PROCESS MANUAL RO-PM-02-04
METROPOLITAN WATERWORKS AND
SEWERAGE SYSTEM
Issuance Number: 1
Page 1 of 5
Regulatory Office Revision Code: 0
Section: MANAGEMENT PROCESSES Effectivity Date: January 2016
Subject: DOCUMENT CONTROL PROCEDURE
1. PURPOSES:
1.1 To ensure that documents related to the quality management system are reviewed and
authorized before being issued to the personnel concerned
1.2 To ensure that any changes or modifications to existing documents are reviewed and
approved, unless otherwise specifically stated
1.3 To ensure that obsolete documents are withdrawn from all points of issue or use.
2. SCOPE:
This procedure covers the determination of the need for documentation, coding of document
and withdrawal of obsolete documents. It includes internally-generated and externally-
sourced documents both in hardcopy and in electronic media.
3. DEFINITION OF TERMS:
3.1 Documents - source of information, reference
3.2 Controlled Copy - documents that will be updated and has controlled circulation
3.3 Uncontrolled Copy - document that will not be updated and circulation is not controlled
3.4 DCC - Document Control Custodian
4. RECORDS:
4.1 Document Revision Form FM-ALA RC-01
4.2 Withdrawal/Issue of Controlled Documents FM-ALA-RC-02
4.3 Minutes of Management Review
4.4 Master list of controlled documents
4.5 Distribution Register
5. REFERENCES:
5.1 ISO Clause Reference, Control of documents ISO 9001: 2008 clause 4.2.3
PREPARED BY: DCC REVIEWED AND APPROVED BY: QMR
PROCESS MANUAL RO-PM-02-04
METROPOLITAN WATERWORKS AND
SEWERAGE SYSTEM
Issuance Number: 1
Page 2 of 5
Regulatory Office Revision Code: 0
Section: MANAGEMENT PROCESSES Effectivity Date: January 2016
Subject: DOCUMENT CONTROL PROCEDURE
6. Procedure:
ACTIVITY FLOW RESPONSIBLE DETAILS
START
DETERMINE THE Based on needs of unit or
NEED FOR RECORDS customer, there may be a need to
DOCUMENTATION OFFICER/SECRETARY prepare a policy, procedure or
OR NEED FOR work instruction, form, etc., or
UPDATING obtain latest revisions of standards
related to, or needed to establish,
EXTERNALLY-
maintain and improve the quality
SOURCED
management system.
DOCUMENT
NO IS THERE AN
EXISTING
DOCUMENT?
Follow existing format of
documentation. Changes on the
document will be indicated by a
CREATE NEW Staff concerned / VP Operations double vertical line on the right-
DOCUMENT hand side of the revised portions.
Revisions will be by whole
document.
YES
ASSIGN CODE Refer to system coding guidelines
TO THE NEW Document Controller/Records
DOCUMENT Officer
B A
PREPARED BY: DCC REVIEWED AND APPROVED BY: QMR
PROCESS MANUAL RO-PM-02-04
METROPOLITAN WATERWORKS AND
SEWERAGE SYSTEM
Issuance Number: 1
Page 3 of 5
Regulatory Office Revision Code: 0
Section: MANAGEMENT PROCESSES Effectivity Date: January 2016
Subject: DOCUMENT CONTROL PROCEDURE
ACTIVITY FLOW RESPONSIBLE DETAILS
NO IS THERE A Review current documents for
NEED FOR improvement
REVISION?
YES
In revision/update of internal
REVISE THE documents, ___ form for
DOCUMENT/OBTAIN document review and coordinate
LATEST REVISION Staff concerned with DCC
OF EXTERNALLY-
SOURCED
DOCUMENT
B
Refer to User’s Guide of the
manual where the document
OBTAIN REVIEW belongs. Use Withdrawal/Issue
AND APPROVAL OF Staff concerned of Controlled Documents Form
DOCUMENTS FOR FM-ALA-RC-02 for obtaining
ADEQUACY approval/comments of those
affected by the document.
IS THERE AN
NO EXISTING
MANUAL TO
CONTAIN THIS
DOCUMENT?
PREPARE A Management Representative Prepare the basic requirements of
NEW a manual.
MANUAL
YES
C D
PREPARED BY: DCC REVIEWED AND APPROVED BY: QMR
PROCESS MANUAL RO-PM-02-04
METROPOLITAN WATERWORKS AND
SEWERAGE SYSTEM
Issuance Number: 1
Page 4 of 5
Regulatory Office Revision Code: 0
Section: MANAGEMENT PROCESSES Effectivity Date: January 2016
Subject: DOCUMENT CONTROL PROCEDURE
ACTIVITY FLOW RESPONSIBLE DETAILS
UPDATE Records Officer/Secretary Update the table of contents of the
ORIGINAL COPY manual
OF THE MANUAL
C
Records Officer/Secretary Include new manual/document or
indicate revision number of revised
UPDATE THE document. The master list is
MASTERLIST OF reviewed every quarter to ensure
CONTROLLED that documents added or deleted
DOCUMENTS from the list are captured. Maintain
a separate master list of externally
sourced documents
REPRODUCE Records Officer/Secretary Refer to Master list of Controlled
COPIES OF Documents to determine number
DOCUMENT of copies or User’s Guide of the
ACCORDING TO Manual
NUMBER OF
COPYHOLDERS
WITHDRAW
OBSOLETE Records Officer/Secretary Returned documents will be
COPIES OF properly acknowledged.
DOCUMENTS
FROM
COPYHOLDERS
PREPARED BY: DCC REVIEWED AND APPROVED BY: QMR
PROCESS MANUAL RO-PM-02-04
METROPOLITAN WATERWORKS AND
SEWERAGE SYSTEM
Issuance Number: 1
Page 5 of 5
Regulatory Office Revision Code: 0
Section: MANAGEMENT PROCESSES Effectivity Date: January 2016
Subject: DOCUMENT CONTROL PROCEDURE
ACTIVITY FLOW RESPONSIBLE DETAILS
Records Officer/Secretary
DISTRIBUTE The original copy of the documents
REPRODUCED will be stamped with “Controlled
COPIES OF Copy” at the back of each page.
Ensure documents are protected
DOCUMENTS OF
using binders or folders.
NEW MANUAL Copyholders to acknowledge
receipt of copy using Withdrawal/
Issuance of Controlled
Document Form FM-ALA-RC-02.
DISCARD The original copy of the obsolete
OBSOLETE Records Officer/Secretary documents will be kept according
COPIES to retention period, after which,
these will be discarded. Other
copies of returned obsolete
documents by copyholders will be
discarded. Method of disposal is
shredding if confidential document.
It will be reused or recycled if non-
confidential prior to disposal.
REVIEW
EXISTING
MANUALS
Review existing manuals annually
Concernd Officer / Records Officer for adequacy and suitability. Refer
END to Minutes of Management
Review, RMCI-PM __-__.
PREPARED BY: DCC REVIEWED AND APPROVED BY: QMR
