INTEGRATED SOLUTIONS

Document Control Policy

THIS DOCUMENT is to be regarded as the official document control policy within integrated solutions. it is to be maintained under change Control by the document control coordinator.

TABLE OF CONTENTS

1.0 POLICY

1.0 Policy

The Integrated Solutions Documentation Control Policy governs the control, distribution and removal of documentation, both hard copy and electronic. The Integrated Solutions Documentation Control Policy applies to all Integrated Solutions documentation. All employees of Integrated Solutions must adhere to the provisions set forth in this policy, or the policy designated in Integrated Solutions contracts or required by the customer.

2.0 Purpose

The purpose of this policy is to:

· Establish a uniform and consistent method for preparing and handling documentation

· Specify who controls documentation

· Identify the location of documentation storage

3.0 Definition

Documentation is categorized as the following three types of information:

· Internally generated documents

· Externally generated documents

· Miscellaneous information

Please note that the lists in each of the following three sections are not all inclusive.

3.1 Internally Generated Documents

Internally generated documentation is that which is produced by Integrated Solutions employees. Examples are:

· Program Realization Process Documents

· Quality Documentation

3.2 Externally Generated Documents

Externally generated documentation is that which is produced by other companies or individuals outside of Integrated Solutions. Examples are:

· Supplier Documentation

· Customer Documentation

· Integrated Solutions Policies (i.e., Quality, Financial, Personnel)

3.3 Miscellaneous Information

Information that must be date controlled is categorized as miscellaneous information. Examples are:

· Organizational charts

· Job descriptions

· Quality Documentation Index

· Individual Objectives

4.0 Documentation Control

4.1 Development Document Control

Documentation is controlled by the Document Control Coordinator.

Upon approval, all Integrated Solutions development-related documentation is stored in the Document File and on-line by the Document Preparer. This includes those documents required under Integrated Solutions adopted processes/procedures that direct or affect the course or content of Integrated Solutions development activities and programs.

Examples of internally generated development documents given above would fall under the Document File: System Test Plans, Reports, Project Plans, etc.

4.2 Quality System Documentation Control

Nine types of quality documentation exist in Integrated Solutions. They are:

· Guides/Manuals

· Plans

· Templates

· Policies

· Processes

· Procedures

· Forms

· Work Instructions

 

All types of Quality Documentation, except desktop procedures, must be maintained in the Quality System Documentation Database, administered by the Integrated Solutions Document Control Coordinator.

The Quality System Documentation consists of two controlled copies (one hard copy & one electronic) of each quality document. The location of these controlled copies are:

· The Integrated Solutions Document Control Coordinator’s Office.

· The electronic version is maintain on the WEB.

The copies in the Integrated Solutions Document Control Coordinator’s files are hard copies, organized by area and number. The electronic copy of each document can be accessed by a file name which corresponds to the document number. Each file is in Microsoft Word.

Integrated Solutions personnel are free to make uncontrolled copies of quality documents (through photocopying, printing from the WEB); however, in using an uncontrolled copy, it is necessary to refer to a controlled copy of the document to ensure that the uncontrolled copy is the latest revision of the document.

Desktop procedures will be maintained in hard copy form by the personnel using the procedures.

 

4.3 Quality Document Specifications

4.4 Quality Document Signatures

Signatures indicate review and approval of a document.

Process: A process document should be signed by the Manager of persons who are:

· Process Users

· Internal Customers of Process

· Internal Suppliers to Process

Procedure: A procedure document should be signed by the Manager of the person who performs the procedures.

Policy: A policy document should include the signatures of Manager of employees who are affected by the policy.

Guide/Manual: A guide or manual should be signed by the Manager of the person who developed the guide/manual.

Form: A form should be approved by the Manager of the person who developed the form.

 

4.5 Quality Document Format

The format for quality documents is attached in Appendix A. All quality documents should contain:

· A Signature Page

· A Change Sheet

· A Document Footer

Each quality document must also have a unique document number. Numbers are obtained from the Document Control person.

NOTE: Work Instructions require only a date and page numbers.

4.6 Control of Externally Generated Documents

Externally generated documents, such as supplier and customer documents, are maintained within the applicable department. An example would be information about a third party software contractor would be maintained by the Engineering personnel who interfaces with the contractor.

4.7 Control of Miscellaneous Documents

The Document Control Coordinator distributes miscellaneous documents such as organization charts, document index and job descriptions. The Organization Charts Procedure exists to ensure that Integrated Solutions organization charts are kept up-to-date.

5.0 General Documentation Guidelines

All internally generated documentation should be assigned document numbers by the controlling organization. The document number is obtained from the Integrated Solutions Document Control Coordinator.

All Development documents must conform to the Initial Submission requirements in the Document Control Procedure.

The format of all documents (except forms) maintained in the Quality System Documentation must conform to Appendix A, B & C in this document. Forms in the Quality System Documentation must contain the form number and date. Desktop procedures maintained outside of Quality System Documentation need only contain a date indicating the latest revision and page numbers.

 

6.0 Revision (Issue) Control

All documentation must be revision controlled either by a issue number or date.

6.1 Revision (Issue) Number Controlled Documentation

When a document is distributed for review, it should be labeled Draft. It is necessary to increment the date each time changes are incorporated and the document is subsequently reviewed. Once the document is either approved or considered final, the issue number is incremented.

6.2 Date Controlled Documentation

The date of publication should be clearly indicated on the documentation. Most externally generated and miscellaneous documents should use this method of revision control.

 

 

Appendix A

INTEGRATED SOLUTIONS

Quality Document Template (0000)

THIS DOCUMENT is to be regarded as the official XXXXXXXXXXXXXXX within integrated solutions. it is to be maintained under change Control by the document control coordinator.

Appendix B

Appendix C

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