Symmetrical Group
Policies and Procedures
MANAGEMENT AND EXECUTIVE\CONTINUAL IMPROVEMENT
SG-PR-13-01 Updating Documentation
Purpose
The objective of this procedure is to control internal and external documents and to ensure that:
- Personnel receive procedures and work instructions that are current and approved.
- Customers and the market receive current business information.
- Specifications are current.
- Current documents are available where they are required for the effective functioning of work processes.
- Out-of-date or superseded documents are removed so that they cannot be used.
- Superseded or obsolete documents which are kept, are identified as such.
- New and replacement documents are recorded when changed and issued.
- New or changed procedures identify improvements and processes which add value, wherever possible.
Background
A considerable problem that often leads to the failure of any management system is the inevitable paper war which occurs when documentation is not controlled. This procedure seeks to identify a method of controlling documents.
Scope
All staff
Procedure
INTERNAL DOCUMENT CONTROL
- When considering a change to existing documentation consider the extent of the change:
- for minor changes such as typo's or other similar minor issues:
- make change on screen in SYMSYS without a formal published change
- proof read the change
- for major changes:
- Prepare Copy and print a draft
- consider the impact of the proposed changes on all areas of the business
- If necessary prepare new or modify existing procedures in accordance with this procedure.
- Review the changes with senior management
- implement changes in SYMSYS and confirm changes to all appropriate parties within the organisation (ie ONLY staff and management directly effected by the change.
- Retain a print of the old documentation clearly marked "OBSOLETE"
- destroy all other copies
- for new procedures:
- Prepare Copy and print a draft
- consider the impact of the proposed procedure on all areas of the business
- If necessary prepare new or modify existing procedures in accordance with this procedure.
- Review the changes with senior management
- implement changes in SYMSYS and confirm changes to all appropriate parties within the organisation (ie ONLY staff and management directly effected by the change.
- Retain a print of the old documentation clearly marked "OBSOLETE"
- destroy all other copies
EXTERNAL DOCUMENT CONTROL
- When considering a change to an existing document or drawings that has been submitted as apart of a current project this must be forwarded to the client with a transmittal with the relevant revision noted. Any specific Client or Project document control procedures will be followed, in addition to the following:
- The person requesting the transmittal must note the status the document is to be submitted as follows:
- Issued For Information
- Issued For Approval
- Issued For Construction
- Issued As Built
Forms Relevant to this Procedure
F-Q-13 Internal Audit Report Form
Date published: 25/07/2013
Document ID:
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15
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Last reviewed:
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13/03/2009
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Revision No:
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12
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Approved by:
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..
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* -25/07/2013 12:27:06 PM