Document Management

The procedure covers the document and record system relating to the activities of all units of the University. Document types are indicated by the following codes:

A document number consists of the unit code, the document type and a sequence number (for example PM.PR.02). The header of a document contains the logo and the document title; the footer contains the document number, publication date, revision number/date and page number.

• Documents come into force after being prepared and approved by the officials designated for each document type. The preparing and approving units check the document and request that it be added to the system; all original documents are recorded through the system.
• Documents are distributed in a controlled manner to the units that will use them through the Quality Management System; distribution is tracked through the master document list in the system.
• Standards and other documents received from external organisations are included in the system with a document code; the currency of standards and official legislation is monitored by the responsible unit manager, and when a change occurs the old version is withdrawn and the new one put into force.

• Units submit revision requests through the document revision request section of the system, together with the prepared document (if any), the subject of the revision and its justification. The requester is notified through the system whether the request has been accepted or rejected.
• When a document is first published its revision number is 00; the number is increased by one by the system at each revision.
• The revised document is updated in the system for authorised users; the reason for the revision is tracked in the revision monitoring section. Original copies prior to revision are kept in the system.
• The revision status of documents is monitored through the system to prevent the use of withdrawn or invalid documents.

• Records are classified at three levels — record class, record type and record — and are defined in the Record Control List; they are identified by date or sequence number.
• Electronic records are backed up in the Quality Management System software and on the server; measures are taken to ensure that archived records can be retrieved and are protected from damage.
• No information in records is deleted or made illegible; corrections are made so that the old information remains legible.
• Retention periods are set by process owners taking customer, legal and regulatory requirements into account; records whose retention period has expired are destroyed so that they cannot be recovered.

All changes that may affect the quality management system are carried out in a planned manner and are handled in two categories:

• Minor changes: changes that do not affect the system as a whole or cause major changes in the organisational structure (such as process improvements and corrections/corrective actions leading to document revision).
• Major changes: changes affecting the quality management system as a whole (such as defining a new process, fundamental changes to an existing process, or organisational changes).

Changes are planned through the document change request / new document request in the system; a document revision does not come into force without the opinion and approval of the relevant unit head. Inputs to change management include risk assessment, evaluation of aims and objectives, changes in process flows, the opening or closing of units, changes in organisational structure and infrastructure, approval of changes by senior management and informing staff. The current risk analysis and performance system are reviewed at least once a year, reported to senior management and evaluated at Management Review meetings.