Preparation and Control of Formats

1.0  OBJECTIVE

To lay down a procedure for preparation, revision and control of formats. 

2.0 SCOPE

This procedure is applicable for preparation, revision and control of formats in Company Name

3.0 RESPONSIBILITY

3.1  Prepared by: Executive -Quality Assurance

3.2  Checked by: Sr. Executive -Quality Assurance

3.3  Approved by : Head-Quality Assurance 

4.0  PROCEDURE  

4.1 While writing SOPs there is a need to write extra information. The Extra information shall be given in the form of Annexure.

4.2 Each Annexure shall be identified with unique format number to avoid confusion. The format numbering system shall be as follows

IIII/QA/F/XX/000-00

‘IIII’ indicates Company Name

‘QA’ indicates Quality Assurance

‘F’ indicates format

‘XX’ indicates Department code

‘000’ indicates serial Number (starts from ‘001 to 999’)

‘00’ indicates superseded number (starts from ’00 to 99’)  

4.3The Department Codes are given below  

Department	Code
QA	Quality Assurance
QC	Quality Control
PR	Production
MT	Maintenance and Utilities
WH	Warehouse
AD	Administration
PC	Purchase

4.4 Issuance of Formats

4.4.1 Issue the Formats after taking the photocopy from the ‘MASTER COPY’ and keep ‘CONTROLLED COPY’ and issued by stamp along with sign and date. The issued by stamp shall be in blue colour.

4.5  Revision of Formats

4.5.1  When the Changes are to be made to the formats, revise the formats and change the superseded number ‘00’ to 01’ and so on.

5.0 ABBREVIATIONS

5.1 SOP- Standard operating procedure           

6.0  ANNEXURE

6.1  Annexure-1: Format Issuance record 

 7.0  CHANGE HISTORY