文件及资料控制程序中英文版

,,,,,编号(NO.)QP-人-001,发行日期(Issuingdate)

,,,,,版本(Edition)A版,生效日期(Effectivedate)

文件及资料控制程序DocumentandDataControlProcedure,,,,,修订(Revision)0次,页次(Page)1/6页(1of6pages)

,,,,,,,

1.0目的：为规范本厂文件资料的制定、发行、回收、归档等作业，特制定本程序。,,,,,,

"Purpose:Toestablishaprocedureforcontrolofdocumentgeneration,distribution,withdrawalandfiling.",,,,,,

2.0范围：本程序适用本厂所有质量体系相关文件、资料（含外来资料）的控制。,,,,,,

"Scope:Theprocedureisapplicabletoalldocuments,material(includingoutsidematerial)relatingtothequalitysystem.",,,,,,

3.0职责Responsibility,,,,,,

3.1相关部门：负责与部门作业有关文件的制订、修订及所使用文件的保管。,,,,,,

"RelevantDept:responsibleforthegeneration,revisingandmaintainofthedocumentsofitsowndepartment.",,,,,,

3.2人力资源部：负责质量体系文件的发行、回收、保管及相关外来资料的收发和建档。,,,,,,

"Humanresourcesdepartment:responsibleforthedistribution,withdrawalandmaintainofthequalitysystem",,,,,,

"document,responsibleforthecollectionandfilingoftheoutsidematerial.",,,,,,

3.3工程部：负责对外来工程资料的收集和建档。,,,,,,

EngineeringDept:responsibleforthecollectionandfilingofoutsideengineeringmaterial.,,,,,,

4.0相关文件ReferenceDocument,,,,,,

《质量记录控制程序》（QP-人-002）QualityRecordControlProcedure,,,,,,

5.0定义Definition,,,,,,

5.1质量体系文件：指工厂制定的质量手册、程序文件、作业指导书及相关的记录表单。,,,,,,

"Qualitysystemdocument:referstothequalitymanual,proceduredocument,workinginstructionsandrecord",,,,,,

sheet.,,,,,,

5.2外来文件：指非本厂制定的工程资料、品质标准及与产品有关的法律、法规等。,,,,,,

"Outsidematerial:thosedocumentsnotmadebythefactory,suchasengineeringmaterial,qualitystandardand",,,,,,

thelawsandregulationsrelativetotheproduct.,,,,,,

6.0程序内容Procedurecontent,,,,,,

6.1文件分类，本厂的文件及资料分为以下五类：,,,,,,

Ourdocumentsandmaterialsareclassifiedintothebelowfivekinds:,,,,,,

A、质量手册，其文件类别代码为：QM,,,,,,

"Qualitymanual,thecodeis:QM",,,,,,

B、程序文件，其文件类别代码为：QP,,,,,,

,"Proceduredocument,thecodeis:QP",,,,,

C、作业指导书，其文件类别代码为：WI,,,,,,

,"Workinginstruction,thecodeis:WI",,,,,

D、记录表格，其文件类别代码为：QR,,,,,,

,"Recordform,thecodeis:QR",,,,,

E、行政管理类文件，其文件类别代码为：PM,,,,,,

,"Administrativemanagementdocument,thecodeis:PM",,,,,

F、外来资料，其文件类别代码为：W,,,,,,

,"Outsidematerial,thecodeis:W",,,,,

6.2文件编号DocumentNo.,,,,,,

,,,,,编号(NO.)QP-人-001,发行日期(Issuingdate)2002/0/26

,,,,,版本(Edition)A版,生效日期(Effectivedate)2002/09/28

文件及资料控制程序DocumentandDataControlProcedure,,,,,修订(Revision)0次,页次(Page)2/6页(2of6pages)

6.2.1文件资料及质量记录按以下规定编号（外来文件除外）,,,,,,

,Documentmaterialandqualityrecordarenumberedaccordingtothefollowingmethod(notincludeoutsidematerial),,,,,

,XX-X-XXX,,,,,

,分类代码-部门代码-流水号,,,,,

,Classificationcode-departmentcode-serialNo.,,,,,

,例：由人力资源部编制的第一份程序文件的编号为：QP-人-001,,,,,

Example:theNo.ofthefirstproceduredocumentmadebytheHumanResourceDeptis:QP-人-001,,,,,,

6.2.2部门代码分别为：DepartmentCodeList:,,,,,,

,总经理室（总）品质部（品）工程部（工）生管部（物）仓务部（仓）,,,,,

,人力资源部（人）采购部（采）生产部（生）,,,,,

,GeneralManagerOffice(总)QualityDept(品)EngineeringDept(工),,,,,

,MaterialControlDept(物)WarehouseDept(仓)HumanResourcesDept(人),,,,,

,PurchasingDept(采)ProductionDept(生),,,,,

6.2.3流水号为同类别同单位文件发行的流水号从001到999。,,,,,,

TheserialNo.ofthesameclassificationandsamedepartmentisfrom001to999.,,,,,,

6.3外来资料管理：Managementofoutsidematerial:,,,,,,

6.3.1接收到外来资料时，需仔细检查其是否盖有文件控制章，内容中是否有错别字等，确认完全后方可,,,,,,

签收，否则一律将予退回。,,,,,,

"Ifreceivedtheexternalmaterial,needtocollatethemcarefully,toconfirmwhetherstampedwithdocument",,,,,,

"controlstampanditscontentpossessetwronglyornot,acceptwithnoerror,otherwiseheretobereturned.",,,,,,

6.3.2编号方法Numberingmethod:,,,,,,

6.3.2.1若相关外来文件或资料具有明确的编号，则相关资料的管理部门可按外来文件的原编号对其进行,,,,,,

编号管理。,,,,,,

"Iftheoutsidedocumentormaterialhasdefinitenumber,thedocument-controllingdepartmentcancontrolthe",,,,,,

documentaccordingtoitsoriginalnumber.,,,,,,

6.3.2.2若相关外来文件或资料没有明确的编号，则由资料的管理部门按以下编号原则对其进行编号：,,,,,,

"Iftherehasnodefinitenumberofoutsidedocumentormaterial,thedocumentscanbenumberedbyfollowing",,,,,,

way:,,,,,,

,编号=W+文件类别代码+流水号,,,,,

,number=W+documentclassificationcode+sequentialNo.,,,,,

,文件类别代码可分为：工—工程资料类；品—品质标准类；标—国家、国标标准及法律、法规类；,,,,,

,参—参考书籍、参考资料类等。,,,,,

,Documentclassificationcodeare:工—engineeringmaterial;品—qualitystandard;标—lawsandregulations,,,,,

,"ofnationornationalstandard;参—referencebooksorreferencematerial,etc.",,,,,

,例如：某份外来工程资料的编号可编为：W—工—001，以此类推。,,,,,

,Example:thenumberofsomeoutsideengineeringdocumentcanbenumberedas:W-工-001,,,,,

6.3.3相关部门对所收集的外来资料按以上方法编号后，应将其记入《文件主目录》中进行保管。当有关,,,,,,

部门需要外来资料时，外来资料收集部门应将资料的发行状况记录于《外发文件签收表》中；如借,,,,,,

,,,,,编号(NO.)QP-人-001,发行日期(Issuingdate)2002/0/26

,,,,,版本(Edition)A版,生效日期(Effectivedate)2002/09/28

文件及资料控制程序DocumentandDataControlProcedure,,,,,修订(Revision)0次,页次(Page)3/6页(3of6pages)

阅，需在《借用文件登记表》上登记。,,,,,,

"Therelativedepartmentgivethenumbertothecollectedoutsidematerialbyusingtheabovenumberingway,",,,,,,

"andfillinOutsideDocumentList.Whenanydepartmentneedtheoutsidedocument,thecontrollingdocument",,,,,,

shallmakeregistrationofdistributionorborrowingstatusinOutsideDocumentDistributionRecordSheet.,,,,,,

6.3.4相关部门若再需使用已发的受控资料，应先填好《文件发行申请单》，经部门经理核准后送交文,,,,,,

控室。,,,,,,

"Thepertinentdepartmentneedtofilledinthe""documentissuingrequestsheet""ifrequiretore-usetheissued",,,,,,

"controldocument,thesheetwastobesenttodocumentcontrolroomafterithasbeapprovedbydeparment",,,,,,

manager.,,,,,,

6.3.5相关部门若需在生产工作中直接使用外来资料时，需由外来文件发行或借阅部门在其上加盖受控,,,,,,

文件章。现场使用的无受控印章的外来文件视为无效文件。,,,,,,

"Ifsomedepartmentshallusetheoutsidedocumentdirectlyinproduction,thedocumentcontrollingdepartment",,,,,,

"shalladdcontrolledstamponthedocument.Thedocumentwithoutthestampof""controlled""usedinthespot",,,,,,

isregardedasinvaliddocument.,,,,,,

6.3.6当相关外来资料的内容发生变化时，发行部门应及时通知原文件持有部门进行更换，并要求在收回,,,,,,

原文件后方可发行新文件。若因相关部门需保留相关的旧版外来文件，则应由文件发行部门在其上,,,,,,

加盖作废文件标识。,,,,,,

"Whenthecontentofoutsidedocumentchanges,theinitiatingdepartmentshallnotifythedocumentmaintained",,,,,,

"departmenttoreplace,distributethereviseddocumentafterthewithdrawaloftheoldversion.Iftheoldversion",,,,,,

"documentisneededbyanyrelativedepartment,itshouldbestamped""obsolete""asidentification.",,,,,,

6.4体系文件的制订、审核Thegenerationandcheckofsystemdocument,,,,,,

6.4.1本厂体系文件由各相关单位编制后，按以下列表职责进行签核后，交人力资料部发行。,,,,,,

"Aftertheaccomplishmentofthedocumentbyeachdepartment,checkandapprovethedocumentaccordingto",,,,,,

"thefollowingtable,andthenhandtoHumanResourcesDeptforissuing.",,,,,,

,文件类别documentclassification,,制订Madeby,,审核Checkedby,批准Approvedby

,质量手册Qualitymanual,,副管理者代表Deputymanagementrepresentative,,管理者代表managementrepresentative,总经理Generalmanager

,程序文件roceduredocument,,相关部门主管Deptsupervisor,,相关部门经理Deptmanager,管理者代表Generalmanager

,作业指导书workinginstruction,,相关部门组长级人员Deptleader,,相关部门主管Deptsupervisor,相关部门经理Deptmanager

,质量记录qualityrecord,,各部门相关人员relativeperson,,相关部门组长/技术员Deptleader/technician,相关部门主管Deptsupervisor

,行政文件Administrationdocument,,人力资源部主管HumanresourceDeptsupervisor,,人力资源部经理HumanresourceDeptmanager,总经理Generalmanager

,,,,,,,

,,,,,编号(NO.)QP-人-001,发行日期(Issuingdate)2002/0/26

,,,,,版本(Edition)A版,生效日期(Effectivedate)2002/09/28

文件及资料控制程序DocumentandDataControlProcedure,,,,,修订(Revision)0次,页次(Page)4/6页(4of6pages)

,,,,,,,

6.4.2文件版次Documentedition,,,,,,

6.4.2.1文件版次以大写英文字母表示：第一次发行为A版，第二版B版，以此类推。,,,,,,

,"ThecapitalEnglishletterstandsforthedocumentedition:Astandsforthefirst,editionBisthesecond",,,,,

,"edition,andsoon.",,,,,

6.4.2.2若文件只作小部分修改，可作为修订记录，以阿拉伯数字表示，如发时为0次，第一次修订为1次，,,,,,,

,以此类推，当修订超过3次时，无论更改大小，必须改版发布。,,,,,

,"Ifthedocumentislittlechanged,revisionrecordcanbemadebyArabianumber.Forexample,theissuing",,,,,

,"timeis""0"",thefirstrevisionis1,andsoon.Nomatterhowmuchorlesstherevisionis,thedocumentshould",,,,,

,bere+editedandreissuedafter3timesrevision.,,,,,

6.5体系文件的发行Theissuingofthesystemdocument,,,,,,

6.5.1需发行的文件经审核批准后，交人力资源部复印、发行，并由文件发行人员登记在《文件资料发,,,,,,

"行/回收一览表》及《文件管理台帐》上,同时要求受件人在《文件资料发行/回收一览表》上签收。",,,,,,

"Afterthecheckandapproval,thedocumentsarecopied,issuedbyHumanRecourcesDepartment,andthe",,,,,,

"issuingstaffmakeregisterinDocumentandDataDistributionandWithdrawalListandDocumentControlList,",,,,,,

thedocumentacceptingstaffshallsigntheDocumentDistributionandWithdrawalList.,,,,,,

6.5.2文件发行时，人力资源部应在每页文件的适当位置加盖受控印章。,,,,,,

"Alldocumentsdistributedshallbearthe""controlled""stampattheappropriateplaceineachpagebyHuman",,,,,,

ResourcesDept.,,,,,,

6.5.3无受控印章的质量体系文件（记录表单除外）视为无效文件，禁止在现场使用。,,,,,,

"Thequalitysystemdocument(recordformisnotincluded)""controlled""withoutstampisregardedwithasvalid",,,,,,

"document,andisalsonotallowedtouseintheworkingarea.",,,,,,

6.6体系文件的修改Modificationofsystemdocument,,,,,,

,属修订重新改版发行的文件，修订部门应填写《文件制（修）订申请单》，并按本程序6.4.1条款的要,,,,,

,求，经相关责权人再次审批后，交人力资源部改版发行。所有改版后的文件都应在其修订处作出标识，,,,,,

,如“1”，“2”…，发行改版文件时，发行人员应按《文件资料发行/回收一览表》上登记的内容到,,,,,

,相关部门回收原文件，更换新文件，并要求收件人签名。,,,,,

,"Ifthedocumentneedre-issuedbecauseofthenewedition,themodificationdepartmentshallfillinthe""Docu-",,,,,

,"mentGeneration(revise)Requisition""form,andcomplytheprocedure'sclause6.4.1statedrequirement,after",,,,,

,"theapprovalbytheauthorizedperson,submittoHumanResourceDeptforrevisionanddistribution,moreover",,,,,

,"allreviseddocumentmustindicatearevision"""",""""symbolontherevisionlocation,whendistributingtherevised",,,,,

,"document,theissuershouldbaseon""documentanddatadistributionandwithdrawal""listresistercontentto",,,,,

,"retrievebacktheobsoletedocumentfromrelevantdeptandreplacewiththerevisedone,moreoverhaveto",,,,,

,requesttherecipienttosignasacknowledgement.,,,,,

6.7文件管理Documentcontrol,,,,,,

6.7.1文件受控状态分为受控、非受控、作废。,,,,,,

,,,,,编号(NO.)QP-人-001,发行日期(Issuingdate)2002/0/26

,,,,,版本(Edition)A版,生效日期(Effectivedate)2002/09/28

文件及资料控制程序DocumentandDataControlProcedure,,,,,修订(Revision)0次,页次(Page)5/6页(5of6pages)

,"The3kindsofdocumentcontrolledstatus:controlled,uncontrolledandobsoleted.",,,,,

6.7.1.1受控文件：人力资源部应确保现场所使用的文件是最新的有效版本。人力资源部保留受控文件正,,,,,,

本，并在文件的背面加盖正本文件印章，作为受控文件管理。有彩色图片的资料需发于使用部门，,,,,,,

复印件盖上“原件”章留文控室。,,,,,,

Controlleddocument:HumanResourcedDeptshallensurethedocumentusedisthelatestrevision.Human,,,,,,

"resourcesDeptShallkeepthemastercopyofthecontrolleddocument,andgivestampof""mastercopy""on",,,,,,

"thebackpage,shallmanagethemascontrolledDocument.Thecolordocumentswillbesenttousedeparment.",,,,,,

"Thephotostatdocumentshavetobestamped""originaldocument""andretainindocumentcontrolroom.",,,,,,

6.7.1.2非受控文件：文件修订及更改后不需要回收，此类文件由人力资源部发给有此需要的部门或客户。,,,,,,

"Uncontrolleddocument:thedocumentnoneedtobewithdrawnafterrevisionormodification,itcanbedistri-",,,,,,

butedtothedepartmentorcustomerwhoneeditbyHumanResourcesDept.,,,,,,

6.7.1.3各部门在使用受控文件时，须保持文件的清洁和完整。使用时，若因故导致文件脏污或缺损，使,,,,,,

用部门须及时将其交人力资源部文控室进行更换。,,,,,,

Eachdepartmentshallkeepthecontrolleddocumentcleanandcompletewhenusingit.Ifthedocumentis,,,,,,

"blemishedordamaged,theusingdepartmentshouldreplaceitfromDocumentControlOfficeinHuman",,,,,,

ResourcesDepartment.,,,,,,

6.7.1.4每年，各相关部门均应对所涉及的受控文件的有效性、适用性、充分性进行评审。一般情况下，,,,,,,

文件的评审在管理评审会议中进行。,,,,,,

"Therelevantdepartmentshallreviewtheeffictiveness,conformityandsufficiencyofthecontrolleddocument.",,,,,,

Thereviewofthedocumentisoftenimplementedinmanagementreviewmeeting.,,,,,,

6.7.1.5作废文件的管理Obsoleteddocumentcontrol,,,,,,

对修订、改版后回收的失效文件，除留下人力资源部的文件正本加盖作废印章进行专门归档,,,,,,

保管外，一般情况下，其它部门均不得保留失效文件，应将其交人力资源部统一销毁。若有,,,,,,

关部门因特殊需要需保留失效文件，必须在失效文件上加盖作废标识，以防止误用。,,,,,,

,"Normally,theinvalidwithdrawndocumentshouldbehandedtoHumanResourcesfordestroy,exceptHuman",,,,,

,"ResourcesDeptwillkeepthemastercopywhichbear""obsolete""stampforfilling,anyotherdepartmentcan",,,,,

,notmaintaintheinvaliddocument.Ifanydepartmentreallyneedtomaintaintheinvaliddocumentforspecial,,,,,