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SP 11 - Control of Records 2

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15 views

SP 11 - Control of Records 2

Uploaded by

Angelo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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Mondipak Epping

A division of MPSA
Control of Records
Revision 00 Doc No: SP 11 Reviewed By: FC. Engelbrecht
Owned By: JB Steenkamp
OHSAS 18001:1999 Clause 4.5.3 Approved By: JB Steenkamp
Effective Date: 31 July 2006
Signature:

Document Revision Control


Rev. no Page no Changes Effected Date of Change

1. Purpose

Ensures that all the following requirements are maintained:


 All current record forms are dated and bear a unique identification number.
 Records are safely stored, easily retrievable, legible, updated and identified.

2. Scope

Ensures that all records generated which pertain to the activities; products and services related to
Mondipak Epping H&S MS.

3. Responsibility

Position Responsibility
 Establish and maintain the systems documentation relevant to Mondipak’s H&S MS;
 Ensuring that all new system document procedures are presented for approval prior to
distribution or publication;
 Ensure that the correct versions of the relevant system control documents are
SHEQ Manager available where operations relevant to the effective functioning of the H&S MS are
performed;
 Ensure that all obsolete systems documents are removed from circulation;
 Liase with Department Heads / Managers to establish the appropriate retention
periods for all H&S MS documents;
All department heads  Filing records.
 Submitting these records to the Auditor as required.

4. References

Document Type Reference


Informative and Supporting  Forms Manual
Documentation
 SP 09 (Operational Control)
 SP 10 (Control of Documents and Data)
Procedures
 SP 12 (Monitoring and Measurement)
 SP 15 (Non-Conformance, Corrective and Preventative Action)

5. Procedure
NB: All printed versions of this document are uncontrolled copies unless signed by the General Manager
Control of Records Page 1 of 2
/conversion/tmp/activity_task_scratch/746364180.doc
Mondipak Epping
A division of MPSA
Revision 00 Doc No: SP 11 Reviewed By: FC Engelbrecht
Owned By: JB Steenkamp

No Person/s Resp.
1. General
1.1. Record forms are completed test results, readings or actions responsible
Staff
for that specific task.
2. Record Retention
2.1. Records are stored in cabinets and files in order to prevent damage or
Department Heads
deterioration
2.2. Cabinets, files and lever arch files are indexed and the contents identified. Department Heads
2.3. All long-term records, such as training, legal records and registers, internal
Department Heads
monitoring etc, are sent to archive.
2.4. Back-up disks are positively identified with the description of the contents
IT Department
and the date or period.
3. Forms Issue
3.1. All forms are to be the current approved issue. SHEQ Manager
3.2. The document number, title, date are recorded in the form. SHEQ Manager
3.3. The SHEQ Department may only issue a new form; all copies of the old SHEQ Manager
form are to be withdrawn with one reference hard copy being placed on file.
3.4. A master copy of the latest record form is maintained. SHEQ Manager

NB: All printed versions of this document are uncontrolled copies unless signed by the General Manager
Control of Records Page 2 of 2
/conversion/tmp/activity_task_scratch/746364180.doc

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