1. Why
1.1 To describe how documented information is controlled and managed.
2. Who
2.1 The MyQ Hubmaster, through the System Consultant, ensures this procedure is implemented and maintained.
2.2 All personnel are to meet the requirements of this procedure.
3. Documents
3.1 Document Register.
3.2 Records Register.
3.3 Reviews Register.
3.4 Risk Improvement Opportunity Procedure.
4. How
4.1 Maintained documented information
4.1.1 All relevant maintained documented information is controlled and managed via the document register.
4.1.2 All relevant details of each are managed by myQualityTM.
4.1.3 All personnel have access to all documents based on log-in access.
4.1.4 Any person can suggest a document review by raising a review as per the Risk Improvement Opportunity Procedure.
4.1.5 Maintained documented information include; processes, procedures, standard operating procedures, work instructions, checklists, etc.
4.2 External documented information
4.2.1 Managed via the document register.
4.3 Retained documented information
4.3.1 Each record is identified by its name or content.
4.3.2 Each is managed as per the requirements of the relevant procedure and records register.
4.3.3 Each is managed using an appropriate electronic directory, electronic file, data storage medium, binder, suspension file, filing cabinet, other recognised filing system and / or within the relevant operating system platforms and software.
4.3.4 The records register indicates a records attributes including media, ownership, storage location, sequence, retention and method of disposal.
4.3.5 Unless otherwise specified, the retention period is determined by the managing consultant and expressed as a minimum number of years to meet either contractual, statutory or management system requirements.
4.3.6 As a default, the minimum retention period for the following records are;
Management system records - 3 years
Financial records - 5 years
Employee related records - 10 years
4.3.7 Electronic data is managed by online cloud services; myQuality, Office 365 and DropBox. Each provides multiple backups and live replication.
4.3.8 Retained documented information includes; quotations, purchase orders, invoices, etc.
4.4 myQualityTM
4.4.1 myQualityTM is a proprietary product of Oberon NSW Pty Limited which is a cloud based management system platform licenced to quality.com.au to maintain and retain the relevant documented information. The majority of the documented information exists only as electronic data from within myQualityTM. All relevant documented information management information is available to the administrator, but normally hidden from the end users.
4.4.2 Only documented information within the confines and framework of the relevant register or document is controlled and up to date. It can be assumed that the revision date of any documented information is equivalent to the date in which the documented information is being viewed.
4.4.3 Unless defined as 'distributed' within a document's properties, all printed documents are to be treated as uncontrolled and subject to change without notice. All printed documents with a distribution demonstrates status by the revision date which is printed on the document.
4.5 Documented information reviews
4.5.1 Email or phone suggestions to the managing director or raise a review on the documented information itself.
4.5.2 Review and take action, including the raising of a review.
4.5.3 Manage the documented information via the review register, records register and document register which includes version histories and authorisations.