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QAP 160

Control of Quality Reports

a. PURPOSE

The purpose of this procedure is to ensure that pertinent quality records are kept and
maintained to demonstrate effective implementation of the quality system and hat
products conform to specified requirements.

b. SCOPE OF APPLICATION
This procedure applies to all quality records relating to the company’s quality system,
products and processes.
c. DEFINITIONS

Strip back: means: remove unnecessary documents (those that are not quality records)
from files so as to minimize the amount of archive or required document storage space.
d. CROSS REFERENCE

 Quality manual clause d.16
e. RESPONSIBILITY FOR APPLICATION

The responsibility for application of this procedure rests with those persons detailed
in the individual quality system procedures as being responsible for record maintenance.

f. PROCESS
f.1 The collection and filing of all quality records will be undertaken as de4scribed in
the procedures relating to the creation of such records. All records generated
should be dated and all files clearly marked to show some form of title or index.
f.2 Fax documents on thermal paper will lose clarity over a period of time and as
such must be copied onto plain paper when received and before storage.
f.3 The attached “list of quality records” shows: the place of storage, the retention
period, the department responsible for retention and the method of disposition
all quality records, unless otherwise stipulated in relevant procedures, shall be
kept for a minimum period of three years.

f.4 It is the responsibility of the department head / project engineer detailed on the
list to maintain the said records, which must be filed in such a way so as to
prevent loss or damage and facilitate easy retrieval.

f.5 In an effort to reduce the amount of retained documentation where space is
limited, each department responsible for document retention may “strip back”
the files. When doing so it must be ensured that all quality records as required
by the attached list or the contract, or procedures are retained.

f.6 Where the contractual or customers expressed retention periods exceed those
on the list of quality records, due not should be made on the files to prevent
early disposal. Also, if contractually agreed, the customer will be afforded the
right of access to quality records for the retention period stipulated.
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