Document management system for food production enterprises

1. Purpose

This system is specially formulated to ensure that the documents related to the operation of the enterprise's quality management system are controlled and that all places of use can obtain the valid version of the corresponding documents.

2. Scope of application

This system is applicable to the management of all documents related to the quality management system of the enterprise.

3. Responsibilities

3.1 The Enterprise Management Department is the centralized management department for document control, responsible for the issuance and management of management documents and technical and operational documents;

3.2 Each department is responsible for the preparation and control of various documents related to its department;

3.3 The Enterprise Management Department is responsible for the collection, filing, issuance and tracking of external documents.

4. Work procedures

4.1 Classification of documents

4.1.1 Quality management documents

Quality manual: a program document guiding the quality behavior of the enterprise; a.

Quality management procedures, management system: Documents that explain the company's regulations on each quality management process, clarify the purpose, scope, responsibilities of each department and specific work procedures;

4.1.2 Technical documents: raw material quality standards, product technical standards, process specifications, job instructions for each process, process hygiene implementation details, inspection method standard instrument equipment operating procedures, inspection plan, inspection acceptance rules and other technical operation documents;

4.1.3 External documents: including the company's applicable laws, regulations, rules and relevant national, industry standards and foreign standards, accepting standards, materials, specifications, etc. provided by customers

4.2 Preparation, review and approval of documents

4.2.1 Document preparation: various documents are prepared by personnel organized by each department in charge, and the quality manual, quality policy and quality objectives are proposed by the general manager.

4.2.2 Approval of documents

4.2.2.1 Document approval personnel are responsible for the applicability and effectiveness of documents.

4.2.2.2 The approval department or personnel has the right to return documents that do not meet the requirements to the drafting department for re-revision after indicating the reasons.

4.3 Issuance of documents

4.3.1 According to the scope of use of the document, the document management department shall determine the scope and quantity of issuance in the "Document Issuance Approval Record Form"

4.3.2 Identification of controlled documents before issuance

Approved management, technical, and external documents shall be stamped with the "controlled" seal by the issuing department, and the distribution number shall be noted. The issuance record shall be kept for easy traceability.

4.4 Document changes

4.4.1 Change the document: directly make changes on the original document, change the page of the changed part of the original document, and change the version of the original document.

4.4.2 When inapplicable clauses are found during use, the using department may apply for changes. Fill in the "Document Change Application" form, indicate the proposing department, document name, reason for number change, original content of the document, suggested changes, etc., and report to the original document preparation department, which shall approve it according to regulations.

4.5 Document destruction

4.5.1 When a controlled document is invalidated or expired, the document management department shall promptly retrieve it from all issuing or using sites and make a record

4.5.2 If the invalidated document has reference value and needs to be archived, it should be stamped with the "invalidated" stamp.

4.5.3 The invalidated documents shall be destroyed in a centralized manner, reported to the original document approver for approval, and the destruction record shall be made

4.6 Daily management of documents

4.6.1 The departments and personnel using the documents shall not arbitrarily alter or damage the documents, and loss is not allowed.

4.6.2 Without the permission of the document issuing department, users are not allowed to copy the documents privately, let alone lend them out.

4.6.3 The department compiling the documents is the archiving department of the documents. The archived documents should pay attention to fire prevention, moisture prevention, moth prevention and theft prevention, keep the documents clear and easy to consult.4.6.4 For various time-sensitive documents, temporary documents, such as various plans, process notifications, etc., they shall be controlled according to the period of use, and expire automatically.