RAMKY INFRASTRUCTURE LIMITED

QUALITY SYSTEM PROCEDURE

Document No.: RIL/SYS/PRO/01 ISSUE No.1 Rev. No.1
TITLE: Control of Documents DATE: 01.11.’07 Page 1 of 8

REVISION HISTORY

Rev Description of Change Author Effective

Date
0 INITIAL RELEASE K S N RAO 01.12.’06
1 RIL/SYS/PRO/01 & RIL/SYS/PRO/02 are M. DIVAKAR 01.11.’07
clubbed together as a single procedure
numbered as RIL/SYS/PRO/01

Prepared by: Reviewed by: Approved by:

 RAMKY INFRASTRUCTURE LIMITED
QUALITY SYSTEM PROCEDURE
Document No.: RIL/SYS/PRO/01 ISSUE No.1 Rev. No.1
TITLE: Control of Documents DATE: 01.11.’07 Page 2 of 8

REFERENCE DOCUMENTS

Document Number Document Title

RILQMV1.0 RAMKY INFRASTRUCTURE LIMITED QUALITY MANUAL,
Section 4.0
ISO9001:2000 Clause 4.2.3 Control of Documents

Documents referenced in this procedure are applicable to the extent specified herein.
1. Purpose
To have a distinctive serial number for each document so that each document can
be uniquely identified as to its type, issue number and the relevant clause of ISO
9001:2000.
To ensure that
• Quality System Documents (QSDs) are approved for adequacy before use
• QSDs are reviewed and updated as necessary and documents so updated
are re-approved
• changes and current revision status of documents are identified
• relevant versions of applicable documents are available at points of use
• documents remain legible and readily identifiable
• obsolete documents are identified and their unintended use is prevented
• documents of external origin are identified and their distribution controlled

2. Scope
This procedure covers all documents of the quality management system. This
document lays down the procedure for initiation of work for preparing new quality
system documents, for amending and revising existing documents and the
authority for taking such actions and for reviewing, approving and issuing them.
It also lays down control procedure to ensure that all amendments and only latest
version of the documents are in use. It also lays down steps for retrieval of
superseded documents from points of use and their destruction or for retaining
copies for archival purposes.

3. Applicability
This procedure is applicable to all Quality System documents prepared by any one
in or for RIL except quality records.
4. Definitions/Abbreviations

1 Quality Manual Document specifying the quality management

2 Quality Plan
system
Document specifying which procedures and
associated resources shall be applied by whom
and when to a specific project, product, process
or contract.

Prepared by: Reviewed by: Approved by:

 RAMKY INFRASTRUCTURE LIMITED
QUALITY SYSTEM PROCEDURE
Document No.: RIL/SYS/PRO/01 ISSUE No.1 Rev. No.1
TITLE: Control of Documents DATE: 01.11.’07 Page 3 of 8

3 Procedure Specified way to carry out an activity or a

process
4 HOD Head of Department

5 MR Management Representative

6 CC Controlled copy

7 CL Check List

8 QSD Quality System Document

9 QSP Quality System Procedure

10 QMS Quality Management System

11 WI Work Instruction

5. Responsibilities
Approval: Managing Director
Issue: Management Representative (MR)
Implementation: Management Representative (MR)

6. Procedure

REFERENCE
Step ACTION
ACTIVITY DOCUMENT
No BY
NUMBER
6.1 Quality Manual (QM) MR RILQMV1.0
Quality Manual (QM) is codified as RILQMV1.0
where RIL is RAMKY INFRASTRUCTURE LIMITED,
QM is Quality Manual and V1.0 is the Version
Number. Whenever Issue Number changes Version
Number is also increased.
6.2 Quality System Procedures are codified as MR -
RIL/SYS/PRO/NN, where ‘RIL’ denotes the
Organization; ‘SYS’ denotes SYSTEM; ‘PRO’
indicates Procedure; ‘NN’ denotes procedure
number for given function/ process.

Departmental Operating Procedures are

codified as RIL/XXX/PRO/NN, where ‘RIL’ denotes
the Organization; ‘XXX’ denotes function/sub
function or process, which may not be limited to 3
characters only; ‘PRO’ indicates Procedure; ‘NN’
indicates number for given function or process.

Prepared by: Reviewed by: Approved by:

 RAMKY INFRASTRUCTURE LIMITED
QUALITY SYSTEM PROCEDURE
Document No.: RIL/SYS/PRO/01 ISSUE No.1 Rev. No.1
TITLE: Control of Documents DATE: 01.11.’07 Page 4 of 8

REFERENCE
Step ACTION
ACTIVITY DOCUMENT
No BY
NUMBER
Each System or Departmental Operating Procedure MR -
carries a Revision History in the front page of the
document. A tabular column of Reference
Documents is in the second page and this is
followed by (1) Purpose, (2) Scope, (3)
Applicability, (4) Definitions / Abbreviation, (5)
Responsibilities, (6) Procedure detailing the
activity, Action authority and reference documents,
(7) Process measure (8) Quality Records and (9)
Forms Used.
6.3 Annexure are codified as AN-a/XX/Y where AN MR -
represents Annexure and ‘a’ indicates Annexure
number. XX indicates type of manual and Y
indicates section reference of the manual.

Ex. AN-1/QM/6 refers to Annexure 1 of Quality

Manual Section 6.0
6.4 Forms are numbered as: MR VARIOUS

RIL/XXX/YYY/NN, where ‘RIL’ denotes the

Organization, ‘XXX’ denotes function/sub function
or process which may not be limited to 3
characters only; ‘YYY’ indicates type of document
i.e. format/checklist/report/flowchart/organogram
/any other document; ‘NN’ denotes format number
for given function/ process.
6.5 Revisions are numbered serially, beginning with 0 MR -
across all procedures
6.6 The first issue of a document carries the number 1 MR -
in the cell for "Issue Number" in the header. Issue
number does not change when an amendment is
issued to a procedure. Whenever a revision takes
place the date shown is the implementation date.
This is applicable to all QSPs and QSDs. The Issue
number is incremented after every 5 revisions.
6.7 All the pages are serially numbered in the header MR -
cell in the format X of n
where
X is page number
n is total pages in the document
6.8 Approval MD -
The Quality Policy and the Quality Objectives are
Approved by the MANAGING DIRECTOR
MR/MD
Preparation of Quality Manual is by MR
Review and Approval by MANAGING DIRECTOR
Distribution and control by MR.

Prepared by: Reviewed by: Approved by:

 RAMKY INFRASTRUCTURE LIMITED
QUALITY SYSTEM PROCEDURE
Document No.: RIL/SYS/PRO/01 ISSUE No.1 Rev. No.1
TITLE: Control of Documents DATE: 01.11.’07 Page 5 of 8

REFERENCE
Step ACTION
ACTIVITY DOCUMENT
No BY
NUMBER
Quality System Procedures are prepared by MR/MD
Manager (QMS), reviewed by MR and approved by -
MD. Departmental Operating Procedures and work
instructions are prepared by department personnel
concerned, reviewed by Head of Department and HOD/MD
approved by MD.
6.9 Re-Approval -

When any of the above documents is revised, it

will be reviewed and re-approved by the same
authority as the original approval.
MR
For the Quality Manual and the Procedures Manual,
the new revision dates will be listed in the
respective Table of contents.

The MR will review the quality manual and the

procedures once in a year.
6.10 Revision Status -
MR
For the Quality manual and procedure, any
changes will appear in bold text. The current
revision date will be listed in the header of the
document and match the current revision date
listed in the Quality Manual Table of Contents.
Changes to the quality policy or quality objectives
will not use this method, only a re-approval
signature and the current date.
6.11 Available at Point of Use
MR -
The MR will make sure that all employees have
access to the latest revisions of the Quality
Manual, Procedures and other necessary
documents at the point- of-use or as near as
practical to the point- of-use.
6.12 Legibility and Identification
MR
The MR will oversee these documents and ensure
that they remain legible. The header of the quality -
manual and procedures will state the title of the
document. The quality manual, quality objectives,
and any other documents will each be identified by
its title.

Prepared by: Reviewed by: Approved by:

 RAMKY INFRASTRUCTURE LIMITED
QUALITY SYSTEM PROCEDURE
Document No.: RIL/SYS/PRO/01 ISSUE No.1 Rev. No.1
TITLE: Control of Documents DATE: 01.11.’07 Page 6 of 8

REFERENCE
Step ACTION
ACTIVITY DOCUMENT
No BY
NUMBER
6.13 The Original Quality System Documents are MR
maintained by the MR in a file called “Current
Quality System Documents”.

The words “MASTER COPY” is stamped in blue

colour on the back of each page of the original
document. MR

The documents are issued by MR and controlled by

MR in accordance with this procedure. For
purposes of issue of QSDs to controlled copy
holders MR
i) Photo copies/Softcopies of scanned document
form for the required number of copies of the
master copy.
ii) Rubber stamps "CONTROLLED COPY IF IN
RED" in red colour ink on all pages at bottom
right of page below the footer.

Any print of Photostat copies of ‘CONTROLLED

COPY’ will be treated as ‘UNCONTROLLED COPY’ RIL/SYS/FOR/11

This procedure is followed for issue of

amendments, revisions etc. The QM, QSP and
other QSDs are issued to controlled copy holders
using Document Transmittal Form.
6.14 A master list of Procedures / QPs / Forms / CLs / MR RIL/SYS/FOR/02
WIs / Amendments in use – Master List of
Documents is maintained by MR.
The master list is updated by MR as and when
amendments are made, revisions are issued or
new documents are issued.
6.15 A Document Distribution Register for QSDs is MR RIL/SYS/FOR/0
prepared and maintained. 1
6.16 Requests for preparation of new documents or
changes to existing documents through Any
amendments may be made by any employee and Employee
forwarded to MR through HOD. RIL/SYS/FOR/0
The request is made using Document Change 9
Request Form.
6.17 On receiving the request, and after establishing -
the need in consultation with HOD, MR prepares or
gets prepared a document and process it as per MR/HOD
this procedure.
6.18 Amendments and revisions are issued only to MR RIL/SYS/FOR/01
those to whom the earlier version has been issued

Prepared by: Reviewed by: Approved by:

 RAMKY INFRASTRUCTURE LIMITED
QUALITY SYSTEM PROCEDURE
Document No.: RIL/SYS/PRO/01 ISSUE No.1 Rev. No.1
TITLE: Control of Documents DATE: 01.11.’07 Page 7 of 8

REFERENCE
Step ACTION
ACTIVITY DOCUMENT
No BY
NUMBER
6.19 The master list is updated whenever an MR RIL/SYS/FOR/02
amendment or revision for a QSD is issued
6.20 Obsolete Documents
Invalid and / or obsolete documents are collected MR -
back from all copy holders and from all points of
issue and use.
6.21 Obsolete documents when retained for purposes of File
knowledge / back reference / legal requirements MR/ MD
are stamped "OBSOLETE" on each page in blue
and filed in a file named "Obsolete documents".
The Managing Director is the authority to authorize
retention of such obsolete documents.
6.22 Documents of External Origin -

Documents of external origin are those documents MR

created outside of this quality system bur
referenced in internal documents, such as the
quality manual or procedures, as necessary for
operating this quality system.

This applies to national and international

standards, operation and maintenance manuals of
bought out equipment, if any, and other
documents of external origin.

The person responsible for a given document Concerned

ascertains at least once in a year with the functional
external authority issuing the document, for any head
revision in such documents and ensures that the
latest revision of the same is available for
reference and use within the organization.

7. Process Measures

Parameters Unit of Criteria/ Monitoring Measuring Responsibility

for Measurement Target Method Frequency
Effectiveness /
efficiency
Incorporation Days 5 Days Amendment Management MR/HODs
of changes in Note, Review
QMS Document Meeting
Documents Transmittal
and Form
releasing

Prepared by: Reviewed by: Approved by:

 RAMKY INFRASTRUCTURE LIMITED
QUALITY SYSTEM PROCEDURE
Document No.: RIL/SYS/PRO/01 ISSUE No.1 Rev. No.1
TITLE: Control of Documents DATE: 01.11.’07 Page 8 of 8

8. Quality Records

Sl. No. Identification Storage Protection Access Retention

1 Document Distribution Soft & Lock & Key ISO Wing 2 years
Register Hardcopies
2 Master List of Documents Soft & Lock & Key ISO Wing 2 years
Hardcopies
3 Document Change Soft & Lock & Key ISO Wing 2 years
Requests Hardcopies
4 New Document Requests Soft & Lock & Key ISO Wing 2 years
Hardcopies
5 Document Transmittals Soft & Lock & Key ISO Wing 2 years
Hardcopies

Disposal: by shredding
Disposition Authority: Managing Director

9. Form(s)
Forms required for this document:

Form Number Title

RIL/SYS/FOR/01 Document Distribution Register

RIL/SYS/FOR/02 Master List of Documents

RIL/SYS/FOR/09 New Document Request Form

RIL/SYS/FOR/10 Document Change Request Form

RIL/SYS/FOR/11 Documental Transmittal Form

Prepared by: Reviewed by: Approved by: