CONTROL OF RECORD
SCHOOL OF MEDICAL SCIENCES
UNIVERSITI SAINS MALAYSIA
MS ISO 9001 : 2015
CONTROL OF RECORD
(PPSP/QMS/CR)
Edition 1
Effective date: 1 January 2018
CONTENTS
1. Aim
2. Scope
3. Reference
4. Definition
5. Abbreviation
6. Procedure
7. Flowchart
8. Record
9. Appendix
10. Amendment Record
1. AIM
To describe the procedures for control of all records related to Quality Management System for their easy retrievability, identification, location for purpose of storage, usage and disposal.
2. SCOPE
This procedure is to be applied to all records listed in the procedures of the Quality Management System related to MS ISO 9001:2015
3. REFERENCE
a. Malaysian Standard ISO 9001:2015 Quality Management Systems-requirements (PPSP/QMS/QM/ER 1).
b. Quality Manual of PPSP (PPSP/QMS/QM).
c. Core document and other document.
4. DEFINITION
- Record: Data or information which was recorded from activities or processes related to the quality management system.
- Control of record: Processes or steps taken to manage and maintain records for reference and to avoid from damage or loss.
- Core Document: Include Quality Manual, Quality Procedures, and Departmental Core Procedures.
- Other Documents: Include Work Instruction, Internal References, and External References that used in the department for Quality Management System.
5. ABBREVIATION
AcP : Academic Programme
CDC : Chief Document Controller
DCDC : Deputy Chief Document Controller
DC : Department Document Controller
QM : Quality Manual of PPSP
CP : Core Procedure
6. PROCEDURE
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ACTIVITY |
RESPONSIBILITY |
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6.1 |
Identify method of identification |
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6.1.1 |
PPSP/<AcP>/<dept/unit>/CP<no> /R <serial no> for records involving academic programmes. |
CDC/DCDC/DC |
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6.1.2 |
PPSP/<dept/unit>/<activity> /R <serial no> for records involving other departmental activities. |
CDC/DCDC/DC |
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Note |
Records already identified under other quality management systems can also be used where applicable. |
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6.2 |
Control |
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6.2.1 |
The list of records is included in the respective CP (Section 8). The records shall be readily identifiable, retrievable, suitably stored and protected and have retention period for validity. Once obsolete shall be disposed off in a suitable manner to prevent unintended use. |
CDC/DCDC/DC |
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6.3 |
Filling, indexing and retrieval |
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6.3.1 |
The School shall ensure that records at the various levels are properly indexed and filed accordingly to ensure that they are easily retrievable. The list of records shall be recorded in the Master list of Records. |
CDC/DCDC/DC |
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6.4 |
Security of Confidential Record |
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6.4.1 |
Confidential records are stored in locked cupboard/safe. The records are examination results, students’ personal record and staff personal record. |
CDC/DCDC/DC |
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6.5 |
Retention Period |
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6.5.1 |
Retention period shall be assigned to all records generated from the CPs. The retention period is defined by the respective department or unit. |
CDC/DCDC/DC |
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6.6 |
Disposal of obsolete records |
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6.6.1 |
Disposal of obsolete records of core procedure shall be done following the approval from MR and shall be shredded before disposed. |
CDC/DCDC |
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6.6.2 |
Disposal of departmental obsolete records shall be done following approval from respective head and shall be shredded before disposed. |
DC |
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7. FLOWCHART
8. RECORD
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Registration no |
Storage |
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Duration |
Location |
Responsibility |
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Master list of records |
PPSP/QMS/CR/R1 |
5 years |
Central/Dept |
CDC/DCDC/DC |
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Record of disposal |
PPSP/ QMS/CR/R2 |
5 years |
Central/Dept |
CDC/DCDC/DC |
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9. APPENDIX
10. AMENDMENT RECORD (PPSP/QMS/CR/L1)