Document Information Control Specification: Comprehensive Guide to Effective Control

"Document Information Control Specification"\n1 Purpose\n\nThis standard specifies the requirements for document information control to ensure effective control of information related to standards.\n\n2 Scope\n\nThis standard applies to the control of specifications (management category), technical documents, external documents, and evidence records related to the operation of the company's quality and environmental management systems.\n\n3 Definitions\n\nDocumented information: Internal management materials, including management manuals, specifications (systems), evidence records, physical objects, specimens, etc.; External document materials, including technical documents, external document information, etc.; Technical documents: Technical documents such as technical standards, inspection documents, operating procedures, work instructions, technical drawings, etc.; External documents: Relevant laws and regulations, standards, engineering standards/specifications provided by customers, technical requirements, drawings, change notices, and other external management documents and technical documents related to the management system; Evidence records: Relevant evidence, written records, physical objects, etc., related to the company's management system operations.\n\n4 Responsibilities\n\nThe Office is responsible for the unified numbering, registration, issuance, retrieval, destruction, and archiving management of various types of documents. The department in charge of specific documented information is responsible for the preparation, revision, implementation, and maintenance of the documents.\n\n5 Procedure Content\n\nThe overall control flowchart for documented information is shown in Annex 1.\n\n5.1 Writing and Approval\n\n5.1.1 Management specification documents are prepared by the relevant functional departments, reviewed by department heads, and approved by management representatives.\n\n5.1.4 Technical documents such as technical standards, inspection documents, operating procedures, work instructions, technical drawings, etc., are prepared by the Technical Department, reviewed by department heads, and approved by management representatives. The format of the documents follows the principle of practicality and clarity without unified regulations.\n\n5.1.5 Blank forms are prepared by each department, reviewed by department heads, and approved by management representatives. They are then filed in the centralized department, the Office.\n\n5.1.6 Documented information can be in written, electronic, or physical form.\n\n5.2 Numbering Methods:\n\n5.2.1 Numbering method for management manuals: QM XX-2016\n\nPublishing year code + sequential number + management manual category code (QM)\n\n5.2.2 Numbering method for management specification documents: QD X.XX-2016\n\nPublishing year code + sequential number + corresponding clause in the standard + management specification category code (QD)\n\n5.2.3 Numbering method for technical (operational) specification documents: WI-XX-XX\n\nSequential number + department code + technical (operational) specification\n\n5.2.4 Numbering format for records: QR XX-XX\n\nSequential number + standard clause number + record form code (QR)\n\n5.3 Requirements for filling out written records\n\nRecords should be filled out by relevant executing personnel. The content of the records should be accurate, complete, and legible. Random changes are not allowed. If changes are necessary due to clerical errors, two diagonal lines should be drawn across the incorrect data, the correct data should be written above it, and the "Correction" seal or the name of the person making the change should be affixed.\n\n5.4 Validity indication\n\n5.4.1 Documents should be uniformly marked according to the requirements in Annex 1 before issuance.\n\n5.4.2 Documents are categorized as "controlled" or "uncontrolled". Controlled documents should be stamped with a red "Controlled" seal when issued, while uncontrolled documents should not be stamped. Documents are available in both electronic and printed versions, with the printed version being the master copy.\n\n5.4.3 If the document involves safety-critical products or specific customer requirements, the document preparer should affix a red "D" or "TT" mark to relevant sections of the copy before distribution. Documents involving specific customer requirements should be marked with the customer's specific characteristic identifier.