Free Phone: 1800 128 000 (Aus) / 0800 485 990 (NZ)

International +64 3 348 5999 

Contact Us

Lord Consulting logo-110

Contact Us...

+64 3 348 5999 (Int)
1800 128 000 (Aus)

Lord Consulting - Quality Assurance Manual

Section 05 - Document and Data Control

SCOPE

This section of the Quality Assurance Manual details the procedures for the control of all documents which support the Quality System. Such controls have been implemented to ensure the following:

  1. All documents are reviewed and approved, prior to issue, by authorised personnel.
  2. R2

  3. The pertinent issues of appropriate documents are available at all locations where operations essential to the effective functioning of the Quality System are performed.
  4. Any obsolete documents are promptly removed from use.

CONTENTS

05.01 Control of the Quality Assurance Manual
05.02 Control of Process Procedures
05.03 Control of Forms Related to the Quality System
05.04 Control of Industry Standards and Specifications
05.05 Control of Price Books


05.01 Control of the Quality Assurance Manual

SCOPE

This procedure details the methods used to control Lord Consulting Quality Assurance Manual.

05.01.01

The Quality Assurance Manual is prepared by the Quality Manager. Lord Consulting operates a web-based quality assurance manual viewed under an appropriately-named navigation tab on the home page of the Lord Consulting web site: http://www.avo.co.nz/. All staff of Lord Consulting have ready access to computers and appropriate communication links to permit them to view the quality manual in the normal course of a working day.

05.01.02

Each Section of the Quality Assurance Manual is identified by a unique number that references the one or two digit suffix of the corresponding ISO 9001 Standard e.g. Section 05 in the Quality Assurance Manual refers to Section 4.5 in the ISO 9001 Standard.

05.01.03

Each Section of the Quality Assurance Manual is approved, prior to issue, on a paper-based format by both the General manager and the Quality Manager. This approval is shown and the document controlled by the signatures, in red, of both the General Manager and the Quality Manager on the first page of each Section before being posted to the web site. Appropriate Quality Manual documents are posted to the web site by the Web Master under instruction of the Quality Manager. All copies of the initial paper-based approved documents and amendments are placed in a Master Copy folder held by the Quality Manager. A red "Controlled Copy", plus facsimile signatures of the General Manager and the Quality Manager, and is stamped electronically on the first page of each Section of the web-based quality manual to indicate that it is a controlled copy of the Master Manual. The Quality Assurance Manual is issued in accordance with Section 02 of this Quality Assurance Manual.

R2

05.01.04

Any modifications/revisions to the Quality Assurance Manual are prepared, approved, and issued as in Clauses 05.01.01, 05.01.02 and 05.01.03 and recorded in the appropriate Section of the Master Document List held by the Quality Manager. The Quality Manager conducts a final check on all newly-posted pages to the web-based manual to ensure they are completely-correct facsimiles of the approved paper-based Master Copy.

05.01.05

Identification of modifications/revisions is indicated in the Right Hand Margin, next to the modification/revision, according to the Revision Number at the bottom left of each Page. e.g.

R1

In the event a procedure is completely re-written, re-written text is not identified in the margin but the word "Rewrite" appears after the Revision Number at the bottom left of each page.

05.01.06

The current Revision Status of each Section of the Quality Assurance Manual appears at the bottom left hand corner of each Page.

05.01.07

A Revision History of each Section of the Quality Assurance Manual appears in the Master Document List, held by the Quality Manager.

05.01.08

Obsolete documents are removed from the system as follows:

  1. A secure web-based QAM Archive Folder of obsolete documents is maintained on the Lord Consulting web site. All removed quality manual documentation is posted to the secure site address by the Web master under direction of the Quality Manager. A secure web-based QAM Archive Folder of obsolete documents is maintained on the Lord Consulting web site. All removed quality manual documentation is posted to the secure site address by the Web master under direction of the Quality Manager.
  2. No paper archive is held of cancelled or obsolete documents. Obsolete paper-based documentation removed from the Master Quality Manual is discarded by the Quality Manager upon the verification of the successful archiving of the said documentation.
  3. Details of all new sections issued and posting of removed sections are recorded in the "Tracking Records" section of the web-based QAM Archive Folder.
  4. The Quality Manager informs all staff via memo of any posted changes to the Quality Manual.

05.02 Control of Process Procedures

SCOPE

This procedure details the methods used to control the Process Procedure Manuals of Lord Consulting.

05.02.01

Process Procedure Manuals are prepared by the Quality Manager with the assistance of the relevant Design Leader and the responsible Production Manager of that process. Process Procedures are maintained independently of the web-based Quality Manual.

05.02.02

Each Process Procedure Manual is identified by a unique title as described in Section 02.02.02 of this Quality Assurance Manual.

05.02.03

Each Process Procedure Manual is approved, prior to issue, by both the General Manager and the Quality Manager. On issue, this approval is shown and the document controlled by the signatures, in red, of both the General Manager and the Quality Manager, on the first page of the Master Copy (held by the relevant Production Manager) of each Process Procedure Manual. A controlled photocopy of each Process Procedure Manual is held by the Quality Manager in accordance with Section 02.02 of the Quality Assurance Manual. Control of the photocopied manuals is by a red "Controlled Copy" stamp on the first page of each manual.

R2

05.02.04

Any modifications/revisions to Procedures are prepared, approved and issued as in Clauses 05.02.01, 05.02.02 and 05.02.03 and noted in the appropriate Section of the Master Document List held by the Quality Manager.

05.02.05

Identification of modifications/revisions is indicated in the Right Hand Margin, next to the modification/revision, according to the Revision Number at the bottom left of each Page. e.g.

R1

In the event a procedure is completely re-written, re-written text is not identified in the margin, but the word "Rewrite" appears after the Revision Number at the bottom left of each page.

05.02.06

The current Revision Status of each Procedure appears at the bottom left hand corner of each Page.

05.02.07

A Revision History of each Process Procedure appears in the Master Document List, held by the Quality Manager.

05.02.08

Obsolete documents are removed from the system as follows:

  1. A covering memo, bearing the initial of the intended recipient in the top right hand corner, and detailing the change(s) made, is attached to the Process Procedure Revision. On receipt of the new Process Procedure Manual the obsolete manual is removed, attached to the covering memo and returned to the Quality Manager.
  2. The obsolete Master Copy from the relevant Production Manager is marked "Cancelled" in red, archived and held, in its entirety, by the Quality Manager. The remaining obsolete copy is destroyed.
  3. Details of all new manuals issued and receipt of returned manuals are recorded in the "Master Distribution List / Tracking Record" Folder.

05.03 Control of Forms Related to the Quality System

SCOPE

This procedure details the methods used to control all Forms related to Lord Consulting Quality System.

05.03.01

All Forms in current use by Lord Consulting are controlled documents.

05.03.02

A sample of each Form is held in a paper-based format by the Quality Manager in the Master Forms Folder. Control of these sample forms is by the signature, in red, of the Quality Manager on the reverse of each Form. Each Form's Revision Status is identified by the Revision Number and Date of Issue noted on the reverse of each controlled sample form.

R2

05.03.03

Distribution of Forms is via their posting in an appropriately-identified portion of the Lord Consulting web-based quality manual section of the Lord Consulting web site.

R2

05.03.04

Obsolete forms are removed from the system as follows:

  1. A secure web-based archive of obsolete forms is maintained on the Lord Consulting web site. All removed forms are posted to the secure site address by the Web master under direction of the Quality Manager.A secure web-based archive of obsolete forms is maintained on the Lord Consulting web site. All removed forms are posted to the secure site address by the Web master under direction of the Quality Manager.
  2. No paper archive is held of cancelled or obsolete documents.
  3. Details of all new sections issued and posting of removed sections are recorded in the "Tracking Records" section of the web-based QAM Archive Folder.
  4. The Quality Manager informs designated holders of the Quality Manual via memo of any posted changes to the Quality Manual forms.

05.04 Control of Industry Standards and Specifications

SCOPE

This procedure details the methods used to control all Industry Standards and Specifications related to Lord Consulting Quality System.

05.04.01

Controlled Industry Standards and Specifications are as follows:

Title Description Location
AS/NZS ISO9001:1994 Quality System Standard Chch Office Library
AS/NZS ISO9001:2000 Quality Management System Standard Chch Office Library
AS/NZS 1418.10-1996 Cranes Chch Office Library
AS/NZS 1284.13:2002 Electricity Metering Chch Office Library
AS/NZS 3001:2001 Electrical Installations - Relocatable Chch Office Library
AS/NZS 3002:2002 Electrical Installations-Shows and Carnivals Chch Office Library
AS/NZS 3003:1999 Electrical Installations-Patient areas Chch Office Library
AS/NZS 3004:2002 Electrical Installations-Marinas Chch Office Library
AS/NZS 3008.1.1:1998 Electrical Installations-Selection of Cables Chch Office Library
AS/NZS 3012:1995 Electrical Installations-Construction and demolitions sites Chch Office Library
AS/NZS 3017:2001 Electrical Installations-Testing and Inspection Chch Office Library
AS/NZS 3018:1997 Electrical Installations-Domestic Chch Office Library
NZS 3019 : 2004 Electrical Installations-in service testing Chch Office Library
AS/NZS 3190:2002 Approval and Test Spec-RCDs Chch Office Library
AS.NZS 3760:2003 In-Service Safety Inspection and Testing of Electrical Equipment Chch Office Library
AS/NZS4249:1994 Electrical safety Practices-Film and Video and Television Chch Office Library
ISBN0-477-03585X OSH Guidelines: for the Construction Industry: 1995 Chch Office Library
ISBN-0477-03588-4 OSH 2590 BAA OSH Guidelines: for Commercial and Industrial Premises: 1995 Chch Office Library
The Health and Safety in Employment Regulations 1995 Chch Office Library
Electricity Regulations Compilation 2003 (EWRB Compilation) Chch Office Library
Health and Safety in Employment Act 1992 Chch Office Library
AS/NZS3000:2000 (April 2002... including amendments 1 and 2) Wiring Rules Chch Office Library
SNZ HB 2002:2003 Code of Practice for Working in the Road Chch Office Library
AS/NZS 1284.13:2002 Electricity Metering. In service testing Chch Office Library
EEA Safe Practices for Low Voltage Electrical Work. 2004 Chch Office Library

R2

05.04.02

Controlled copies of all current Industry Standards and Specifications are distributed by the Quality Manager in accordance with the Master Distribution List and Standards/Specifications Tracking Form.

05.04.03

Control of the Industry Standards and Specifications is by the signatures, in red ink, of the Quality Manager. Each Document is identified by the Issue Number and Date of Issue. All details pertaining to the control and identification of the Standard or Specification are recorded on an adhesive white label attached to the front of the publication.

05.04.04

On receipt of a new edition, all previous editions are marked "Cancelled", in red ink, and removed from all points of use. One copy of the obsolete edition is archived in the Chch Office Library.


05.05 Control of Price Books

SCOPE

This procedure details the methods used to control all Price books related to the Lord Consulting Quality System.

05.05.01

All price books currently in use by Lord Consulting are controlled documents. Each book is identical in essential content and contains an Index Section, NZD Trade Price Lists, Policy Documents, and Discount Schedules.

05.05.02

Control and approval of the Index Section, prior to issue, is by the Quality Manager's signature in red on all pages of the Master Copy. All further copies for distribution are photocopies of the master pages, the front page of each copied revision is stamped "Controlled" in red.Control and approval of the Index Section, prior to issue, is by the Quality Manager's signature in red on all pages of the Master Copy. All further copies for distribution are photocopies of the master pages, the front page of each copied revision is stamped "Controlled" in red.

05.05.03

Control of each pricelist is by the signature in red of the Quality Manager at the top right hand corner of a Master Copy. All further copies for distribution are photocopies of the master pages, the front page of each copied revision is stamped "Controlled" in red.

05.05.04

The master pages of both the index and the pricelists, detailed in Sections 05.05.02 and 05.05.03 are placed in the Master Price book held by the Quality Manager.

05.05.05

All pricelists in the price book are prepared by the relevant Product Manager or a designated Product Group Overseer and are double checked at the typing stage prior to copying for issue.

05.05.06

A "working" uncontrolled copy of each pricelist master, the copy being taken immediately prior to the signature being placed upon it by the Quality Manager, is filed alphabetically in the Christchurch Office. This copy is used to prepare further copies for distribution to customers during sales enquiries. Upon preparation of a new list, the obsolete file copy is destroyed and replaced by the new list.

05.05.07

Pricelists are copied in a single colour, white.

05.05.08

All price book contents are uniquely identified by title and date.

05.05.09

Obsolete pages are removed from the system as follows:

  1. A covering memo, bearing the initial of the intended recipient in the top right hand corner, is attached to the new pages. On receipt of the revised pages the obsolete pages are stapled behind the covering memo and returned to the Quality Manager.
  2. One copy is marked "Cancelled" in red, archived and held by the Quality Manager in the "Obsolete Price book Page" Box File.
  3. Details of all new Forms issued and receipt of returned Forms are recorded in the "Price book Tracking Records" Folder.

Copyright © 2014. All Rights Reserved.