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QMS Template Document Data Control

This document outlines the company's procedures for documenting and controlling external documents, internal documents, software, data storage, and backups. It describes setting up spreadsheets to track information about key documents and data, including titles, versions, sources, and change history. Tabs are provided to track external documents, accessed documents, current internal documents, withdrawn documents, software used, data storage locations, and backup procedures. Example entries are included to demonstrate the type of information captured for each category.

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Danang Priambodo
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62 views8 pages

QMS Template Document Data Control

This document outlines the company's procedures for documenting and controlling external documents, internal documents, software, data storage, and backups. It describes setting up spreadsheets to track information about key documents and data, including titles, versions, sources, and change history. Tabs are provided to track external documents, accessed documents, current internal documents, withdrawn documents, software used, data storage locations, and backup procedures. Example entries are included to demonstrate the type of information captured for each category.

Uploaded by

Danang Priambodo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as XLS, PDF, TXT or read online on Scribd
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Document & Data Control - Introduction (Documented Procedure Manual section 4)

This spreadsheet is designed to hold information about key controlled documents and data. It is set out in a number of individual
sheets to cover various types of document or data. Each sheet has example entries included in italics which can be over-written
or kept for guidance. A note about each sheet is given below, access the sheets by clicking on the tabs at the foot of the screen.

Tab Purpose
External Docs Documents held (electrinically or hard copy) that have been sourced externally (i.e. not produced by the Company)
Accessed Docs Documents regularly accessed for information on-line, but not held by the Company
Documents produced by the Company and controlled (such as procedures and standard forms), not documents prepared for
Live Company Docs
each job such as quotes or data packs
Old Company Docs As above, but a list of those documents, or versions of documents that are no longer in use
Software used for generating critical data (such as energy performance or wind load calculations, not software such as
Software
"Microsoft Word" etc)
Data Storage General information on where data generated by the company is stored
Backup Info Information on how frequently backups are made and where backups are held

NRL/PRC/0050 1.0 07.09


External Documents Held

Issue Provider
Document Title Type Reference Status or Author Source Change Tracking

Example - Installer Certification Scheme Requirements PDF MCS 001 2.4 MCS via source
http://www.microgenerationcertification.org/mcs-standards/installer-standards

Example - Requirements for contracts undertaking the supply,


design, installation, set to work commissioning and handover of PDF MIS 3002 3.2 MCS via source
http://www.microgenerationcertification.org/mcs-standards/installer-standards
solar photovoltaic (pv) microgeneration systems
Example - Wind loads on roof-based photovoltaic systems Print BRE Digest 489 May-14 BRE www.brebookshop.com MIS3002 listed publications
Documents Not Held but Accessed Over the Internet
Note: documents will be current at the time they are accessed

Document Title Web Address, or other access information

Example - Building Regulations Approved Document P - Electrical


http://www.planningportal.gov.uk/buildingregulations/approveddocuments/
Safety - Dwellings
Company Documents (LIVE and in use)

Master Approved or Date Approved


Document Title, Filename or Number Type Version Location Author Reviewed by or Last Reviewed Amendment Notes

Updated to cover wind turbine


Example - Company Health and Safety Policy Word 2 M: drive Adam Smith Eve Jones 6/21/2014
activities
Company Documents (WITHDRAWN from use)

Document Title, Filename or Number Type Version Date Withdrawn Amendment Notes

Example - Company Health and Safety Policy Word 1 6/21/2013 Initial issue
Software Used

Date last Checked


Software Title / Purpose Type Version Provider Means of Access for Upgrades

current Dr Valentin Energie


Example - SAP2005 online calculation, solar thermal web based www.valentin.de current when used
when used Software GmbH

Company
Example - SAP2005 online calculation, photovoltaic Jun-11 Own M: drive 6/21/2014
Spreadsheet
Data Generated by the Company

Type of Data Location Held

Example - Performance predictions for PV installations Held in customer folder with quotes
Example - Performance predictions for PV installations Held in folder M:\pv calculations\
Document & Data Backup

Frequency of
Documents or Data Backup Location of Backup

Example - Company Health and Safety Policy Annual Backup on CD held at Adam Smith's house
Example - Performance predictions for PV installations Monthly Backup on CD held at Adam Smith's house
Example - Performance predictions for PV installations Monthly Backup files copied to internat data store on yahoo account

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