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Third Step: for every activity, input, process and output, identify the human resource involved put
a name or person category to know who will give the input, who will do the processing and who will
receive the output.
Fourth Step: the eligibility of the above persons must be known - identified and must be checked
against the required. In case of in-house processing person, skills, academic knowledge, experience
etc. may be prepared for every employee in the form of a competence matrix.
If the person falls short of requirement, then training may be given. Trainers credentials must be
known and a list of possible trainers should be available. The trainer may be Internal or External.
The information to be given (syllabus) of the training should be available.
Fifth step: to ensure that information received, processed and output created is CORRECT and
COMPLETE, checklists and formats are used. Who will do the filling in of the checklists and which
formats are to be used must be mentioned in the SOP.
Sixth step: Now the actual Input-Process-Output can begin. The actual process of DOING the work
and ensuring that the required pre- requisites have been adequately fulfilled must be recorded as
proof.
Seventh step: these records must be stored in such a way that they are available when required i.e.
they should be traceable and legible. The storage method soft and hard copy and, retention
period should be mentioned in SOP.
Eighth step: based on retention period, the disposal of records as mentioned in the SOP must be
done to ensure that there is no clutter.