SOP # QAP-002-01

The Akshaya Patra foundation Prepared on: 01/04/19

Version: 1.0
SOP Name: Document control
Document storage location/source: QA office Pages: 07

1. PURPOSE
1.1. This procedure provides instructions for the generation, use, and control of all
project/site/construction related documents. Specific requirements for document change
control are included in a separate document.

2. SCOPE
2.1 This procedure applies to all documents relating to this site. This procedure applies only to
the preparation and maintenance of Quality Assurance (QA)-controlled documents. Change
control is covered in another document.

3. RESPONSIBILITY
3.1. Document Author or Preparer – any individual trained in this procedure may serve as
author for the document or change. However, any proposed document or change is subject to
all review and approval activities described in this procedure
3.2. Document Approver – any individual qualified by training, experience, education, position
and the management of his/her area to comprehensively review a document, and render
approval for content, format, and compliance
3.3. Quality Assurance (QA) – overall control of the document system, all activities relating to
compliance with this procedure, and all good construction practices and requirements

4. DEFINITIONS

Document prepared Reviewed Approved Effective date

Name: Name: Name:
T.Sundara Prasad Dr. Vikram Rajagopal Suvyakta Narasimha Dasa 01-10-2016
Position: Position: Position:
Senior QC-Civil Head Quality Assurance Senior V.P & Project Director
Executive
Signature Signature Signature
 SOP # QAP-002-01
The Akshaya Patra foundation Prepared on: 01/04/19
Version: 1.0
SOP Name: Document control
Document storage location/source: QA office Pages: 07

4.1. Effective date – the date a controlled document becomes official, and must be used as the
only reference for that activity
4.2. Form – a controlled document used to convey reference information, or designed to allow
recording of data to support the respective procedure and related activities
4.3. QA-controlled document – any Standard Operating Procedure (SOP), form, or other
document subject to QA review and approval, controlled issuance, controlled change, revision
control, and archive security
4.4. Revision history – record of all changes that have occurred to a document, and the reasons
for those changes
4.5. Standard Operating Procedure (SOP) – a written document that describes activities
necessary for good construction practices/ compliance for testing, or distribution or process
flow employed pertaining to the specific project.

5. REFERENCE DOCUMENTS
5.1. Procedures for changing documents are described in SOP ______ “Document Change
Process.”
5.2. Training on new or revised documents is described in SOP ______ “Training Documentation
for New or Revised Documents.”

6. PROCEDURE FORMAT

Document prepared Reviewed Approved Effective date

Name: Name: Name:
T.Sundara Prasad Dr. Vikram Rajagopal Suvyakta Narasimha Dasa 01-10-2016
Position: Position: Position:
Senior QC-Civil Head Quality Assurance Senior V.P & Project Director
Executive
Signature Signature Signature
 SOP # QAP-002-01
The Akshaya Patra foundation Prepared on: 01/04/19
Version: 1.0
SOP Name: Document control
Document storage location/source: QA office Pages: 07

6.1 An established template for the format of procedures is available from the QA Document
Control group, and must be used for the generation of new SOPs.
6.2 All SOPs will have a standard format that includes the following components:
6.2.1 Descriptive, but not long, title
6.2.2 Final approval that includes Document Preparer, Department Approver, and QA final
approval
6.2.3 Revision history – a table that includes a brief description of the changes occurring in each
version, along with justification for each version change
6.2.4 Purpose – a statement on the reason for the document
6.2.5 Scope – a statement identifying any limits associated with the activities covered by
the procedure
6.2.6 Responsibilities – a statement identifying any specific responsibilities outlined in the
procedures
6.2.7 Definitions – a definition for any new terms or terms requiring clarification
6.2.8 Requirements – detailed statements outlining the specific requirements or obligations
included in the document
6.2.9. Referrence documents – internal (SOP numbers etc.) or external documents referred in
preparing the document

7. PROCEDURE NUMBERING SYSTEM

Document prepared Reviewed Approved Effective date

Name: Name: Name:
T.Sundara Prasad Dr. Vikram Rajagopal Suvyakta Narasimha Dasa 01-10-2016
Position: Position: Position:
Senior QC-Civil Head Quality Assurance Senior V.P & Project Director
Executive
Signature Signature Signature
 SOP # QAP-002-01
The Akshaya Patra foundation Prepared on: 01/04/19
Version: 1.0
SOP Name: Document control
Document storage location/source: QA office Pages: 07

7.1 All SOPs and forms will comply with the following numbering system:
7.1.1 The numbering system to be used is illustrated as follows:
QAP – 001 – 00
7.1.2 In this system, the first two letters identify the primary department involved.
For example, a list of departments could be set up as follows:

Department identifier Department name

EN Engineering
QA Quality Assurance
QC Quality Control
MR Maintenance and Repair

7.1.3 The third digit will identify the type of document.

Department identifier Department name
C Calibration
F Form
M Method
P Policy
S Specification
Name
7.1.4 The next three digits will be a chronological number. The first document of each type
would be 001, etc.

Document prepared Reviewed Approved Effective date

Name: Name: Name:
T.Sundara Prasad Dr. Vikram Rajagopal Suvyakta Narasimha Dasa 01-10-2016
Position: Position: Position:
Senior QC-Civil Head Quality Assurance Senior V.P & Project Director
Executive
Signature Signature Signature
 SOP # QAP-002-01
The Akshaya Patra foundation Prepared on: 01/04/19
Version: 1.0
SOP Name: Document control
Document storage location/source: QA office Pages: 07

7.1.5 The last two digits will be the version number. The initial version will be 00. The first
revision will be 01, etc.
7.1.6 All document numbers will be assigned by the QA Document Control.

8. DOCUMENT ISSUANCE
8.1 All new versions of a document will include a new version number. This includes minor
changes made to correct typographical errors, etc. See SOP _____ “Document Change Process”
for details relating to the change process.
8.2 After all document approvals have been obtained on a new or revised document, the QA
Document Control will assure that all required training has been documented. Only after
verifying that training is complete, can the document be issued. See SOP _____“Training
Documentation for New or Revised Procedures.”
8.3 Upon receipt of all training documentation, the QA Document Control will determine the
effective date for the document. This date will be added to the document.
8.4 Issuance of new or revised documents will include the following steps:
8.4.1 Update the document index. The update will include adding the new document, or
replacing the old version from the index.
8.4.2 Removal of the previous version of the document. For paper copies, this involves
physical retrieval of each old version. For electronic copies, the old version will be deactivated
or removed from the active index.

Document prepared Reviewed Approved Effective date

Name: Name: Name:
T.Sundara Prasad Dr. Vikram Rajagopal Suvyakta Narasimha Dasa 01-10-2016
Position: Position: Position:
Senior QC-Civil Head Quality Assurance Senior V.P & Project Director
Executive
Signature Signature Signature
 SOP # QAP-002-01
The Akshaya Patra foundation Prepared on: 01/04/19
Version: 1.0
SOP Name: Document control
Document storage location/source: QA office Pages: 07

8.4.3 Paper copies will be stamped with the “Official Copy” stamp. This colored ink will identify
that these copies are official and active.
8.4.4 Placement of the new or revised copy in the proper locations, along with the revised
index. Paper copies will be physically placed. Electronic copies in a common password
protected folder will involve replacement of active files to include the new index and
document.

9. ACCESS AND PRINTING OF DOCUMENTS

9.1 In general, only the “official” copies of documents should be referenced. For example, only
on-line versions of electronic documents must be referenced, and only “official” stamped paper
copies should be used.
9.2 Copying or printing of documents is generally not allowed. The management has discretion
to allow or disallow the above. However, if allowed, the controlled copies may be obtained
from the QA Document Control with prior approval from the concerning department head.
Printing of copies from electronic files is allowed, only if the “Uncontrolled Copy” watermark is
present and clearly visible. Upon copying or printing, each document must be signed and dated
by the copying/printing individual.
9.3 Controlled copies or watermark prints are only valid for reference use, and must be
destroyed at the end of each working day.
10. DOCUMENT STORAGE AND PHYSICAL CONTROL

Document prepared Reviewed Approved Effective date

Name: Name: Name:
T.Sundara Prasad Dr. Vikram Rajagopal Suvyakta Narasimha Dasa 01-10-2016
Position: Position: Position:
Senior QC-Civil Head Quality Assurance Senior V.P & Project Director
Executive
Signature Signature Signature
 SOP # QAP-002-01
The Akshaya Patra foundation Prepared on: 01/04/19
Version: 1.0
SOP Name: Document control
Document storage location/source: QA office Pages: 07

10.1 All original signed documents and historical records will be stored by the QA Document
Control in secured storage units.
10.2 Only individuals authorized by the QA Document Control may have access to stored
documents.

11. REVISION LOG

Revision Date Section(s) Description
00 N/A Original Issue

12. APPROVALS
Authored By: _________________________________
Date: _________________________
Reviewed By: ________________________________
Date: _________________________
Approved By: ________________________________
Date: _________________________

Document prepared Reviewed Approved Effective date

Name: Name: Name:
T.Sundara Prasad Dr. Vikram Rajagopal Suvyakta Narasimha Dasa 01-10-2016
Position: Position: Position:
Senior QC-Civil Head Quality Assurance Senior V.P & Project Director
Executive
Signature Signature Signature