable
      3.   ensure that documents are identified and their distribution controlled
      4.   prevent the unintended use of obsolete documents and to apply
           suitable identification to them if they are retained for any purpose.




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