Mainly responsible for
Signing, publishing and registration of documents and materials
Invalidation and destruction of expired and invalid documents
Computerized management of controlled files
Check the validity of documents regularly.
Daily management and storage of files
accountability
1 power and responsibility of document formulation, modification and abolition
The document control center is responsible for the numbering of documents and the original management of all quality system documents.
Pay attention to the skilled operation of office software.
Fast typing speed (depending on the job position and business scope)
Maintenance and maintenance of computer
Proficient in surfing the internet
Job responsibilities of document control supervisor
File control program
1.
Control the whole process of preparation, review, approval, distribution, storage, use, change, identification, recovery and invalidation of company documents, and ensure that all documents used in relevant places are valid versions.
2. Scope of application
Control all documents of our company.
3. Responsibility
3. 1. The General Department is responsible for the preparation, use and modification of quality and environmental manuals, quality and environmental procedure documents and other company-level documents; Responsible for the identification, storage, distribution, recovery and invalidation control of all documents (including foreign documents).
3.2. Each department is responsible for the preparation, preservation, use and modification of operation documents, records and other management documents within the relevant responsibilities.
3.3. The general manager, management representative and deputy general manager in charge are responsible for approving the quality and environment manual, quality and environment procedure documents, company technical documents and other relevant documents respectively.
4. Management procedures
4. 1. Document:
4. 1. 1. According to the requirements of quality and environmental management system and various quality activities, relevant responsible departments (see attached table 1) are responsible for organizing the compilation of documents within their responsibilities.
4. 1.2. When each department adds new documents according to the actual work needs, it must fill in the Document Preparation/Modification Approval Form, and organize document preparation only after it is approved by the general manager or management representative or competent vice president.
4.2. Document review and approval:
4.2. Review of1.documents (including attachments), including file format review and file content review. See relevant regulations of ZHHK-ZH/ZD-003 file format for file format.
4.2.2. After the document preparation is completed, the preparer shall submit the document to the General Department, and first review the document format; After the format is approved, the General Department shall report it to the relevant auditors for approval or countersigning according to the provisions of Schedule 1 (with at least three countersigning departments).
4.2.3. After the document is approved, it shall be submitted to the corresponding approver for approval.
4.3. Document distribution:
4.3. 1. All documents of the company are distributed through the comprehensive department.
4.3.2. Before the document is distributed, the document approver shall first determine the scope of document distribution, and the General Department shall be responsible for registering the document distribution and recovery records.
4.3.3. After the document is issued, it must be signed by the recipient.
4.4. Document storage:
4.4. 1. The General Department keeps and fills in the List of Controlled Documents.
4.4.2. Each document using department shall fill in the list of controlled documents of the department, including all valid documents used within the management scope.
4.4.3. When borrowing documents related to the quality and environmental management system, the List of Borrowing and Copying Documents/Records shall be filled in and approved by the General Department; The General Department shall urge the borrower to return the borrowed documents on time.
4.4.4. When copying files, the List of Borrowing and Copying Files/Records should be filled in. Without the approval of the original document approver, it shall not be copied without authorization.
4.4.5. Without the approval of the general manager, any documents of the company shall not be lent out; The approved lending documents shall be registered by the General Department, and the lender shall be urged to return them on time.
4.4.6. Documents shall be stored by classification, properly kept, clearly marked and easy to find. For file filing, see ZHHK-ZH/ZD-005 for relevant regulations on file and record filing.
4.5. Use of documents:
4.5. 1. Before the document is used, the document-using department shall publicize all employees of the department to ensure that each employee can accurately understand the provisions of the document, and fill in training records for filing if necessary.
4.5.2. In the process of document use, all departments should report back to the General Department in time when they find problems.
4.5.3. Every year1February, the General Department organizes to inspect and review the existing quality and environmental management system documents, to ensure that the documents used in relevant places are valid versions, and to modify inappropriate documents.
4.6. Document change and re-approval:
4.6. 1. When the document needs to be changed, the General Department shall fill in the Document Preparation/Change Approval Form, which will be reviewed by the management representative and approved by the General Manager.
4.6.2. Changes to documents shall be made in accordance with the procedures for preparation, review and approval of original documents. The document changer shall be responsible for recording the changes and revisions of the document in the Revised Resume.
4.6.3. The General Department shall keep records of all document changes.
4.6.4. When the internal and external environment of the company has undergone major changes (such as organizational adjustment, major quality accidents, changes in environmental factors, changes in laws and regulations, etc.). ) or management review requirements, the comprehensive department will organize centralized revision to form a new version.
4.6.5. After the document is changed, it must be re-examined, and the procedure is the same as the original examination and approval procedure.
4.7. Document recovery and invalidation:
4.7. When the1.document becomes invalid, the General Department shall recover it in time, stamp it with "Invalid" and fill in the Document Distribution and Recovery Record to ensure that the documents used by each department are effective and under control.
4.7.2. When the General Department distributes the changed new documents, it shall also recycle the old documents before the change, affix the seal of "void" and fill in the Document Distribution and Recycling Record.
4.7.3. The recovered invalid documents shall be destroyed in time. The person in charge of the General Department shall sign the Document/Record Destruction List for approval, and two or more persons shall execute it, and sign the list for confirmation.
4.7.4. The invalid documents that need to be saved for justified reasons shall be marked as "invalid" by the General Department and kept separately from the existing documents to avoid misuse.
4.8. Document number:
4.8. 1. Quality and Environment Manual: ZHHK-ZLHJSC/△△-×××, in which:
ZHHK—-the Chinese phonetic abbreviation of "Zhong XXXXX" (the same below);
ZLHJSC—-Chinese Pinyin abbreviation for Quality and Environment Manual;
△△-version number;
××××-years.
4.8.2. Quality environment program file: ZHHK-ZLHJCX-××, in which:
ZlHJCX-the Chinese phonetic abbreviation for "Quality and Environment Plan";
××— The serial number of the file.
4.8.3. Operation document: ZHHK (-○)-△△/□-××
○○— Chinese phonetic abbreviation of "subsidiary code";
△△—— the Chinese phonetic abbreviation of "department code";
□□-File category code;
×××— The serial number of the file.
4.8.4. Record: ZHHK (-○-□□□□)-JL/△△-××)
○○— Chinese phonetic abbreviation of "subsidiary code";
□□-Chinese phonetic abbreviation of "department code";
JL-the Chinese phonetic abbreviation for "Record";
△△-serial number or QT (meaning "other") of the corresponding quality and environmental procedure documents;
×××—The serial number of the record.
4.8.5. Quality plan: ZHHK-ZLJH (-○)-△△/□-××
ZLJH-the Chinese phonetic abbreviation for "Quality Plan";
○○— Chinese phonetic abbreviation of "subsidiary code";
△△—— the Chinese phonetic abbreviation of "department code";
□□□-Number of years;
×××—Serial number of the quality plan.
4.8.6. External documents: ZHHK-WLWJ (-○)-□□-××××
WLWJ-the Chinese phonetic abbreviation for "foreign documents";
○○— Chinese phonetic abbreviation of "subsidiary code";
□□-File category code;
×××—the serial number of the external file.
4.8.7. Department code:
JK- Technology Development Department; ZH- General Department;
XS- sales company; SC- production department; CW- Finance Department;
FP- foaming production part GY- cobalt source irradiation part JS- accelerator irradiation part;
CK- Warehouse SG- Equipment Management Department
4.8.8. Document category: GC- discipline, ZD- system, QT- other.
4.9. Control of external documents:
4.9. 1. Each department is responsible for reporting the collected and confirmed external documents to the General Department for unified number registration.
4.9.2. The General Department is responsible for filling in the list of foreign documents, marking them, and filling in the Special Form for Handling Foreign Documents, which will be distributed to relevant departments for use after being marked.
4. 10. Control of electronic documents:
The management of electronic documents shall be implemented in accordance with ZHHK-ZH/ZD-004 Detailed Rules for the Management of Electronic Documents.
From document control to ISO Commissioner, what should be done to be competent?
Understand all aspects of enterprise management
Document control is relatively simple.
But to be an ISO Commissioner, you must be familiar with the knowledge of enterprise management and operation.
Learn strategic management, human resource management, production management expertise, business process reengineering and other management knowledge.
Go to the production line \ other people's workplaces and observe their work.
Participate in the training and certification of internal auditors.