Efren Alvarez Galapon
Manager, Corporate Qualtiy, Health & Safety, Environment
Mobile Business Company Ltd.
Riyadh, Saudi Arabia
Mobile: +966 54 805 46 15
One of the six mandatory procedures of ISO 9001:2008 is Document Control.
The ultimate objective of this procedure is to establish a system or methodology that assigns unique codes to individual documents that form part of the quality management system.
This code is composed of numbers (numeric), letters (alphabetic), or a combination of letters and numbers (alpha-numeric). An example is: QM-BP-01 (this code is explained fully below).
Examples of a document are: a documented company Policy, Procedure, Business Process, Work Instruction Instructions, Manuals, Audio Tape, CD, among other.
Section 4.1. General requirements of ISO 9001:2008, states:
4.1 General requirements
The organization shall establish, document, implement and maintain a quality management system and continually improved its effectiveness in accordance with the requirements of this International Standard.
The organization shall
a) determine the processes needed for the quality management system and their application throughout the organization . . .,
b) determine the sequence and interaction of these processes,
c) determine criteria and methods to ensure that both the operation and control of these processes are effective,
d) ensure the availability of resources and information necessary to support the operation and monitoring of these processes,
e) monitor, measure where applicable, and analyse these processes, and
f) implement actions necessary to achieve planned results and continual improvement of these processes.
The source of the unique Codes
All unique codes assigned to documents associated to the quality management system are rooted in the company’s organization chart. Figure 1 shows the functional organization chart of Middle East International Construction Company Ltd. (MEICC), an imaginary company. It is emphasized that a functional organization chart identifies the various functional units or departments and sub-units (sub-processes) of the organization. As such, each department must be unique, that is, without duplicate.