DOCUMENTS DOC. NO: MSSS-QP 8.
CONTROL Issue No. 01
Date ;
PROCEDURE Revision No: 00
ISO /IEC 17065
MSSPACE Document Control Procedure
Title: Document Control Procedure
Reference: [Insert Reference Number]
Effective Date: [Insert Date]
Version: 1.0
This Document Control Procedure ensures that MSSPACE maintains effective and compliant
management of documents in accordance with ISO/IEC 17065, supporting the integrity and
transparency of its certification activities.
1. Purpose
This procedure outlines the method for controlling documents at MSSPACE in accordance with ISO/IEC
17065. The goal is to ensure that all documents related to product certification, including policies,
procedures, records, and forms, are properly created, reviewed, approved, distributed, revised, and
archived to maintain their integrity and availability.
2. Scope
This procedure applies to all documents used, stored, and managed by MSSPACE related to product
certification processes, including internal and external documents, and covers both physical and
electronic formats.
3. Responsibilities
Document Control Manager: Responsible for managing the document control system and
ensuring compliance with this procedure.
Department Heads: Ensure that department-specific documents are reviewed, updated, and
controlled in accordance with the procedure.
Employees: Ensure documents are used in accordance with the procedure, including reviewing
and following the latest version of documents.
IT Administrator: Ensures the security, accessibility, and backup of electronic documents.
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DOCUMENTS DOC. NO: MSSS-QP 8.3
CONTROL Issue No. 01
Date ;
PROCEDURE Revision No: 00
ISO /IEC 17065
4. Procedure
4.1 Document Creation and Review
Who: Relevant Department Heads or Document Owners
When: When new documents are needed or when documents require revision.
How:
1. Documents are created by the appropriate department or personnel based on
operational needs and ISO/IEC 17065 requirements.
2. Each document must have a clear purpose and objective and follow a standard template
where applicable.
3. Document drafts are reviewed by relevant personnel, including department heads and
management, to ensure accuracy, completeness, and compliance with applicable
standards.
4. Documents are reviewed periodically to ensure they remain up to date with current
practices, regulations, and standards.
4.2 Document Approval
Who: Certification Manager and Senior Management
When: Before document distribution or implementation.
How:
1. All documents must undergo formal approval by senior management or authorized
personnel before they are considered valid.
2. Approved documents are assigned an approval date, document control number, version
number, and revision history.
3. Approval is recorded by obtaining signatures (physical or electronic) from the
appropriate approving authority.
4.3 Document Distribution
Who: Document Control Manager
When: After document approval.
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DOCUMENTS DOC. NO: MSSS-QP 8.3
CONTROL Issue No. 01
Date ;
PROCEDURE Revision No: 00
ISO /IEC 17065
How:
1. Documents must be distributed to all relevant personnel who require access to them for
their duties.
2. Electronic documents are uploaded to a secure document management system, and
physical copies are distributed as necessary.
3. Ensure all recipients are informed of the latest versions and have access to current
documents only.
4. Document distribution lists must be maintained and updated.
4.4 Document Identification and Revision Control
Who: Document Control Manager
When: During the creation, revision, and updating of documents.
How:
1. Documents are given unique identification numbers and titles to ensure traceability.
2. Each document revision must be clearly marked with the revision number, approval
date, and revision history (e.g., changes made in each version).
3. A log or register is maintained to track all versions of a document, including approval
dates, review dates, and updates.
4.5 Document Access and Retrieval
Who: All employees and Document Control Manager
When: Whenever access to documents is needed for certification activities or auditing.
How:
1. Ensure that documents are easily accessible to authorized personnel.
2. Electronic documents are stored in a secure and centralized system with user access
control.
3. Physical documents are stored in a controlled and secured location with restricted
access to authorized personnel.
4. Maintain a document access log to track who has accessed or used specific documents.
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DOCUMENTS DOC. NO: MSSS-QP 8.3
CONTROL Issue No. 01
Date ;
PROCEDURE Revision No: 00
ISO /IEC 17065
4.6 Document Retention and Disposal
Who: Document Control Manager
When: Upon completion of the document’s useful life or after the specified retention period.
How:
1. Documents shall be retained for the period specified in MSSPACE’s retention policy or
regulatory requirements.
2. Periodic reviews should be conducted to determine whether documents are still
required or can be disposed of.
3. Documents that are no longer needed will be securely disposed of through appropriate
means (e.g., shredding for physical documents or permanent deletion for electronic
documents).
4. A record of document disposal will be maintained, including the document title, disposal
method, and date of disposal.
4.7 Document Control of External Documents
Who: Document Control Manager
When: Upon receipt of external documents.
How:
1. External documents (e.g., standards, regulatory documents, guidelines) must be
reviewed to ensure they are relevant and up to date.
2. Maintain a register of all external documents and track their updates or changes.
3. Ensure that only the current versions of external documents are in use within
MSSPACE’s certification processes.
5. Records and Documentation
Document Register: A master list that includes all controlled documents, their identification
numbers, and current version status.
Document Review and Approval Logs: Logs that record the review, approval, and distribution of
documents.
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DOCUMENTS DOC. NO: MSSS-QP 8.3
CONTROL Issue No. 01
Date ;
PROCEDURE Revision No: 00
ISO /IEC 17065
Version Control Records: Records that track revisions and changes made to documents.
Retention Schedule: A schedule outlining the retention periods for documents.
Document Disposal Records: Records detailing the method and date of document disposal.
6. Confidentiality and Security
All documents, especially those containing sensitive or confidential information, are to be handled
according to MSSPACE’s confidentiality and data protection policies. Access to certain documents may
be restricted based on their classification and sensitivity.
7. Auditing and Compliance
Perform regular audits to ensure that document control procedures are followed and that all
documents comply with ISO/IEC 17065 standards.
Non-compliance with this procedure should be addressed immediately through corrective
actions.
8. Review and Revision
This procedure will be reviewed annually or whenever there is a change in ISO/IEC 17065, MSSPACE
policies, or regulatory requirements. Updates to the procedure will be made as necessary.
Approved By:
[Name]
[Title]
[Date]
