MANTRACO LTD

Subject :Document Control	Ref : QD11

1.0	Purpose
	This document covers the issue, control and removal of documents used in the company.
2.0	Scope
	Applicable to the following documents/copies: 2.1 Work Instruction 2.2 Quality Manual 2.3 Reference Manuals, Guides, Listings
3.0	Attachment
	Attachment MA/QD11/001 - Work instruction Amendment Record Attachment MA/QD11/002 - "Master Airway Bill Copy" Sample Attachment MA/QD11/003 - "Issue by QM." Sample Attachment MA/QD11/004 - Work Instruction Distribution List Attachment MA/QD11/005 - Quality Manual distribution List Attachment MA/QD11/006 - Quality Manual Amendment Record Attachment MA/QD11/007 - Change Control Application Form
4.0	Procedure
	4.1 Work Instruction
		System Flow	Responsibilities & Authorities	Related Docs & Forms	Notes
4.1.1		Preparation of Work Instruction .	Dept Staff	---	1.1
4.1.2		Review and confirmation of draft copy .	Immediate superior	---	1.2
4.1.3		Approval of Work Instruction .	Dept Head	---	1.3
4.1.4		Control of Work Instruction	Dept Head/ Management Representative .	Work Instruction amendment Record	1.4
4.1.5		Distribution of Work Instruction .	Management Representative	Work Instruction Distribution List	1.5
		4.2 Quality Manual
		System Flow	Responsibilities & Authorities	Related Docs & Forms	Notes
4.2.1		Changes/ Amendment to Quality Manual .	Dept Staff	---	2.1
4.2.2		Approval of Quality Manual .	Managing director	---	2.2
4.2.3		Control of Quality Manual	Dept Head/ Management Representative .	Quality Manual Amendment Record	2.3
4.2.4		Distribution of Quality Manual .	Management Representative	Quality Manual Distribution List	2.4
		4.3 Approval/Issue
		System Flow	Responsibilities & Authorities	Related Docs & Forms	Notes
4.3.1		Changes/ Amendment/ Addition to procedure .	Section/ Dept Head	Change Control application Form	3.1
4.3.2		Review/ approve change/ amendment/ addition to procedure .	QM/ Managing Director	---	3.2
4.3.3		Replace obsolete with revised/ additional copy .	QM/ Assistant	---	3.3
4.3.4		Update changes	Q.M	Quality Manual Amendment Record .	3.4
		4.4 Reference Manuals, guides, Listings
		System Flow	Responsibilities & Authorities	Related Docs & Forms	Notes
4.4.1		Identify Copy for Update .	Section/ Dept Head	ABC, TACT, DGR, etc.	4.1
4.4.2		Determine/ Replace Copy .	Section/ Dept Head	ABC, TACT, DGR, etc.	4.2
4.4.3		Dispose Obsolete Copy .	Section/ Dept Head	ABC, TACT, DGR, etc.	4.3

Highlights/Explanation
Work Instruction
Note 1.1	Preparation of Work Instruction can either be drafting up or a new Work Instruction of amending an existing version. .
Note 1.2	The immediate superior shall review the document and recommend alterations to the draft copy if necessary. .
Note 1.3	All draft Work Instruction shall be approved by the Dept Head concerned. .
Note 1.4	Approved Work Instruction shall be submitted to the Quality Management for centralization. For new Work Instruction, the Quality Management shall assign a new Document Control No. If the Work Instruction is only an amendment to an existing version, the quality Management shall assign a revision no to the document Control No. The changes shall be reflected in the Work Instruction Amendment Record (Attachment MA/QD11/001). .
Note 1.5	The Quality Management shall stamp "Master Copy" (Attachment MA/QD11/002) on the work Instruction and file it as a controlled copy. He shall make copies of the Work Instruction and distribute them to the relevant parties concerned. All the distributed copies shall bear the stamp "Issued by QM" (Attachment MA/QD11/003). All distribution shall be updated in the Work Instruction Distribution List (Attachment MA/QD11/004). Obsolete copies of the Work Instruction shall be retrieved by the QM for disposal. This list shall be used to tract and control the issues of the Work Instruction.
Quality Manual
Note 2.1	The Management Representative shall be responsible for the reviewing, approving, issuing, updating and controlling of the Quality Manual. .
Note 2.2	All individual procedure shall be reviewed/approved by the Managing director (at the discretion of the Management Representative). .
Note 2.3	As and when changes are made, all issued copies of the Quality Manual (as reflected in the Quality Manual Distribution List - Attachment MA/QD11/005) shall be updated. Change in the revision number shall be updated on the individual page and/or procedure and this shall be recorded in the quality Manual Amendment Record (Attachment MA/QD11/006). .
Note 2.4	The Quality Manual shall be issued as complete with all the procedures and documents. The Quality Manual Amendment Record shall be used to track and control the issues of the manual. The Management Representative shall sign and record the personnel and department against the copy number of the manual which is issued. For external control manuals, the Management Representative shall forward the related document to each manual holder for updating. .
Approval/Issue
Note 3.1	Any change/amendment/addition (QC Checkpoints, forms, etc) to the individual procedure of the Quality Manual shall be initiated through the Change Control Application Attachment MA/QD11/007) either by the respective section or department head. The application shall be sent to the Management Representative for change/amendment/addition. .
Note 3.2	The Management Representative shall review and approve the requested change/amendment/addition and take the necessary action. Any change/amendment/addition made to the individual procedure requiring management approval shall either be reviewed/approved at the Management Review or by the Managing Director. This will be determined by the Quality Management. .
Note 3.4	Changes/amendments/additions and a new revision number to the individual procedure shall be updated. This will be recorded in the quality Manual Amendment Record (Attachment MA/QD11/006). .
Reference Manuals, guides, Listings
Note 4.1	Any reference manuals, guides and listings referred to and used by staff in the company with undergoes a periodic change, shall be updated and controlled. Updating/control shall be based on the effective date of the copy. The section/department head shall be responsible for the updating and controlling of the following: (a) ABC World Airways Guide. (b) ABC Air Cargo Guide. (C) The Air Cargo Tariff (TACT). (d) Dangerous Goods Regulations. (e) Trade Classification & Customs Duties. (f) IATA Rates Listing (refer to Note on Sales & Marketing). (g) Suggested Selling Rates (refer to Note on Sales & Marketing). .
Note 4.2	The section/department head upon receipt of the new copy shall determine the effective date of the copy for usage. On the effective date, the section/department head shall ensure that the obsolete copy is removed from the area of retrieval and replaced with the new copy. .
Note 4.3	The section/department head shall to dispose the obsolete copy i.e., throwing away. This is done to prevent usage of obsolete copies. Note: For sales & Marketing (i) For IATA Rates Listing The section/department head shall ensure that the listing is updated and controlled. As and when circulars are received from the airline informing of amendments/additions to the rates, the rates or listing shall be updated by the section/department head (initial/sign against the amendment/addition) and copies of the circulars shall be filed for reference purposes. (ii) For Suggested Selling Rates The section/department head shall ensure that the listing is updated and controlled. As and when charges are made, the section/department head shall issue and disseminate a new listing to the staff concerned. The new listing shall indicate the airline and effective date of the selling rates. All obsolete copies shall be returned by the Sales staff to the section/department head for disposal i.e., shred, throw away. .
General Remarks/Comments
Should there be amendments/additions on a page of/or an individual procedure, the said procedure shall be revised and be re-issued as a complete procedure. Should any 10 procedures reach its 5th revision, the Quality Manual shall be revised and be re-issued as a complete manual.

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