QuEST GLOBAL MANUFACTURING PRIVATE LIMITED

UNIT-III
QUALITY SYSTEM PROCEDURE
[ISO 9001: 2008, ISO/TS 29001: 2010 & API SPEC Q1, 8TH EDITION]
RECORD CONTROL PROCEDURE

AMENDMENT HISTORY

Issue Issue /Rev.

Sl. No. Description of the change
/Rev No. Date
A New System Procedure developed as per the ISO 9001:
1 01/00 02 Sep 2013/- 2008, API Spec Q1 8th Edition and ISO TS 29001: 2010
requirements.

1.0 PURPOSE

To define the methodology followed by QuEST GLOBAL MANUFACTURING PRIVATE LIMITED for coding,
review, approval, issue, control and changing records, data preparation, maintenance and control of Quality
Management System records.

2.0 SCOPE

This procedure is applicable to all the levels of documents pertaining to ISO 9001: 2008, ISO / TS 29001:
2010, API Spec Q1, 8th edition.

3.0 RESPONSIBILITY

1. Management representative

2. All concerned process heads

4.0 DESCRIPTION

This procedure describes about the identification, storage, protection, retrieval, retention and disposal of all
the records dealt by the organization.
Records are generated during operational processes to provide evidence of the effective operation of the

Prepared by Management Representative

Date 02 Sep 2013 Edition No. 01 Rev. No. 00 Page No.
Signature

Approved by Vice President O&G

Date 02 Sep 2013 Date 02 Sep 2013 Date -- 1 of 5
Signature
 QuEST GLOBAL MANUFACTURING PRIVATE LIMITED
UNIT-III
QUALITY SYSTEM PROCEDURE
[ISO 9001: 2008, ISO/TS 29001: 2010 & API SPEC Q1, 8TH EDITION]
RECORD CONTROL PROCEDURE

business and Quality Management System. The process for control of records will illustrate the steps taken to
ensure that all records essential to the business and the QMS are controlled, to prevent deterioration,
damage or loss, and ensure fast retrieval for audit and review purposes.

Amendment to formats used for records is carried out by MR with a request for change from the concerned
process owners. The same is updated in the Master list of records.
The records are retained for a minimum period of 5 years or as specified by the customer / standard
requirement and are then disposed under controlled condition.

Coding, review, approval, issue, control and changing documents and data

5.0 KEY PROCESS INDICATORS

 ECR Register status

6.0 RECORDS

Retention Retention Indexing

Sl.No Record Title Format No
Period Responsibility Method

01 Engineering O&G / CM / F 01 5 Years Sr. Manager Computer/

Change Request Engineering File
Register

02 Document Issue O&G / CM / F 02 5 Years Sr. Manager Computer/

Control Register Engineering File

7.0 PROCESS FLOW CHART

Prepared by Management Representative Vice President
Date 02 Sep 2013 Edition No. 01 Rev. No. 00 Page No.
Signature

Approved by Vice President O&G

Date 02 Sep 2013 Date 02 Sep 2013 Date -- 2 of 5
Signature
 QuEST GLOBAL MANUFACTURING PRIVATE LIMITED
UNIT-III
QUALITY SYSTEM PROCEDURE
[ISO 9001: 2008, ISO/TS 29001: 2010 & API SPEC Q1, 8TH EDITION]
RECORD CONTROL PROCEDURE

Management
Representative

Process Heads

8.0 PROCEDURE

Records Change / Revision

1. If there is any need for records revision the concerned member raises Engineering Change
Request Form, describing the changes required, the reasons and forwards the same to MR -
QMS.

2. Management Representative - QMS assigns a serial number for the request, reviews
requirement and on acceptance forwards to approval authority.

3. Approval authority reviews the request and analyses the impact it has on the rest of the system.

4. Approval authority approves the Engineering change request form and issues to MR -QMS.

5. MR - QMS incorporates the changes in the relevant records and revises accordingly. Wherever
possible, the changes made in the records are highlighted in Italic Font, to differentiate the
changes made alone. Revised record is issued to the concerned Process for appropriate use.

6. MR - QMS issues records to the requester through an issue slip, which describes the records
name, number and revision level. All the records are legible and readily identifiable.

7. MR - QMS receives the signed copy of the issue control Register, as an acknowledgment of
issuing the records.

8. All records are identified using unique numbering system by Process Owners.

Prepared by Management Representative

Date 02 Sep 2013 Edition No. 01 Rev. No. 00 Page No.
Signature

Approved by Vice President O&G

Date 02 Sep 2013 Date 02 Sep 2013 Date -- 3 of 5
Signature
 QuEST GLOBAL MANUFACTURING PRIVATE LIMITED
UNIT-III
QUALITY SYSTEM PROCEDURE
[ISO 9001: 2008, ISO/TS 29001: 2010 & API SPEC Q1, 8TH EDITION]
RECORD CONTROL PROCEDURE

9. The originator of record has to ensure that all required regulatory and customer requirement are
considered

10. Respective Departmental heads store the records in separate files and are indexed date wise.

11. Each file is identified with file description for easy access of the records.

12. Internal quality system audit records and the Management review records are retained for 5
years and are maintained by MR.

13. If contractually agreed, MR / Manager QA ensure that the records are available for review to the
customer.

14. All records are legibly written and are stored in such a way that they can be easily retrieved.

15. Any supplier records required are intimated through the Materials purchase order and are
maintained by the Purchase process

9.0 EXTERNAL RECORDS

1. Records prepared or generated by the Sub Contractors / Suppliers which are the part of Quality
Management System are maintained as company’s own records.
2. Such records generated by the Sub Contractors / Suppliers are verified for accuracy and endorsed
by the responsible person receiving these records.
3. The Supplier records are retained for a minimum period of 5 years or as specified by the customer /
standard requirement and are then disposed under controlled condition.

10.0 API - QMS SPECIFIC REQUIREMENTS

1. QuEST GLOBAL MANUFACTURING PRIVATE LIMITED has established a documented control

feature for control of records as addressed in QSP - 02
2. Master list of quality records is also available to identify & control documentation to ensure that
right information is being communicated to the right people. This also enables that the current
revision status is identified & traceable
3. Functions responsible for collection and maintenance of records are identified in every QSP.
Prepared by Management Representative
Date 02 Sep 2013 Edition No. 01 Rev. No. 00 Page No.
Signature

Approved by Vice President O&G

Date 02 Sep 2013 Date 02 Sep 2013 Date -- 4 of 5
Signature
 QuEST GLOBAL MANUFACTURING PRIVATE LIMITED
UNIT-III
QUALITY SYSTEM PROCEDURE
[ISO 9001: 2008, ISO/TS 29001: 2010 & API SPEC Q1, 8TH EDITION]
RECORD CONTROL PROCEDURE

Normally, it’s the process owner, under the leadership of MR, does this activity
4. Records required by applicable industry, product standards such as ASTM, API, ISO, IS, DIN
,NACE, BS,EN ,ASNT,ASME etc. as well as Customer prescribed standards are retained for a
period of minimum 5 Years or as specified by the standards.
5. All other records required for demonstrating conformity to QMS as well as effective operation of
QMS are retained for a minimum of 5 years.

11.0RESPONSIBILITY FOR RECORD MAINTENANCE / RETENTION

RECORD RESPONSIBILITY RETENTION

QMS Records MR / Asst. Manager QA 5 Years

Purchase Head SCM 5 Years

Production Lead Engineer Production 5 Years

Stores Manager Stores 5 Years

Quality Assurance Assistant Manager QA 5 Years

Human Resources Lead Exec. / AM Till the personnel leave

the organization

Prepared by Management Representative

Date 02 Sep 2013 Edition No. 01 Rev. No. 00 Page No.
Signature

Approved by Vice President O&G

Date 02 Sep 2013 Date 02 Sep 2013 Date -- 5 of 5
Signature