1.0 Objective
To define the procedure for controlling the creation, revision, and publishing of the documents that are related to the quality management system of Infiniti-O.
Ensure that the documents are reviewed and approved before publication and implementation.
2.0 Scope
This procedure applies to all internal and external documentation related to Infiniti-O's quality management system. It covers the Quality Manual (QM), Company Policies and Procedures (CPP).
Publishing documents refers to posting them to Zohodesk. Document archiving is covered in the Systems and Data Backup procedure (CPP-IT-1401). Creating Work Instructions (Manual) is covered by the process documentation policy.
3.0 Provisions
In adherence to the Quality and Information Security Management System, every LOB is required to maintain comprehensive documented information to ensure effective risk management, data security, and continuous improvement.
4.0 Responsibility
The preparation and revision of both support services and project-specific documents are the responsibility of the designated Process Owner.
Compliance is responsible for reviewing and approving the support service(s) process and external documents before publishing and implementation.
Process owners are responsible for publishing the approved documents to Zohodesk and Compliance for archiving of documents.
Functional department heads identify new policies, processes, or procedures to be created or documents to be revised.
Operations is also involved in ensuring the implementation of these policies and procedures.
5.0 Document Approval
6.0 Frequency – Document/s should be reviewed at least once annually and revised when necessary.
7.0 Distribution – The documents are created, updated/revised, owned, and released by relevant leaders for each department.
8.0 Document Control
8.1 Process
8.1.2.1 All documents shall have a version number starting with “1.0” and incrementing by ‘1’ for each major change and by 0.1’ for minor updates to the existing version. For further details, please refer to 8.1.6.1 Document Naming Convention.
8.1.2.2 Each version shall indicate its Revision Date.
8.1.2.3 The list of documents with the latest Version, Revision Date, and Revision History shall be maintained in the policy tracker.
8.1.2.4 For revised documents, the functional department making the changes shall ensure the following:
8.1.2.4.1 Authorized personnel from the originating function shall suitably amend the concerned document. Changes to documents shall be verified and authorized by the current authorized function head.
8.1.2.4.2 The reviewer knows the scope of the change (i.e., add, delete, or change) by highlighting the “text font” changed area using a unique color(i.e., red, yellow, etc.) and saving it during the release process.
8.1.2.5 The functional department head shall ensure the following before seeking approval:
8.1.2.6 Electronic file name adheres to the naming convention stipulated in.
Example: Revision – CPP-Infinit-O-0001_Control of Documents_V2 - A
8.1.3 Document Review
8.1.3.1 Company policies and procedures are sent to Compliance for review and initial approval.
8.1.3.2 The compliance team shall ensure alignment with the ISO standard before final approval and release. Below are the guidelines for the review.
8.1.3.2.1 Verification that the changed item/s meet Infinit-O QISMS requirements.
8.1.3.2.2 A reference number has been assigned to the new document/s, and the correct reference number/s is assigned to the revised document/s.
8.1.3.2.3 The header of the documents contains the following
information:
8.1.3.2.3.1 Infinit-O logo
8.1.3.2.3.2 Title of the document
8.1.3.2.3.3 Reference Number
8.1.3.2.3.4 Document Version
8.1.3.2.3.5 Document preparer’s name.
8.1.3.2.3.6 Approving head/personnel
8.1.3.2.3.7 Date of creating the document: MM/DD/YYYY
8.1.3.2.3.8 Date of final approval: MM/DD/YYYY
8.1.3.2.3.9 Sheet x of x
8.1.3.2.3.10 Document file name following the “Document Naming Convention” clause.
8.1.4 Mechanism for Document Approval
8.1.4.1 The document owner who made changes shall then seek approval from their relevant approving authority as defined in the approval matrix.
8.1.4.2 Once final approval has been secured, the new/revised document shall be forwarded to Compliance for document control.
8.1.5.2 Announcement will be released to Infinit-O team members about the approved new/revised document.
8.1.5.3 For company policies and procedures, all updated/revised documents will be uploaded and published in ZOHO Services for easy access and reference of the document for specific departments. The relevant document owner or department shall upload policies and procedures to Zohodesk.
8.1.5.3 When publishing company policies and procedures, categorize the Display permission of the following:
Agents only - Team Members in the same department
Registered Users - Infinit - Team Member with Zoho Services Access
All users - IO Support Portal Access
8.1.6 Document Control
8.1.6.1 Document Naming Convention Administrative Use
The document-naming format is as follows: <quality system document>_<company or team code>_<document number>_<version number>.<file extension> Wherexxxx - is the document number; the first 2 characters can be the sequence number of the super-process and the next 2 characters can be the sequence number of the sub-processes, i.e. 0101, 0102, 0103, 0201, 0202, etc.
Where:
<quality system document>-ISO: Standard ISO document (external in origin)
QISM - Quality and Information Security Manual
CPP - Company Policies & Procedures Manual
WI - Work Instructions Manual IOM - Infinit-O Makati
IOL - Infinit-O Legazpi
IOI - Infinit-O, Inc.
FA - Finance & Accounting Team HR - Human Resources Team
IT - Information Technology Team SSP - Support Services &
Procurement Team
SSG - Strategic Solutions Group - Compliance
Where:
<version number> - V” + revision number, i.e., V5 for version 7.doc for the Quality Manual and <file extension> - Procedure “.vsd” for the Work Instructions
Example: CPP-INFINIT-O-0001_V1.doc
8.1.7 Version Control – to ensure that tenured and new members of the team are abreast with the changes that the policy/document has gone through, a version control table must always be in place before the document starts, and if any changes are made. The version control shall have the following essential elements. An example is indicated in Table 1 below.
8.1.7.1 Version – In the table below, the first column shall indicate the version number for any major changes made to the documents. It shall follow this format “x.x” where “x” indicates numbers. The first “x” shall indicate the final and approved version number, while the second “x” shall only be updated from 0 to 1, 2, 3 etc. when incremental or minor revisions have been made.
8.1.7.1.1 Version Numbering
8.1.7.1.1.1 Minor Revisions—these shall include small changes such as spelling, grammatical corrections, rewording, or any other changes where no approval shall be necessitated. When minor revisions are made, the decimal number on the version number shall be updated following the number before the changes were made. Hence, from version 1.0 to version 1.1, etc.
8.1.7.1.1.2 Major Revisions – these shall include big changes such as updating of processes, removal or complete overhaul of provisions, or statements, and when the document requires reapproval. When major changes have been made, the first number shall be changed by adding an increment of 1. Hence, from version 1.0 to version 2.,0 etc.
8.1.7.2 Author – the column shall indicate the author who made the major changes.
8.1.7.3 Date – the column shall indicate the date when the changes were made.
8.1.7.4 Change – the column shall indicate details of changes in the document(s) for traceability.
8.1.7.5 Approval – the column shall contain the signature/name of the relevant approving \personnel.
8.1.7.6 Control of Obsolete Documentation
8.1.7.6.1 When new documents are released, Legal and Compliance shall be responsible for updating the document master list (policy tracker) and archiving obsolete items from storage, and transferring them to the obsolete or history folder.
8.1.7.6.2 Obsolete or earlier revision of the document shall be marked or stamped with “Obsolete” to suitably identify to users that the item is not the most current version.
8.1.7.6.3 Retaining Obsolete documentation is allowed as long as it is clearly marked/stamped “Obsolete”.
8.1.8 Retention of Documents
8.1.8.1 All documents are identified, stored, and retained until their next revision/version.
8.1.9 Quality Assurance
8.1.9.1 The Internal Audit team shall audit this process as scheduled.
9.0 References:
9.1 ISO 9001:2015
9.2 ISO 27001:2022