Process Documentation Process - STAUFF UK · PDF fileProcess Documentation Process Process No: STA-P04-01 ISO 9001, ISO 14001, OHSAS 18001 4. ... Microsoft Word - STA-P04-01 Document

Process Documentation Process

Process No: STA-P04-01

ISO 9001, ISO 14001, OHSAS 18001 4. Quality System

Stauff UK Ltd 500 Carlisle St East Sheffield S4 8BS Tel: +44(0)1142 518518 Fax: +44(0)1142 518534 Sub Clause Number 4.2.3, 4.2.4, 4.5.4, 4.4.5

Author:

S Fearnley Approved by: C Morgan

Revision Level: 04 Date of Issue: 20.10.2014

This document is UNCONTROLLED if printed Page 1 of 4

Scope

• Document Approval • Amendments to Quality Documents • Control of National Standards, Customer Drawings and Specifications • Process Changes • Computer Back up • Record Control

Key Performance Indicators – See KPI Matrix





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Process Flow Procedure

1. Document Approval

1.1 New / amended business management system documents generated will be passed to the document control co-ordinator ( QA Manager) prior to approval and issue.

2. Business Management Manual, Procedures, Associated Documents, Work Instructions & Forms

2.1 To gain approval for a new or an amendment to an existing document, the author will draft new or modify the copy of the nominated document on the intranet. The originator will notify the control co-ordinator and provide a description of the change.

2.2 The co-ordinator will then review the change details on the document control database.

2.3 The originator is responsible for detailing the changes requested.

2.4 The co-ordinator is responsible for ensuring the new document is approved and changed on the intranet.

2.5 The Coordinator must be on the approval list for all business related procedures and documents.

2.6 If the document is new the co-ordinator will review the master document list in the database and issue the next generic number. These will be numbered as follows (the standard used for the numbering system is ISO9001:2008):

Procedures Work Instructions forms etc e.g.,

• Process: STA-P05-01 • Work Instruction: STA-W05-01-02 • Form: STA-F05-01-02

Where STA - Denotes Stauff UK P - Denotes Process W - Denotes Work Instruction F - Denotes Form 05 - Denotes standard Element number (Management Responsibility) 01 - Process No

02 - Work instruction or Form No

• Note: Where a form is a pre-printed purchased form or electronically produced form the Co-ordinator will maintain a copy (in electronic format) of the current issue. Any hard copies will be subject to the same issue and approval controls as defined above.

2.7 All personnel in the company have access to the latest business management procedures and relevant documentation via the Intranet

2.8 The Coordinator will have publication access to the business system; all other users will have submission rights only.

2.9 Any user has the facility to print quality documents locally. All printed Business Management Manual; and business processes and work instruction documents from this source bear a footer annotation “This document is UNCONTROLLED if printed”.

2.10 The Quality Manager will prepare a hard copy of all appropriate system documents for the purpose of audit as and when required, these documents will be destroyed after use. Where electronic media is used to store documents the superseded document will be maintained on the system but access is restricted.





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3. Customer Drawings, National/Customer Standards, and Specifications

3.1 Customer Drawings

3.1.1 Customer drawings are received into the company in either electronic or hard copy format.

3.1.2 CAD format drawings are checked and entered onto the Stauff System.

3.1.3 Any superseded drawings will be stored in archive on the Stauff System with restricted access which prevents issue.

3.1.4 Hard copy drawings are checked, scanned and input into Stauff System electronically, the hard copy is then destroyed.

3.1.5 Changes to customer drawings will be controlled by Drawings Control Form STAF07-04-10.

3.2 Specifications & Standards

3.2.1 National & Customer specifications will be checked and entered onto the Stauff System and filed as :

• Customer • National

3.2.2 Any superseded documents will be maintained on the Intranet with access restricted to the Coordinator.

4. Product Information

4.1 The product information will be formally issued into manufacturing in the following manner.

4.2 Customer (Product Information)

4.2.1 The customer product information (E.g. for Rail) can consist of the following as appropriate, but not limited to:

• Process Flow Diagram • Control Plans • Packaging Standard • Supported by Customer Drawings • FAI • Etc.

4.2.2 To gain approval for a new or an amendment to an existing document, the author will amend the copy in the nominated document on the Stauff Intranet, which will notify the control co-ordinator along with a description of the change. New documents will be assigned a number by the co-ordinator after referencing the master listing.

4.2.3 When all required approvals are obtained the new/amended document saved into the system by the coordinator.

4.2.4 Any significant process changes shall be documented.





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5. Computer Backup

5.1 Quality System

5.1.1 All documents held on electronic media, including but not limited to the Quality Manual, Processes, Forms, Work Instructions and the Product Information are stored on the main server and backed up as described below. Backup copies of all data files are stored in a separate location.

5.2 Computer System

5.2.1 The ViaStore is backed-up to the servers on a daily basis. These back-ups are kept on a rolling 20day cycle until overwritten.

5.2.2 Sap System is backed up daily in Germany.

5.2.3 The I Drive system is backed up Monthly and the data stored in fire proof room.

6. Records

6.1 Records are stored and maintained in a suitable environment in a manner that will minimise damage and deterioration and to prevent loss. Record archives will be located on site.

6.2 The Quality Manager retains a master list of all required records on the Documentation Control System

6.3 Quality records will be retained for a minimum period of 3 years and some records will be kept for 40 years as specified by some customers in their contract. Disposal methods will be subject to customer requirements.