Instructions for Control of Quality Documents

Purpose

To define the process, roles and responsibilities for control of quality records and for identifying, collecting, indexing, filing, storing, maintenance and disposal of these records.

Scope

This procedure covers the 4.2.4 requirement of the AS9100 and ISO 9001:2008, and all records pertaining to processes and activities under the scope of the Quality Management System.

Responsibility

The departments, as listed below, will be responsible for retaining the manuals, procedures, instructions, records, forms and all quality management system documentation.

Related Document

  • L-GL-002 Controlled Documents List
  • P-QA-003 Control Of Quality Documents

Process

Both external and internal records shall be collected, retained and maintained for the minimum time specified by the departments in the following appendixes:

Appendix 1 – Accounting
Appendix 2 – Engineering, General
Appendix 3 – Human Resources, Information Technology, Machining, Maintenance
Appendix 4 – Manufacturing
Appendix 5 – Order Entry, Purchasing
Appendix 6 – Quality Assurance
Appendix 7 – Sales, Tooling

Identification

All records identified within the PMF Industries manufacturing quality management system shall be identified via their Document Identification Number and Title, their procedure or by their quality/work instructions.

Storage and Protection

All records shall be properly maintained and stored in suitable storage devices to provide a safe and dry environment for their preservation.

Disposition

All quality management system records shall be dispositioned and or purged from their storage devices only after they have been retained for the minimum period specified. It is at the discretion of the responsible departments that these records be discarded. The responsible departments do not have to review the records according to any schedule. They may keep the records beyond the minimum retention time specified. When records are discarded they are destroyed in the appropriate manner.

  • The quality management system records shall be made available upon request from any customer or auditor needing to evaluate them.

APPENDIX 1

Accounting
Current Year

Document
PR Labor Edits Copy

3 Year Retention

Document
Weekly Employee Time Cards
Overtime Worksheet Accounting
Old Corp Insurance Information
Absence Reporting

7 Year Retention

Document
Stock Records
Canceled Checks
A/P Invoices
Bank Statements
Deposits
Tax Forms
Payroll Registers

10 Year Retention

Document
Dec Balance Sheet
Dec Income Statement
Journal Entrie

APPENDIX 2

Engineering
15 Year Retention

*20 year retention required for Williams International
*30 year retention required for PWC, Life of Program for Rolls Royce

Document
Management Review Minutes
Change Order/Specification Form
ASME Code Calculations
ASME Data Report (copy)
Certificates of Conformance/Compliance (Electronic)*
Certificates of Conformance/Compliance (Signed)*
Internal Engineering Documents
Material Certifications


Permanent

Document
Customer Drawings
Performance Qualification Record
PMF Master Drawings

General
Permanent

Document
Memo – General

APPENDIX 3

Human Resources
3 Year Retention

Document
Monthly Training Sign-off Sheets
Yearly Vacation Selection

7 Years After Separation

Document
Employee Reviews, Appraisals & Evaluations
Employee Competency Records
Employee Training Records
Orientation Check Lists
Employee Sign–Off Sheets
Confidentiality Form (Employees)
Employee Accident Reports

Permanent

Document
Old Personnel Records

Information Technology
15 Year Retention

Document
Production Detail Report

Machining
10 Year Retention

Document
Set-up Sheets
CNC Programming Work Orders

Maintenance
5 Year Retention

Document
Machine Repair Information

APPENDIX 4

Manufacturing
3 Months Retention

Document
Labor Activity Change Form - Planning/Scheduling
Stock In / Stock Out Transaction Form - Planning/Scheduling

1 Year Retention

Document
On-Line Orange “Nonconformance” Tag

3 Year Retention

Document
Operator Maintenance Logs
Closed Jobs Notification - Planning/Scheduling
Logs & Records - Electropolish

5 Year Retention

Document
Welder’s Performance Log
Welder Qualification Record

7 Years After Seperation

Document
Welder Evaluations

10 Year Retention


Document

Set-up Sheets - Flowform
Set-up Sheets - Welding
Set-up Instructions – Trim
Grinding Instructions - Polish
Inventory - Planning/Scheduling

15 Year Retention
*30 year retention required for PWC, Life of Program for Rolls Royce

Document
Cut Sheets*
Dimensional Data Records (DDR)*
Planning Worksheet - Planning/Scheduling
Stamped Customer Order - Planning/Scheduling
Blank and Shear Log - Press

Permanent

Document
Waste Disposal Records

APPENDIX 5

Order Entry
5 Year Retention

Document
Bill of Lading
Completed Customer Orders – Order Entry
Informal Order Sheet Form
UPS Reports

15 Year Retention
*30 year retention required for PWC, Life of Program for Rolls Royce

Document
Completed Customer Orders – Job Folder*

Purchasing
Current Year Retention

Document
Yellow PO Copies

1 Year Retention

Document
Request for Quote – In house
Request for Quote - Outside

3 Year Retention

Document
Supplier Self-Evaluation Questionnaire

10 Year Retention

Document
Factory Supply Re-order Sheet
Approved Supplier List
Purchase Orders
Confidentiality Form (Sub contractors & vendors)

Permanent

Document
Terms and Conditions

APPENDIX 6

Quality Assurance
1 Year Retention

Document
Reject Tag (orange)

3 Year Retention

Document
Quality Audit Reports
Liquid Penetrant System Checks & Records
Operation Compliance Audit Check Sheets
Rockwell Hardness Tester Log
Hamilton Sunstrand Level III Audit Checklist
NDT Qualifications, Records & Checklists
Inspection Stamp Control Record Forms
Tam Calibrations
Liquid Penetrant System Dryer Calibration Forms
Audit Check Sheets
Liquid Penetrant Examination Reports for Sensitivity Level 2 – Medium
Liquid Penetrant Examination Reports for Sensitivity Level 3 – High
Quality Audit Requests
Quality Audit Plan
Audit Form
Process Audit Schedule Form

7 Years After Separation


Document
Certificate of Qualifications
NDT Inspection Personnel Identification

10 Year Retention


Document

All Report Logs
Corrective & Preventive Action Reports
CPAR database

15 Year Retention
*30 year retention required for PWC, Life of Program for Rolls Royce

Document
Discrepancy Reports
Certified Material Test Reports (CMTR’s)*
Hydro Test Reports
PT Technique Sheets
Return Goods Evaluation
Final Inspection & Assembly Checklists*
PMF drawings (QA copy for Job)*
Business Management Flowchart
Supplier Quality Certifications and Documentation*

30 Year Retention

Document
PWC PMF TCS

Life of Equipment

Document
Calibration Records
Thread gage Calibration Record
Pin Gage Calibration Record

Permanent

Document
Controlled Documents List

APPENDIX 7

Sales
5 Year Retention

Document
PMF Quotes

15 Year Retention

Document
Order Requirements & Documentation

Tooling
3 Year Retention

Document
Tool Maintenance Record