Department of Education - Division of Calamba City

CALAMBA INTEGRATED SCHOOL

Code :
Manual Title: Standard Operating Procedure
Rev. No. : 00
Date:
Document Name: DOCUMENT CONTROL Page No : 1 of 11

Reviewed by: Approved:

ALEXANDER B. GERONA, Ed.D. ELSA D. PAGULAYAN, Ph.D.
Quality Management Representative School Head

AUTRORIZATION
REVISION HISTORY
Revision Revision Content(s) Initiated by Effective Date
No.

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 Department of Education - Division of Calamba City
CALAMBA INTEGRATED SCHOOL
Code :
Manual Title: Standard Operating Procedure
Rev. No. : 00
Date:
Document Name: DOCUMENT CONTROL Page No : 2 of 11

SECTION 2. PURPOSE
To establish a consistent process for controlling the documented information required to maintain
quality management system. To provide document template in ensuring that the electronic file of
the document is standard among the top management, quality management representative, and
all ISO team.

SECTION 3. SCOPE
To ensure that the documented information including all documents of internal & external origin, is
controlled with respect to approval, distribution, revision etc.

SECTION 4. DEFINITION OF TERMS

4.1 Code – is the alpha numeric value assigned to controlled documents and shall follow below
pattern
4.2 Controlled Copy - This refers to the document which kept and retained by the document
control personnel.
4.3 Disposal - This refers to the act of tearing the obsolete documents.
4.4 Documented Information - This refers to the records and documents kept by the document
control personnel.
4.5 Logbook - This refers to the written record of the approved document.
4.6 Masterlist - lists of electronic files of the approved documents/letters.
4.7 Obsolete Copy - Superseded, no longer applicable and not relevant documented information.
4.8 Quality Management Representative (QMR) - This refers to the personnel who supervise the
International Organization for Standardization (ISO) being practiced in the school.
4.9 Standard Template. This refers to basic format being used in every document.
4.10 Uncontrolled Copy – This refers to the document with which a copy can be reproduced with
the approval of document control
4.11 Revised Document - This refers to the document that is that has been changed.

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 Department of Education - Division of Calamba City
CALAMBA INTEGRATED SCHOOL
Code :
Manual Title: Standard Operating Procedure
Rev. No. : 00
Date:
Document Name: DOCUMENT CONTROL Page No : 3 of 11

SECTION 5. PROCEDURE DETAILS

5.1 General Document Control Policies for Coding and Revision
5.1.1. Examples of Calamba Integrated School documented information are:
 Quality Policy Manual
 Reports
 Standard Operating Procedures
 Work Instructions
 Forms
5.1.2. Quality Manual and our operating procedures are maintained as pdf files for the
convenience of top management, quality management representative, and all ISO team.
5.1.2. The format for generating any given form, and the media required (paper or electronic) is
documented in the Document Masterlist.
5.1.3. Documents are protected from unauthorized or unintended changes by passwords.

5.2 General Document Control Policies for Requesting Controlled Document

5.2.1. Examples of Calamba Integrated School controlled documented information are:
 Quality Policy Manual
 Reports
 Standard Operating Procedures
 Work Instructions
 Forms
5.2.2. Quality Manual and our operating procedures are maintained as pdf files for the
convenience of top management, quality management representative, and all ISO team.
5.2.2. The format for generating any given form, and the media required (paper or electronic) is
documented in the Document Masterlist.
5.2.3. Documents are protected from unauthorized or unintended changes by passwords.

6.2 DOCUMENT IDENTIFICATION/NUMBERING

6.2.1. The documents required for our QMS are assigned code numbers by the document control
personnel.

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 Department of Education - Division of Calamba City
CALAMBA INTEGRATED SCHOOL
Code :
Manual Title: Standard Operating Procedure
Rev. No. : 00
Date:
Document Name: DOCUMENT CONTROL Page No : 4 of 11

6.2.2. To ensure that all documents are uniquely identified, Document Numbers are further
distinguished by sequential Document Identification Numbers. e.g. 1, 2, 3.
6.2.3. The Document Masterlist should be reviewed as appropriate to ensure that document
numbers are not duplicated.

7.3 DOCUMENT FORMATTING

7.3.1. Quality system operating procedures have the following information in the header:

PROCESS FLOW CHART INITIATOR DETAILS

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 Department of Education - Division of Calamba City
CALAMBA INTEGRATED SCHOOL
Code :
Manual Title: Standard Operating Procedure
Rev. No. : 00
Date:
Document Name: DOCUMENT CONTROL Page No : 5 of 11

START

Submitting of document/letter Initiator Submits the document

Document Control Assigns code/reference

Assigning of Code/Reference Personnel

Reviews the
Reviewing of the completeness Document Control
completeness of the
of the document/letter Personnel
documented information
where:

1. Properly coded
Is the 2. Template or
document/letter format was
NO complete with followed
required 3. Duly signed by
information? the initiator

YES

Forward the Document control Forwards the

document to QMR personnel reviewed document
for approval to QMR

QMR Receives the

Receiving and reviewing of document/letter and
document/letter reviews if it complies to
the relevant Dep-Ed
memorandum and
statutory requirements
Is the
Document/letter
approved? NO
Forwards the approved
document/letter to the
School Head.
YES

Signs the
School Head document/letter by
Signing of document/letter
affixing signature.

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 Department of Education - Division of Calamba City
CALAMBA INTEGRATED SCHOOL
Code :
Manual Title: Standard Operating Procedure
Rev. No. : 00
Date:
Document Name: DOCUMENT CONTROL Page No : 6 of 11

Routing and Distributing of Releases

document/letter Document Control
document/letter to
Personnel
different areas for
distribution.

Revised

document/letter

YES NO

Disposal of obsolete Updating of Disposal of the

document masterlist Area obsolete
document/letter
and updating of the
masterlist

END

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 Department of Education - Division of Calamba City
CALAMBA INTEGRATED SCHOOL
Code :
Manual Title: Standard Operating Procedure
Rev. No. : 00
Date:
Document Name: DOCUMENT CONTROL Page No : 7 of 11

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 Department of Education - Division of Calamba City
CALAMBA INTEGRATED SCHOOL
Code :
Manual Title: Standard Operating Procedure
Rev. No. : 00
Date:
Document Name: DOCUMENT CONTROL Page No : 8 of 11

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 Department of Education - Division of Calamba City
CALAMBA INTEGRATED SCHOOL
Code :
Manual Title: Standard Operating Procedure
Rev. No. : 00
Date:
Document Name: DOCUMENT CONTROL Page No : 9 of 11

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 Department of Education - Division of Calamba City
CALAMBA INTEGRATED SCHOOL
Code :
Manual Title: Standard Operating Procedure
Rev. No. : 00
Date:
Document Name: DOCUMENT CONTROL Page No : 10 of 11

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