| Subject :Quality Records | Ref : QD27 | ||||
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| 1.0 | Purpose |
| This procedure covers the maintenance of quality records so that they can be easily retrieved for reference or usage. | |
| 2.0 | Scope |
| Applicable to all quality records used in the company. | |
| 3.0 | Attachment |
| NIL | |
| 4.0 | Procedure |
| All quality records shall be legible and
identifiable to the service performed by the company.
The quality records and related formats shall be systematically filed and kept in locations as indicated. The minimum retention period and indexing for each record shall also be specified and then shall be reflected in the table (under Retention Period and Filling Sequence respectively). |
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| S/No. |
Description |
Filling Sequence | Responsibility | Location | Retention Period |
| 01 | ISO 9002 Meeting Minutes | Date | QM | QM's Office | 2 Years |
| 02 | Management Review Checklist | Date | QM | QM's Office | 2 Years |
| 03 | Internal Quality Audit Schedule | Date | QM | QM's Office | 2 Years |
| 04 | Discrepancy/Variation Report (Internal Quality Audit) | Date | QM | QM's Office | 2 Years |
| 05 | Internal Quality Audit Checklist | Date | QM | QM's Office | 2 Years |
| 06 | Irregularity Report | Date | QM | QM's Office | 1 Year |
| 07 | Service Recovery Report | Date | QM | QM's Office | 1 Year |
| 08 | Work Instructions (Master Copy) | Section/Dept | QM | QM's Office | 2 Years |
| 09 | Quality Manual (Master Copy) | QD No. | QM | QM's Office | 2 Years |
| 10 | Customer Advice | Customer/Date | Finance Snr Executive | Finance Dept | 1 Year |
| 11 | Airwaybill (Import Service) | Customer/Date | Finance Snr Executive | Finance Dept | 6 Months |
| 12 | Airwaybill (Export Service) | Customer/Date | Finance Snr Executive | Finance Dept | 6 Months |
| 13 | Masterwaybill (Import Service) | O/S Agt, DAte | Finance Snr Executive | Finance Dept | 6 Months |
| 14 | Import Clearance/Delivery Instruction (ICDI) | Customer/Date | Finance Snr Executive | Finance Dept | 6 Months |
| 15 | Delivery Order | Customer | Finance Snr Executive | Finance Dept | 6 Months |
| 16 | Inward Declaration | Customer | Finance Snr Executive | Finance Dept | 6 Months |
| 17 | Routing Order (Non-WACO) | O/S Agt, Date | Snr Sales Manager | Sales Dept | 6 Months |
| 18 | Routing Order (WACO | O/S Agt, Date | Snr Sales Manager | Sales Dept | 6 Months |
| 19 | Qualification of Supplier | Supplier/Date | Op Manager | Op Mgr's Office | 6 Months |
| 20 | Assessment of Supplier | Supplier/Date | Op Manager | Op Mgr's Office | 1 Year |
| 21 | Approved Supplier List | Supplier/Date | Op Manager | Op Mgr's Office | 1 Year |
| 22 | Masterwaybill (Export Service) | Airline/Date | Exp Manager | Export Dept | 6 Months |
| 23 | Collection Note | Customer | Exp Manager | Export Dept | 6 Months |
| 24 | Export Verbal Instruction (EVI) | Customer | Exp Manager | Export Dept | 6 Months |
| 25 | Self Built Unit (SBU) | Airline/Date | Exp Manager | Export Dept | 6 Months |
| 26 | Cargo Clearance Checklist | Date | Snr Breakbulk Supvr | Breakbulk Office | 6 Months |
| 27 | Tracer Record | Date | Snr Breakbulk Supvr | Breakbulk Office | 6 Months |
| 28 | Shipment Discrepancy Record | Date | Snr Breakbulk Supvr | Breakbulk Office | 6 Months |
| 29 | Consol Register | Date | Warehouse Office | Breakbulk Office | 6 Months |
| 30 | Equipment List | Equipment | Warehouse Office | Breakbulk Office | 1 Year |
| 31 | Equipment Calibration Schedule | Date | Warehouse Office | Breakbulk Office | 6 Months |
| 32 | Export Control Form | Date | Warehouse Office | Exp Dept | 6 Months |
| 33 | Delivery Manifest | Date | Traffic Supvr | Traffic Office | 3 Months |
| 34 | Collection Checklist | Supplier/Date | Traffic Supvr | Traffic Office | 3 Months |
| 35 | Confirmation of Verbal Instruction (Import Service) | Date | CS Imp Supvr | CS Imp Section | 6 Months |
| 36 | Confirmation of Survey Instrucion | Date | CS Imp Supvr | CS Imp Section | 6 Months |
| 37 | Disposition Notice (Import) | Date | Section Head | Respective Section | 6 Months |
| 38 | Disposition Notice (Export) | Date | Section Head | Respective Section | 6 Months |
| 39 | Employee Training Record | Staff/Date | Dept Head | Respective Section | Employment Period |
| 40 | Employee Training Needs | Staff/Date | Dept Head | Respective Section | Employment Period |
| 41 | Post Training Evaluation | Staff/Date | Dept Head | Respective Section | Employment Period |
| 42 | Commercial Contract | Airline/Date | Finance Executive | Finance | Contract Period |
| 43 | Outward Declaration | Tradenet Terminal | Permit Supervisor | Permit Section | 3 Months |
| 44 | Auditee/Auditor Acknowledgment | Date | QM | QM's Office | 2 Years |
