M-17 Document control

M-17 Document control refers to regulation 17(2)(k) and must be read in conjunction with regulations 5 and 6.

Purpose

The (organisation’s name) will keep all relevant documentation up to date and see that it is distributed in a controlled manner. Historical documents will be kept where required, but clearly identified as superseded where appropriate.

Note: Historical reference documents may be needed to justify or support decisions taken at a date in the past.

Definition of document

In general, a document is a record or the capturing of some event or thing so that the information will not be lost. Usually a document is written, but it can also be made with pictures and sound. A document usually adheres to some convention based on similar or previous documents or specified requirements. A document is a form of information. A document can be in hard copy form, or put into electronic form and stored in a computer as one or more files.

Roles and responsibilities

(TBA)
The (TBA) is responsible for:
- the generation and/or collection of documentation required to define and control building consent processes and to support inspection decisions
- periodic review and, where appropriate, revision and re-authorisation of documentation
- effective maintenance of the building consent system, including electronic templates and forms
- filing and retention of any building consent system-related documentation.
Administration
- Maintenance of the building consent authority’s library system.

Procedure

1 Quality assurance system

1.1 The (organisation’s name’s) quality assurance system describes the processes and corresponding documentation used by the (organisation’s name).

1.2 The (TBA) approves the (organisation’s name’s) quality assurance system, corresponding documentation and any amendments and/or revisions. Computer-generated forms, databases and information are treated in an identical manner.

1.3 All employees and contractors may submit change requests to the (TBA) at any time. Change requests should be in writing and supported by alternative suggestions. The (TBA) shall review change requests and provide feedback to the originator.

1.4 The (TBA)-controlled quality assurance manual (including corresponding documentation) may have an electronic copy on the computer system.

1.5 The (TBA) maintains the master electronic copies and is responsible for the maintenance and issue of any amendments and/or revisions. The (organisation’s name) shall retain a copy of all revised and/or amended documentation for 10 years.

2 Distribution control

2.1 All employees and contractors may have ‘read only’ access to procedural documents and other associated templates. (Once a template is ‘launched’ it may be completed electronically.) The (TBA) is responsible for the control of all documentation that may be used and/or retrieved from the computer system.

2.2 All documents and templates shall be controlled documents. Appropriate documents should be password protected. The (TBA), who shall update procedures and authorise them by attaching them to the procedures database, holds the password.

2.3 Forms and letters created automatically by the client database can only be altered by the (TBA) or a designated person.

2.4 All employees and contractors would be informed of procedural changes by email or memo, including details of the nature of the change. By acknowledging receipt of the update message, individuals would be deemed to have read and understood the revised documentation.

3 Documentation control

3.1 The (organisation’s name’s) quality assurance system and all corresponding documentation are identified by the following information. The document:

title
responsibility (technical authorisation)
version number, and/or
issue date.

3.2 Every user is required to comply with the latest update and to ensure any printed copies that have become obsolete are immediately destroyed.

4 Personal information

4.1 Either the (TBA) or human resource department shall hold employee files. Personnel information shall be kept for (insert appropriate time as set by the organisation) beyond employment agreement termination.

5 Standards and specifications library

5.1 Up-to-date copies of reference documents such as Standards, specifications, statutes and regulations must be readily available to all relevant employees and contractors.

5.2 To achieve this, (organisation’s name) subscribes to relevant automatic update service.

5.3 The (organisation’s name) maintains a library register of controlled standards, regulatory documents and other relevant documents.

5.4 Manufacturers’ and suppliers’ specifications are also maintained in the library. All documents are clearly marked with the date of receipt and ‘controlled’ if they will be updated by the manufacturer or supplier, and ‘uncontrolled’ if they will not be updated.

5.5 All documents that have been updated have the old version clearly marked as obsolete or superseded, and are removed from daily use, but kept in an archive area for reference purposes.

6 Website

6.1 Changes are authorised by the (TBA) when instructions in writing are issued to the webmaster for changes.

(Example Only)

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