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: GSCWD-QP-DCC-001
Control of Documented Revision Level : Ø
Information Procedure Page : Page 2 of 12
1.0 OBJECTIVE
The purpose of this procedure is to establish and maintain an effective and systematic control of all
internal and external documented information that concerns and affects the implementation of Quality
Management System of the GENERAL SANTOS CITY WATER DISTRICT to demonstrate compliance with
documented QMS and ISO 9001:2015 requirements.
2.0 SCOPE
This procedure is applicable to all Quality Management System documents, data and records generated
in the process of implementation of ISO 9001:2015 requirements of GENERAL SANTOS CITY WATER
DISTRICT.
Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED
COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)
for your updated copy.
Document No. : GSCWD-QP-DCC-001
Control of Documented Revision Level : Ø
Information Procedure Page : Page 3 of 12
3.15 External Records – records received from external parties such as customers and suppliers, and
are being maintained by the organization.
3.16 DCC – it is the acronym of Document Control Custodian.
3.17 Organization – shall refer to the GENERAL SANTOS CITY WATER DISTRICT.
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Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED
COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)
for your updated copy.
Document No. : GSCWD-QP-DCC-001
Control of Documented Revision Level : Ø
Information Procedure Page : Page 4 of 12
Document
Shall submit the accomplished and approved
Review Request
Originator Document Review Request and Registration
Submission and Registration
Form attached with the final document to DCC.
Form
Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED
COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)
for your updated copy.
Document No. : GSCWD-QP-DCC-001
Control of Documented Revision Level : Ø
Information Procedure Page : Page 5 of 12
Note:
Refer to Figure 5 “Document Distribution List”.
End
Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED
COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)
for your updated copy.
Document No. : GSCWD-QP-DCC-001
Control of Documented Revision Level : Ø
Information Procedure Page : Page 6 of 12
Start
End
Start
Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED
COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)
for your updated copy.
Document No. : GSCWD-QP-DCC-001
Control of Documented Revision Level : Ø
Information Procedure Page : Page 7 of 12
DCC
Shall retrieve the obsolete controlled copy upon
Document
Retrieved issuance of the revised document.
Distribution,
Document Concerned Retrieval and
Shall surrender to DCC the obsolete controlled
Department / Disposal Form
copy.
Division
Shall dispose the retrieved controlled copy by
shredding or crossing-out the printed side if it
will be re-used as scrap paper. DCC shall cross
Disposal
out the document per page prior using as scrap
Obsolete
DCC paper.
Controlled Copy
Shall confirm disposal of document by crossing-
out the distribution in the Document
Distribution, Retrieval and Disposal Form.
Shall stamp “Obsolete Copy” on the obsolete
Stamp Original original copy.
Obsolete Obsolete
DCC
Document Note: Refer to Figure 3 “Kinds of DCC Stamps” Original Copy
and Figure 4 “Classification of Use of DCC
Stamps”.
Dispose the
Obsolete Original Shall dispose the original document by
DCC
Document shredding.
End
Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED
COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)
for your updated copy.
Document No. : GSCWD-QP-DCC-001
Control of Documented Revision Level : Ø
Information Procedure Page : Page 8 of 12
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Approval of List of Department / Shall approve the Master List of Records prior to Master List of
Records Division Heads registration to the DCC. Records
Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED
COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)
for your updated copy.
Document No. : GSCWD-QP-DCC-001
Control of Documented Revision Level : Ø
Information Procedure Page : Page 9 of 12
Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED
COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)
for your updated copy.
Document No. : GSCWD-QP-DCC-001
Control of Documented Revision Level : Ø
Information Procedure Page : Page 10 of 12
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Forwarding of Concerned
External Shall forward the external documents to the
Department /
Documents Document Controller for registration.
Division
End
6.5 Labeling
6.5.1 The Concerned Department / Division / Section shall label the records file according to
the following format:
(1) Record Title (3) (4) Maintenance Preservation
Period period
(2) (5) (6)
1) Logo of the organization
2) Title of Record
3) Year record was created
4) Records Owner (refer to 6.7.1 DCC document identification control)
5) Maintenance period as determined in the Master List of Records
6) Preservation period as determined in the Master List of Records
Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED
COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)
for your updated copy.
Document No. : GSCWD-QP-DCC-001
Control of Documented Revision Level : Ø
Information Procedure Page : Page 11 of 12
GSCWD - - -
Series No.
Dept. Code
1) Four (4) digits can be assigned for document number if it exceeds from three
(3) digits.
Example:
GSCWD– QP – ADM – 001
1) Four (4) digits can be assigned for document number if it exceeds from three
(3) digits.
2) Assignment of Form Number (forms that emanated / created by any of the
departments of the GENERAL SANTOS CITY WATER DISTRICT)
Revision No.
Series No.
Department Code
Examples:
(1) DCC – 001 – Ø
Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED
COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)
for your updated copy.
Document No. : GSCWD-QP-DCC-001
Control of Documented Revision Level : Ø
Information Procedure Page : Page 12 of 12
Departments/Office/Functions Code
6.5 Reports
Reports Frequency Responsible
Master List of Registered Every revision of
DCC
Documents documents
Registration Mark: Distribution Mark: This document is updated and controlled if it bears the red “CONTROLLED
COPY” stamp. Otherwise, please refer to the Document Control Center (DCC)
for your updated copy.