作为一名优秀的翻译请你用正式的表达用英语翻译以下合同内容注意语言的规范性和正确性并按照原文格式进行排版。55文件信息使用 551有效运行起重要作用各部门的工作场所应得到并使用正确有效版本的受控文件。 552文件持有者必需保持文件整洁、清晰不得在文件上涂改或作任何其他标记并防止遗失或流转到外单位。 553受控文件一般不得复印如确需复印须经文件发放部门同意并做好登记。 554当文件严重破损影响使用时使

5.5 File Information Use 5.5.1 The workplace of each department that plays an important role should obtain and use the correct and valid version of controlled documents. 5.5.2 Document holders must keep the documents clean and clear, and should not make any alterations or markings on the documents. They should also prevent the loss or transfer of documents to external units. 5.5.3 Controlled documents should not be copied in general. If copying is necessary, it must be approved by the document issuing department and registered. 5.5.4 When a document is severely damaged and affects its use, the using department should go to the administrative department to replace it, return the old document, and issue a new document with the original distribution number. The damaged document should be destroyed by administrative personnel. 5.5.5 If a document is lost in the using department, a written report for reissuing the document should be made, and it should be reissued with the same document number after approval from the document issuing department. 5.6 Distribution, Modification, Edition Change, Recovery, Disposal, Retention 5.6.1 The distribution scope of document information is determined by the responsible department. Administrative personnel are responsible for distributing the documents according to the distribution scope, and should indicate the distribution number on the document and stamp it with the "controlled" seal. Each controlled document should have a unique distribution number for identification and traceability, and a distribution record should be kept. 5.6.2 Documents should be reviewed once a year, and if deemed inappropriate, updates should be made. The original document department should fill out the "Document Creation/Modification/Disposal Application Form" and execute it after approval from the original document approver. 5.6.3 After the approval of document modification, administrative personnel should implement the changes uniformly, and indicate the change marks (0, 1, 2, etc.) on the modified document or attachment. Changes can be made by striking and signing or by replacing pages. 5.6.4 When a document has been modified multiple times or the modifications are significant, it should be replaced in a timely manner. The original version should be returned and stamped with a "void" seal. The replacement document should be labeled with a version identifier, such as A, B, C, etc. 5.6.5 Administrative personnel should timely recover invalid or void documents from all usage locations and keep a record of the recovery. 5.6.6 The administrative personnel should destroy the recovered void documents. If void documents need to be retained, a "void for retention" seal should be stamped on the document before it can be retained. The retention period for void documents is 12 months from the date of voiding. 5.6.7 The issuance and recovery of technical documents and drawings should be registered. 5.6.8 When the document information needs to be revised or replaced after review, the previous version should be immediately voided. The relevant department or position should promptly return the voided version to the central control department for unified disposal or destruction. The central control department should identify the legal value and contract risks of the voided documents, appropriately retain the information of the voided documents, and mark them accordingly. 5.7 Control of External Documents 5.7.1 Departments that receive external documents should have the relevant management department review and identify their applicability, and hand them over to administrative personnel for control and distribution to ensure their effectiveness. 5.7.2 All external documents should be categorized, cataloged, and archived in the "Document Information List." 5.8 Management and Borrowing of Documents 5.8.1 Administrative personnel are responsible for the preservation of the original documents, and should mark, catalog, and archive the documents to reduce deterioration, damage, and loss. Various records should be preserved by their respective departments and archived at the end of the year in the archival office. 5.8.2 The retention period for document materials is determined by the "Document Information List." Quality, environmental, technical, and external documents are considered long-term retention; records and evidence should be retained according to the specified duration on the "Document Information List." Confidential records should be retained for 15 years, or according to specific customer requirements. 5.8.3 Borrowing of documents should be done through the office and necessary registration procedures, and should be returned promptly upon expiration. 5.8.4 Document management personnel should comprehensively check the validity of all in-use documents and verify the documents in the possession of users before each internal audit. Any issues discovered should be promptly addressed. 5.9 Collection and Preservation of Records and Evidence Records and evidence should be collected by the respective departments and bound monthly, quarterly, or annually according to the actual situation. Records should be properly preserved by the respective departments in suitable environments to prevent damage, deterioration, or loss. The preserved records should be encoded for easy storage and retrieval. The retention time for production approval documents, tooling records, purchase orders, and change orders should be the effective period of the parts in current production and service, plus one calendar year. The retention of records must comply with regulations and customer requirements, and be executed according to the specified retention time on the "Document Information List." The retention period for other records should be determined based on the actual situation. If there are specific requirements from customers, the records should be retained according to their specified retention period. In general, records should not be loaned out. If required by the contract, convenience should be provided for customers or their representatives to access the records within the agreed period. Records that have reached their retention period should be uniformly destroyed by administrative personnel. Records that need to be archived should be collected and organized by the relevant departments and submitted for archiving at the end of the year. 6 Related Documented Information 6.1 QR7.5-01 "Document Information List" 6.2 QR7.5-02 "Document Creation/Modification/Disposal Application Form" 6.3 QR7.5-03 "Document Distribution/Recovery Form" 6.4 QR7.5-04 "Document Borrowing/Copying Registration Form" 6.5 QR7.5-05 "Void/Destruction Registration Form" Attachment 1: Flowchart of Document Information Contro