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DOCUMENTATION CONTROL
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Brand-Building Packagin

Class Description Document Description

00 - POLICY / SYSTEM
DOCUMENT CONTROL PROCEDURE

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Revision : Page
:

Requesters Name Requesters Plant

: :

Nguyen Thi Nhan

SIGNATURE:

CROWN Beverage Cans Saigon Limited.

REVISION HISTORY
Revision
14/10/2002 06/11/2002 17/09/2003

Requester Le Thanh Lam Lu Thuy Van Lu Thuy Van Nguyen Thanh Phong Nguyen Thanh Phong Nguyen Thanh Phong Nguyen Thanh Hai Nguyen Thi Nhan Nguyen Thi Nhan Nguyen Thi Nhan

Description Of Change Revise Document Revise Document Revise Document Revise Document Revise Document Add new logo Change Format Refer Below Revise See below

01/10/2004 01/05/2005 15/02/2006 06/08/2007 10/12/2007 30/07/08 18/03/11

DOCUMENTATION CHANGE APPROVAL

Initiate Change Obsolete Reasons : 1. Revise in section 1.0, 3.5, 3.6, 3.7.

Approval
Quality Manager Plant Director General Director

Name
Nguyen Thanh Hai Nguyen Ngoc Minh Nguyen Minh Trung

Signature

Date

All information herein is company proprietary and property of CROWN Beverage Cans Saigon

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Limited. It shall not be reproduced or copied unless as expressively permitted or directed by CROWN Asia Pacific Holdings Limited.

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* Purpose This document describes the documentation system of CROWN Beverage Cans Saigon Limited to compliance to the requirements of ISO 9001:2008, ISO 14001:2005 and OHSAS 18001:2007 and the documentation requirements of the CROWN Asia Pacific Holdings Limited. It also describes the procedure of writing, reviewing, approving, issuing and controlling the documents. Scope Apply to CROWN Beverage Cans Saigon Limited.

2.0

3.0

Reference 3.1 3.2 3.3 3.4 3.5 3.6 3.7 Quality Manual (Doc. # 00-V001) Regional Documentation System (Doc. # 00-A005) ESM-Change Request Procedure (Doc. # 05-GEN-V005) Disciplinary Policy (Doc. # 00-V029) ISO 9001: 2008 Requirement Clause 4.2, 4.2.2 ISO 14001: 2005 Clause 4.4.4 OHSAS 18001: 2007 Clause 4.4.4

4.0

Definition 4.1 4.2 4.3 4.4 4.5 Document: Data: Hard / Soft copy of the controlled procedures applies to Quality Management system. Data which recorded in the quality forms / SPC programme.

Controlled Documents: Specific document which relates to the detail of quality and manufacturing requirement. DOCC: DOCS: Document Control which locates in the QA Dept. ISO/OHSAS Coordinator shall co-ordinate the document control system. Document Control Station is where controlled documents are needed for reference for on-job training and implementation at Operational level and Admin office, refer map location at appendix 7. CROWN Asia Pacific Holdings Limited. CROWN Beverage Cans Saigon Limited. Head of Department Administration Drawnwall Iron Standard Operating Procedure

4.6 4.7 4.8 4.9 4.10 4.11

AP DOCC: CBCS: HOD: Admin: DWI: SOP:

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Responsibilities 5.1 Quality Manager 5.1.1 5.1.2

5.1.3

To manage and be in-charge of ISO 9001:2008 QMS and Corporate Standard Reference Material. To review and approve controlled documents and Quality Forms from HOD submission. To prevent unauthorised and outdate documents from being used in the plant. To ensure the document availability. To seek approval from Regional Quality for Plant Documentation System To allocate location code for each DOCS within the company To create Plant Map to identify the DOCS location To maintain and be in-charge of ISO 14001:2005, OHSAS 18001:2007 & Corporate EHS Standard Reference Material. To audit and maintain effectiveness of the document control system in the plant. To ensure the procedures are effectively been introduced, implemented and understood at each level. Report to Quality Manager To edit, update, distribute and control the release of controlled Documents and Quality forms To maintain External/Internal Master Document Control List. To track and issue Form # and Doc # upon request by each HOD. To manage and be in-charge of their respective DOCS. To maintain the controlled documents in DOCS. To ensure that required controlled documents are available in the DOCS.

5.1.4 5.1.5 5.1.6 5.1.7 5.2 5.2.1 5.2.2 5.2.3 5.3

EHS Officer

ISO/OHSAS Co-ordinator 5.3.1 5.3.2 5.3.3 5.3.4

5.4

Head of Department (Operation level) 5.4.1 5.4.2 5.4.3

5.4.4 To prevent uncontrolled documents from being used to manufacture/inspect/test product or for purchasing of material. 5.4.5 5.4.6 To remove and return all obsolete document in the DOCS to DOCC. To brief new policy/system/procedure to their subordinates.

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5.5 Admin Office (2nd level) 5.5.1 5.5.2 5.5.3 5.5.4 HR Manager to manage, maintain & in-charge of assigned DOCS#01 To ensure only active controlled documents are available for reference. To remove & return all obsolete document to DOCC To sign-in/signout of controlled document to be taken out from DOCS#01 for reference and on-job training purposes. Will initiate, write or change the controlled document to comply with ISO and CROWN QMS. Submit to its own HOD for review and approval on the document / form before releasing to DOCC to update Must request new document and form number from DOCC Ensure each departments form is linked and traceable to document.

5.6 Requester/Process Owner 5.6.1 5.6.2 5.6.3 5.6.4 5.7 DOCC 5.7.1 5.7.2 To ensure all controlled document are kept up to date within the whole organization. Internal Document Control listing and External Document Control Listing (Doc. # 00A005, Appendix 1) shall be used to control the issuance, revision and receivers of documents. Issue Document Control number for all newly initiated document. Keep track of the Documentation Control Number Tracking File the obsolete document. All soft copies must be controlled by DOCC. It should be stored and maintained in the company server as security reason.

5.7.3 5.7.4 5.7.5 5.7.6

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Procedure 6.1 Introduction All controlled documents are proprietary and the property of CROWN Beverage Cans Saigon Ltd. It shall not be reproduced in any form or removed from the company premises without the approval of the Quality Manager. 6.2 Any Sister Plant or Customers approach CBCS for documents (hard copy/soft copy) for their reference to bring out of the plant. CBCS should seek AP DOCC for permission and approval. 6.3 Plant Documentation Structure 6.3.1 The structure of document control in CBCS starting the DOCC as the main control centre and other DOCS DOC CENTRE (QA)

DOCS # 1

DOCS # 2

DOCS # 3

DOCS #5

DOCS #7

DOCS # 11

DOCS # 13

DOCS # 17

DOCS # 19

The detail of DOCS as following below table: No. 1 2 3 4 5 7 8 9 10 11 DOC Number DOCC DOCS # 1 DOCS # 2 DOCS # 3 DOCS # 5 DOCS # 7 DOCS # 11 DOCS # 13 DOCS # 17 DOCS # 19 Department / Section Quality Administrative Office (2nd Level) Engineering Front-end Middle-end Back-end Manufacturing (DWI) L1 Security EOE Manufacturing (DWI) L2

Location of DOCC and DOCS show in the appendix 7

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6.3.2 6.3.3

The documentation control is grouped into 11 classifications. The description of each documentation control class is in the Appendix 1. Document structure in CBCS is as follows: Level 1: Policy and System Document Level 2: Procedure Document which includes all Class 01, 02, 03, 04, 05, 06,07 Level 3: (Class 10)

6.4 Documentation Control Numbering Format 6.4.1 6.4.1 6.4.2 Each controlled document should be assigned a number, and the number shall be traceable to the format given by the AP DOCC, refer to DOC# 00-A005. For new document, the number will be assigned to the process owner by the DOCC. Numbering format for all classes are also given in the following table:

Class 00, 06 and 09 02 03 01, 04 and 05 07 08 10 Where - XX - Y - ZZZ - SSS - KKK - RRRR -J

Numbering format XX-YZZZ N/A (ESM Intranet) XX-SSS-YZZZ XX-KKK-YZZZ XX-KKK-RRRR-ZZZZ N/A (APCPS Portfolios) Y-JZZZ

is class number. is plant location identification, V is running number from 001 to 999 is material grouping. is product type. is specific container characteristic such as diameter, volume, etc. is Department Process Ownership

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The code description detail is indicated in Appendix 4.

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6.4.3

The running number for Class 06 and 10 are provided to each department following the table: Department General Administration Quality Assurance Class 06 (ZZZ) From 800 to 999 From Q001 to Q099 For QMS From Q100 to Q199 For DWI From Q200 to Q299 For EOE Supply & Logistics Human Resource Sales & Marketing Finance Manufacturing Engineering EHS From 001 to 199 From 200 to 299 From 400 to 599 From 600 to 799 From L001 to L199 for Logistic From L200 to L399 for Purchasing From H001 to H999 From S001 to S999 From F001 to F999 From P000 to P499 for DWI From P500 to P999 for EOE From E001 to E999 From T001 To T 999 Class 10 (ZZZ)

6.5Document Controlled Format 6.5.1 6.5.2 6.5.3 6.5.4 6.5.5 Each controlled document has page 1 as the Document Cover Page (see appendix 5 as sample). Subsequent pages will be identified with the box on the top of the page that will contain the logo, title, document number, revision and page. (See above box as an example.) Revision date of each controlled document is determined by the actual date of document changed. The format is day/month/year. When a document is revised, all prior revisions must be removed from the DOCC and DOCS. Copies in the Electronic documentation system will be stored under Obsolete. Each hardcopy of the controlled document is identified by red stamp on the bottom right hand side of the page 1. Sample of the stamp:
Controlled Document Valid only if this stamp is red
Location : _____________________________________ Release Date : __________________________________

(Note: stamp at the bottom right hand side of each cover page)
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6.5.6 The Release Date is the same as the Effective Date in which the process are implemented according to documented procedures 6.5.7 Controlled document shall be filed in the identified controlled document location with a proper filing system. 6.5.8 Each hardcopy of the controlled document for Class 03, 07 and 08 shall be printed in the paper marked CONFIDENTIAL. (Confidential document should not be duplicated/photocopied without prior approval by the respective Plant manager and Quality Manager) 6.6Uncontrolled Document 6.6.1 6.6.2 6.6.3 Unstamped copy or one in which the stamp is not red is uncontrolled document. Uncontrolled copy will not be kept up to date and is issued for information purposes only. The user is responsible to ensure fitness for use. Uncontrolled copy must not be used in purchasing design, manufacture, inspection or testing product.

6.7Correction in Measurement Data / Sentences 6.7.1 Changes/Modifications of any sentences in controlled document by means of Correction Fluid/Correction Pen/Liquid Paper or by handwriting is not allowed except for spelling errors. Changes/Modifications of any sentences/measurement data in the Quality Records by means of Correction Fluid/Correction Pen/Liquid Paperis not allowed.

6.7.2

6.8Control and Issuing of ESM Drawing Specification (Class 02) 6.8.1 Corporate Technology Centre, Wantage, will maintain and control the manufacturing drawing specifications of all product range specified under Class 02 from CROWN corporate. The Class 02 will not be applicable at the CBCS from 1st September 2004. DOCC shall maintain an update printed copy of CBCSs ESM drawing specification for reference as well as a backup copy from engineer Manager, ESM Authoriser. Pant manager and Engineering Manager should determine on issuing the ESM drawing specifications to DOCS and kept DOCC informed, refer to 05-GEN-V005.

6.8.2 6.8.3 6.8.4

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6.9Control and Issuing or distributing of Plant Controlled Document 6.9.1 6.9.2 Controlled document is issued only when it has full signature for approval. The ISO/ OHSAS Co-ordinator shall be responsible to inform respective HOD / Admin Office about the changed documents by issuing the Document Control Request Form (00-A005, appendix 2). Upon receipt of new document, respective HOD/Admin office has to sign and acknowledge the Form and submit the obsolete documents if any.

6.9.3

6.10 Control and Issuing or distributing of AP Controlled Document 6.10.1 When DOCC receives AP Controlled Document by hardcopy (Document Class 03, 07 and 08 Using Confidential paper), QA Manager must sign on Documentation Control Request form and send back to AP Manufacturing office by fax. 6.10.2 DOCC shall release the AP Controlled Document to respective managers for review and approval before releasing to DOCS. 6.10.3 Corporate Process Control Manual, Corporate Gauge Manual and Corporate Training Manuals, will be controlled by Quality Manager. 6.10.4 DOCC shall control the AP Controlled Document the same way as Plant Controlled Document in the item 6.8.1 to 6.8.4. 6.11 Obsolete Document. 6.11.1 All obsolete copies of the controlled document must be returned to DOCC. DOCC keeps one copy with stamp OBSOLETE on all pages for identification in the Obsolete Document file and destroy the rest. Software copy will remain in the electronic documentation system but will not be able to retrieve by all personnel except the ISO/OHSAS Co-ordinator and Quality Manager. 6.11.2 DOCC should record and maintain the last 2-reversion date of obsolete documents, before sorting as archive document, refer to appendix 12, Obsolete Controlled Document List (00-A005). 6.11.3 DOCC shall prevent OBSOLETE controlled document from being copied or electronically re-produced within the company. 6.12 Customer Supplied Specification/Drawing 6.12.1 Where customer supply any copies of drawings and specification, they shall be checked and verified by the Quality department or Technical department. Such verification may include: Part number Model Dimension Materials

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Tolerances Unknown details

6.12.2 All correct supplied drawings and specification will be indexed before passing on for reproduction for in-house manufacturing drawing. 6.13 National and International Standards 6.13.1 All master copies of these documents shall be retained by the DOCC. 6.13.2 Copies of extracts from such documents shall be issued for reference purpose. 6.13.3 Every year, the DOCC shall review the list of such documents to evaluate whether they are still valid. Arrangement shall be make to replace any obsolete documents. 6.14 Translation of the Controlled Document Controlled Document may be translated to Vietnamese language and should be attached together with original Document or preferably both languages (English and Vietnamese) be found in the same Document. 6.15 Initiate New, Change Controlled Document 6.15.1 All process owners / requesters are to be trained by the Quality Manager, they must strictly adhere to the ISO document format guideline released by AP DOCC. 6.15.2 A clear flow chart and process steps with reference to 2 templates shown in appendix 14 & 15 (Doc. # 00-A005) must be documented. Train the respective personnel is compulsory. 6.15.3 The document section and paragraph shall write as follows. Any other format will request the approval from the DOCC. 1.0 Level 1 1.1 Level 2 1.1.1 Level 3

6.15.4 Indicate * on the top right hand corner of the page, this applies only to the changes made on the specific page. 6.15.5 Indicate I:\DOCC\CLASS XX\File Name RevDDMMYY.doc / .xls at page footer starting from page 2 for documentation and traceability purposes. 6.15.6 Upon completion, the filename should be saved according to 6.15.5 in the company network server. 6.15.7 Highlight Bold and Italic on statements/words/new pragraph on existing controlled Document when comes to revising new revision.

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7.0

Attachment 7.1 7.2 7.3 7.4 7.5 7.6 7.7 Appendix 1 - Documentation Control Classification Appendix 2-Distribution List for Hardcopy Document Appendix 3 - Approval of Documents Appendix 4 - Document Control Number Code Appendix 5 - Documentation Cover Page Appendix 6 - How to Initiate, Change and obsolete Document flow Appendix 7-Document Station Layout

8.0

Environment, Health and Safety 8.1 Company ISO/OHSAS procedures and forms should be stored in the network server for 8.1.1 8.1.2 8.1.3 8.2 8.3 Daily Backup Preventing from leaking out to external/3rd party by any other personnel Direct control and access by Quality Manager, ISO/OHSAS Coordinator, IT Officer

Regular update on the whole system by writing into the CD-RW as a backup copy for Plant DOCC incase of network breakdown as well as submitting a copy to AP DOCC. Companys ISO controlled document and CROWN reference material should not be taken out of the premise without the permission and official signature approval by i) Plant Director for Manager Level ii) Quality Manager for all Administrators, Executives, Technicians, Engineers level

8.4

Upon detection by Security Guard without the approval signature, the controlled/uncontrolled documents will be confiscated and report to Disciplinary Committee, refer 00-V029.

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7.1

Appendix 1 - Documentation Control Classification

Class 00 Class Description Policy / System Description This class of document consists of Policies/Systems that embraces general goals, value and acceptable methodologies applicable to all Asia-Pacific region or individual plant. Detail Quality Requirements, methodologies, criteria and monitoring. This is not applicable at plant level, refer to ESM intranet (http: //6.29.10.19)

01 02

Quality Container Manufacturing Standard Procurement

03

General purchase requirements for Direct and Indirect material supplies incorporate: material specification and part #, approved supplies list for materials and services, and procurement related procedures. Equipment Operating Procedures, step by step instruction for process and process flow. Detailed requirement, limit or pass/fail conditions for performing manufacturing steps. Procedures for calibrating production, test and inspection equipment. Also procedure to conduct preventive maintenance. Procedures that are used in service and support for production. Document that translates the customers requirements. Specification to produce a specific container for a specific customer which includes reference to process flow, material used, container manufacturing standard, customer specification, special instructions and other required information. This is not applicable at plant level, refer to AP CPS Portfolio

04

Standard Operation Procedure

05

Calibration and Preventive Maintenance Non Production Customer Specification Product Specification

06 07 08

09

Environment / Health / Safety

Any procedure/work instructions to be implemented in the plant to satisfy environment, health & safety requirements. This includes ISO 14000/OHSA 18000 Forms/Checklist, which are used for transaction data, issuance recording and documenting

10

Quality Records

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7.2

Appendix 2 - Distribution List for Hardcopy document 00 00 01 01 03 03 04 04 05 05 06 06 07 09 09 10 10

Document Control Centre (DOCC) Quality Document Control Station (DOCS) Administrative Office (DOCS #1)- 2nd Level Engineering (DOCS #2)

Front-end (DOCS #3) Middle-end (DOCS # 5) Back-end (DOCS # 7) Manufacturing (DWI) L1 (DOCS # 11) Security (DOCS # 13) EOE (DOCS # 17)

Manufacturing (DWI) L2 (DOCS # 19)

: Regional or code A documents : Local or code V documents. : Document (any of A or Q documents) upon request

Note : Although indicated that departments may receive copy of documents in the above matrix, they only receive the documents that relate to their department function. e.g. : DWI will only receive their copy of class 01 or class 04 documents.
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7.3

Appendix 3 - Approval of Documents

Document Control Station (DOCS) General Director Plant Director Quality Manager Respective Manager/HOD

00

01

02

03

04

05

06

07

08

09

: Documents that are issue by the Regional Office or Code A Documents. : Documents that are issue by the local office or Code Q Documents. Note : General Director only approve Quality Manual and document which is written by managers who direct report to General Director. If document is not under Quality Assurance, Quality Manager will approve the format of the document only.

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7.4 1

Appendix 4 - Document Control Number Code Description of code Y (Plant location Identification) is: A CROWN Asia Pacific Holdings Limited V CROWN Beverage Cans Saigon Limited. Description of code SSS (material grouping) ALU Aluminium CLA Lacquer CSZ Sizing CVA Varnish CWC White Coat COM Compound INK Ink PKG Packaging MFS Manufacturing Spares CON Consumable GEN General Procedure Description of code KKK (Product type) DWI 2 PC Drawn Wall Iron EOE Easy-Open-Ends GEN General Procedure Description of code RRRR (Container Characteristic) Volume (DWI) 250ml, 330ml, 375ml, etc. Diameter (EOE) 206 Description of code PP (Specific Process/Operation) For DWI For EOE SO Source Sheet PL Plate / Lacquer Layout CS Coil Stamping SH Shell Stamping BD Blank and Draw SR Score and Rivet Operation RD Redraw TB Tab Operation DI Drawn / Wall Iron Operation CP Compound Placement DO Base Doming TR Trimming PV External Print NF Neck and Flange FL Flanging LS Lacquer Spray BP Base Panel Description of code J (Department Process Owner) E Engineering/Technical L-Logistic Purchasing F Finance P- Production H HR Q- Quality S-Sales T- EHS

4 5

6.

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7.5

Appendix 5 - Documentation Cover Page

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DOCUMENTATION CONTROL
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REVISION HISTORY

Brand-Building Packagin

Class Description Document Description Requesters Name Requesters Plant

Doc No. Revision Page SIGNATURE :

: : :

Revision

Requester

Description Of Change

DOCUMENTATION CHANGE APPROVAL

Initiate Reasons :

Change

Obsolete

Approval

Name

Signature

Date

Stamp

All information herein is company proprietary and property of CROWN Beverage Cans Saigon Limited. It shall not be reproduced or copied unless as expressively permitted or directed by CROWN Asia Pacific Holdings, Limited.

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7.6

Appendix 6 - How to Initiate, Change and obsolete Document flow

Requester Initiate Change - Get Documentation text file (for non-class 02) - Revise and identify changes (use *) - Fill up New Documentation cover page Obsolete - Get the hardcopy of filled up New Documentation Cover page

- Get Documentation # - Write Document -Fill up New Documentation cover page

not approved Requester not approved Obtain necessary approval

Requester - Send to DOCC the approved new / revised document. - Include the diskette of the updated files.

Requester - Review the approval required. - Review the Document Control requirement. Review OK Requester Initiate - Issue the new controlled Document to the DOCS (specify in the scope of doc) - Update the document list - File Controlled Document Change - Issue the revised controlled documentation to the DOCS according to the distribution list. - Update the Documentation - File the Controlled Document

not OK

Requester Make changes, or may abandon the doc.

Obsolete -Remove the Controlled Document from the DOCC - Inform the DOCS to remove the Controlled Document - Update the Documentation Controlled List.

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7.7

Appendix 7 Document Station Layout

EOE Office ST.#17 Engineering Office ST.#2

00, 03, 06 Office lock ST.# 1

Front end Area ST.#3

Back End Area ST.#7

Production Office L1 ST .#11

Middle End Area ST.#5

DWI Line

Production Office L2 ST.#19

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