CSL TECHNOLOGIES (M) SDN BHD

LRC TECH (M) SDN BHD

CONTROL OF RECORDS PROCEDURE

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REVISION HISTORY
Rev
No.
00

Effective Date
01/11/2010

Affected
Page
All

Change Descriptions

Reviewed
By

Approved
By

New Issue

Document Distribution Acknowledgement:

Dept. /
Position

Business
Development
Director

Admin

Sales &
Marketing

Design

Production

R&D

Acknowledge
ment
Date

Note: The details and the reason of change are documented in the Revision History state above and file at DCC.
This procedure is a controlled document and authorized for use. When printed from this share drive, this
document is uncontrolled. Before using a printed copy of this document, ensure that it is the same as the latest
version on share drive.

CSL TECHNOLOGIES (M) SDN BHD

LRC TECH (M) SDN BHD
CONTROL OF RECORDS PROCEDURE

1.0

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PURPOSE
The purpose is to ensure all data or records are kept in a proper manner so that they can
be rapidly retrieved for reference, and to prevent deterioration, loss or damage.

2.0

SCOPE
This procedure applies to all related data required as quality records by ISO 9001 Standard.

3.0

DEFINITION
RETENTION PERIOD = A pre-defined period for quality records to be kept in filing system, vary
for different kinds of records, e.g. drawings or customers order.
STORAGE LOCATION = Appropriate storage, which means folders or filing cabinet which can
prevent damage, deterioration, and loss. The storage could be a
computer database.
MR = Management Representative
HOD = Head of Department

THIS IS AN UNCONTROLLED COPY OF A CONTROLLED DOCUMENT PRINTED

CSL TECHNOLOGIES (M) SDN BHD

LRC TECH (M) SDN BHD
CONTROL OF RECORDS PROCEDURE
4.0

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PROCEDURE DETAILS

Process Flow

Description
- Quality & environmental related
records were identified and
managed.

Identification

- A Form & Records Master List is

established and maintained, showing
type of records, record reference,
and retention period.
- All records maintained are to be
filled and indexed properly in
appropriate storage location.

Indexing, collection &

filing

Storage &
Maintenance

Approved for
disposal?

YES

Register in
Disposal Log

Disposal

Documents
/ Ref.

NO

Personnel
- MR & HOD

Form & Records - DCC

Master List

See 5.1

- Record
Owner

- Owners of records are responsible

for ensuring that records are stored
in a manner that allows rapid and
easy accessibility, and are readily
retrievable.
- Records shall be ensured to be
legible, kept in appropriate storage
location. Respective departments
who in charge of collecting the data
for recording shall keep the records.

- Quality
Record
Owner

- After specified retention period (as

defined), respective owner of records
shall obtain approval for disposal
from Director / MR.
- MR may decide to extend the
retention period if necessary.

- Record
Owner

- The disposal is registered in the

Quality Records Disposal Log, where
approval and method of disposal
shall be recorded on this disposal
log.
- All records are to be disposed by
shredding or recycled, while
confidential records shall be
disposed by shredding.

THIS IS AN UNCONTROLLED COPY OF A CONTROLLED DOCUMENT PRINTED

- Quality
Record
Owner

- Director /
MR
- Quality
Records
Disposal Log
(CS-F01)

- DCC

- Records
Owner or
DCC

CSL TECHNOLOGIES (M) SDN BHD

LRC TECH (M) SDN BHD
CONTROL OF RECORDS PROCEDURE
5.0

OTHERS

5.1

Storage of Records

5.2

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Documents issued in electronic form shall be kept as soft copy, stored in server or both soft and
hard copy (concerned with customers acknowledgement).
Hard copy shall be filed and stored in cabinet.
Soft copy of records shall be backed up in secondary storage periodically and if any obsolete
soft copy records, it shall be removed by deleting from the source.
Retrieval of Records

Respective data collectors / owners shall responsible for the storage and control of the records
i.e. accessibility & ensure easy retrieval.
Accessibility to certain records especially in soft copy shall be limited to authorized personnel
only i.e. through the used of password or any other suitable means of control.
Any third party or unauthorized viewing is strictly prohibited unless permission has been
granted from top management.
A signed non-disclosure agreement (if deem necessary) is required before disclosing
confidential records to any third party in order to protect our company Intellectual Property
Rights.

THIS IS AN UNCONTROLLED COPY OF A CONTROLLED DOCUMENT PRINTED