Document Name Process for Document Control and Record Revision History # 1 2 3 4 5 6 7 Version 1.

0 Date 25-Mar-04 Rationale for change Initial Version

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DC 1.0 25-Mar-04

Change Description -

Author Dinesh Kale

Reviewed and Approved By Vamsi Chelluri

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Document Name Process for Document Control and Record Table Of Contents

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PROCESS SUMMARY.......................................................................................................................3 REFERENCES.....................................................................................................................................3 DEFINITIONS AND ACRONYMS...................................................................................................3 ORGANIZATION POLICY...............................................................................................................3 PROCESS INPUTS.............................................................................................................................3 ENTRY CRITERIA.............................................................................................................................3 PROCEDURE......................................................................................................................................4 VALIDATION CRITERIA.................................................................................................................6 QUALITY RECORDS........................................................................................................................6 PROCESS DELIVERABLES.............................................................................................................6 MEASUREMENT AND ANALYSIS.................................................................................................6 EXIT CRITERIA.................................................................................................................................6 ANNEXURE.........................................................................................................................................6

Author Dinesh Kale

Reviewed and Approved By Vamsi Chelluri

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Document Name Process for Document Control and Record

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DC 1.0 25-Mar-04

Process Summary 1. To ensure that the approved and latest version of the documents are made available for use. 2. To control changes to the document in an organized manner. 3. To control Records as per Retention Period mentioned in the each process document References CMMI ISO 9001:2000 Clause Major Clause Name 4.1, 4.2, 4.2.3, 4.2.4 Quality Management System Process Area Configuration Management Project Planning

Definitions and Acronyms ISO International Organization for Standardization AU Author of the Document MLDQ Master List of Documents and Quality Records GH Group Head QT Quality Team FMS Facilities management Services RC Person who receives the Customer Supplied Product CSP Customer Supplied Product

Organization Policy

Process Inputs 1. Document to be controlled 2. Retention Period of the Documents from Quality Manual Entry Criteria 1. 2. 3. Need to control the document Document initiated for preparation Request for a change in an existing document. Author Dinesh Kale Reviewed and Approved By Vamsi Chelluri

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Document Name Process for Document Control and Record Procedure 1. Creation

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1.1. Prepare the document adhering to uniform style and template wherever applicable. (AU) 1.2. Prepare the document cover page only for the documents that forms as deliverable to the external person/Organization. (AU) 1.3. Identify who are the potential reviewers of the document and arrange for the technical review of the document as per the Technical Review Process in connection with the Project Plan (if applicable). (AU, GH) 1.4. Update the Document as per the Technical Review Report. (AU) 1.5. Update the revision history and the revision number after the review. Refer to document revision-numbering guidelines in. (AU) 1.6. Iterate this step till no more reviews are required. 1.7. After updation of review comments send the document for approval from the identified approver of the document. (AU) 1.8. Store the approved version of the document with the relevant quality records in the relevant Project folders. (AU) 1.9. Identify the users for the document, distribute the documents to the users and include them in distribution list in the MLDQ. (AU) 1.10.Once the product is released to customer, the document is archived and maintained for further use as per Organization document Retention Criteria (Ref: Quality Manual). (AU) 1.11.All changes to the document will follow the Process for Software Configuration Management. 1.12.Perform Periodic check on the MLDQ to see whether MLDQ is updated for the latest. (GH) 2. Document Control for Forms 2.1. Chart down a standard format for forms like header and footer (QT) 2.2. Any changes to the standard format should be brought under the purview of change procedure. (QT) 2.3. Print the forms with the relevant serial number wherever applicable. (QT, FMS) 3. Document change distribution 3.1. Manual distribution/Electronic access with change notification. (PM)

Author Dinesh Kale

Reviewed and Approved By Vamsi Chelluri

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Document Name Process for Document Control and Record

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3.2. Distribute the changes to the document to all distributees. If Version of the Document changes update the MLDQ (AU, PM) 3.3. Retain the document as per the retention period (PM, GH) 4. Identify and Generate Quality Records 4.1. Identify the Quality Records, as mentioned in the respective process, to be maintained by the team (GH, PM) 4.2. Refer to Quality Records Master List for additional records that are to be maintained (GH, PM) 4.3. Generate the Quality Record as given in the process being executed. (AU, PM, GH) 4.4. Ensure that the personnel who generate the record adequately fill in the required details. (AU, PM, GH) 4.5. Mark as NA (Not Applicable) the section or part of the record, which is not applicable. (AU) 4.6. Ensure that the appropriate authority authorizes the records. Update the MLDQ. (AU, GH) 5. Organize and Maintain Quality Records 5.1. Store the record in the appropriate folders or maintain registers. (GH) 5.2. Store the records in appropriate location so as to prevent damage or loss. (GH) 5.3. Maintain the Quality Records preferably in a centralized place or location, which can provide secured and quick access. (GH) 5.4. Dispose the Quality Records after retention period, when required, by a suitable method in consultation with the QT. (GH) 5.5. Perform Periodic check on the Master List of Document and Quality Records (This will not lead to any output) (GH) 6. Control of External Document 6.1. Receive the Product from the Customer provide identification, and ensure trace ability. (RC) 6.2. Inspect or Test for the accuracy, usability, and suitability of the CSP. If CSP does not pass inspection and testing, notify the customer and arrange for repair, rework, or replacement and re-test/re-inspect the CSP. (RC) 6.3. If CSP is not needed for immediate use, ensure that the CSP is stored in a suitable environment and maintained during storage to prevent loss, damage, or degradation. (RC, GH) 6.4. CSP is stored and carefully used during the Development without any damage to it until CSMS is returned and label it as CSP. (GH) 6.5. Ensure that CSP is returned to the Customer as agreed upon. (RC, GH)

Author Dinesh Kale

Reviewed and Approved By Vamsi Chelluri

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Document Name Process for Document Control and Record

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DC 1.0 25-Mar-04

6.6. Incorporate material or place CSP in service until completion of agreement or satisfaction of requirements. (RC, GH) Validation Criteria 1. Periodic Check of Master List of Documents and Quality Records Quality Records 1. Master List of Documents and Quality Records Process Deliverables 1. Documents Created / Updated 2. MLDQ / Updated MLDQ Measurement and Analysis 1. Number of updates done to the documents 2. Number of revisions made to the document 3. Number of changes made to the MLDQ 4. Retention period of the quality records Exit Criteria 1. Updated Master List of Documents and Quality Records

Annexure 1. Template for Master List of Documents. 2. SEAL Document Template 3. Template for Control Page 4. Template for Header And Footer 5. Guidelines for Revision Numbering and Numbering Strategy 6. Change request status reporting

Author Dinesh Kale

Reviewed and Approved By Vamsi Chelluri

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