RECORDS CONTROL DOC. NO: MSSS-QP 8.
PROCEDURE Issue No. 01
Date ;
Revision No: 00
ISO /IEC 17065
MSSPACE Records Control Procedure
Title: Records Control Procedure
Reference: [Insert Reference Number]
Effective Date: [Insert Date]
Version: 1.0
This Records Control Procedure ensures MSSPACE maintains compliance with ISO/IEC 17065 by ensuring
proper management of all records associated with product certification.
1. Purpose
This procedure establishes the guidelines for the control of records at MSSPACE, ensuring compliance
with ISO/IEC 17065. It ensures the accurate creation, retention, storage, accessibility, retrieval, and
disposal of records related to certification activities.
2. Scope
This procedure applies to all records created, received, or maintained by MSSPACE for product
certification activities, including records related to audits, evaluations, decisions, complaints, and
appeals.
3. Responsibilities
Certification Manager: Ensures that records control procedures are followed and that records
are maintained in accordance with ISO/IEC 17065.
Records Officer: Responsible for the management, storage, and disposal of records in line with
the records control procedure.
Employees: All personnel involved in certification activities must create and manage records
according to this procedure.
IT Administrator: Ensures the security, backup, and integrity of electronic records.
4. Procedure
4.1 Identification and Creation of Records
Who: All Employees involved in certification activities
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RECORDS CONTROL DOC. NO: MSSS-QP 8.4
PROCEDURE Issue No. 01
Date ;
Revision No: 00
ISO /IEC 17065
When: During the course of certification activities (e.g., application review, evaluation, audit,
decision-making, etc.).
How:
1. Identify and record the necessary information relevant to each stage of the certification
process, such as:
Applications for certification
Evaluation results
Audit findings
Certification decisions
2. Ensure records are accurate, legible, and include relevant details such as date, time, and
responsible person.
3. Use standardized templates/forms where applicable to ensure consistency in record
creation.
4.2 Classification of Records
Who: Records Officer
When: Immediately upon creation or receipt of records.
How:
1. Classify records into predefined categories that align with MSSPACE’s operational and
ISO/IEC 17065 requirements. Categories may include:
Application forms
Audit reports
Evaluation documents
Certification decisions
Client communication
2. Assign unique identifiers or reference numbers for traceability and to avoid duplication.
4.3 Storage and Accessibility
Who: Records Officer and IT Administrator
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RECORDS CONTROL DOC. NO: MSSS-QP 8.4
PROCEDURE Issue No. 01
Date ;
Revision No: 00
ISO /IEC 17065
When: Continuously, throughout the record retention period.
How:
1. Store physical records in a secure location, such as a locked filing cabinet or room,
accessible only to authorized personnel.
2. Store electronic records on a secure server with appropriate access control measures to
prevent unauthorized access, loss, or corruption.
3. Ensure that records are readily accessible to authorized personnel for audit, inspection,
and review purposes.
4.4 Retention of Records
Who: Records Officer
When: At the end of the certification process or upon completion of the record's purpose.
How:
1. Retain records for the required period as per MSSPACE’s retention policy and ISO/IEC
17065 requirements.
2. Records related to certification must be retained for a minimum of five years after the
final certification decision unless otherwise specified.
3. Retain records of client complaints, appeals, and dispute resolutions for a minimum of
five years after the resolution.
4.5 Retrieval and Retrieval Timeframes
Who: Records Officer
When: When a record is requested or needed for review.
How:
1. Ensure that records are retrievable in a timely manner.
2. Maintain a record log that tracks the location of physical and electronic records.
3. Ensure that records are retrieved quickly for audits, client inquiries, and regulatory
inspections.
4.6 Disposal of Records
Who: Records Officer
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RECORDS CONTROL DOC. NO: MSSS-QP 8.4
PROCEDURE Issue No. 01
Date ;
Revision No: 00
ISO /IEC 17065
When: After the retention period has expired or when records are no longer needed for
business operations.
How:
1. Dispose of records securely, either through shredding of physical documents or by
deleting electronic records securely to ensure confidentiality.
2. Ensure that disposal methods comply with MSSPACE’s data protection and
confidentiality policies.
3. Maintain documentation of record disposal, including the date, method of disposal, and
the person responsible.
4.7 Protection of Records
Who: Records Officer and IT Administrator
When: Continuously during record management.
How:
1. Protect records from damage, deterioration, or loss by using appropriate environmental
controls (e.g., temperature, humidity, and security measures).
2. Implement regular backups for electronic records to ensure data recovery in case of
system failure.
5. Records and Documentation
Record Logs: A log tracking the creation, storage, retrieval, and disposal of records.
Retention Schedule: A schedule outlining the retention periods for various record types.
Disposal Documentation: Records documenting the secure disposal of records.
6. Confidentiality
All records are treated as confidential and shall be handled in compliance with MSSPACE’s
confidentiality policy. Access to sensitive records will be restricted to authorized personnel only.
7. Auditing and Compliance
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RECORDS CONTROL DOC. NO: MSSS-QP 8.4
PROCEDURE Issue No. 01
Date ;
Revision No: 00
ISO /IEC 17065
Conduct regular audits to ensure compliance with the records control procedure and ISO/IEC
17065.
Non-compliance with this procedure shall be addressed promptly through corrective actions.
8. Review and Revision
This procedure will be reviewed annually or upon changes to ISO/IEC 17065, legal requirements, or
MSSPACE’s internal processes.
Approved By:
[Name]
[Title]
[Date]
