record management lecture & discussion

7/31/2019 Record Management Lecture & Discussion

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LECTURE & DISCUSSIONSPEAKER: MR. BERNIE B. NOBLE

as reference to: YJ-QP-0402 rev. 02 Record Management Procedure

Quality Control Department22 May 2008


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WHAT IS RECORDSIDENTIFICATION OF RECORDSESTABLISHMENT, REVISION & ABOLISHMENT OF FORMSCREATING OF FORM NUMBER FILING OF RECORDS

1. LABELING OF BINDERS2. SYSTEM IN BINDER FILE NUMBER ASSIGNMENT3. BINDER FILE NO. & DEPARTMENT CODE4. LABELING OF FOLDERS5. FOLDER FILE NO. & DEPARTMENT CODE6. RECORDS WITH UNIQUE FILING7. PROCEDURE FOR ERROR CORRECTION8. RETENTION PERIOD9. DISPOSAL OF RECORDS

RECORD AND MAINTENANCE


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A document on practiced activities orachieved (accomplished)outcomes

supported by objectives evidences.

Example: A blank form (YQP-10-01-0 Parameter Check List) is considered a Registered Form. Once you fillthis out, it becomes a Record.


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Records are identified thru:

- Title or name

- Form number

- Revision number


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5.2 Rules in establishment, revision and abolishment of registered forms

1) Person who wishes to establish a new form, or would revise and / or abolish aregistered form, will first present a final version (hard copy or soft copy) to theDCC or the Quality Management Team for registration.

2) Only after the Quality Management assigns a registration number for newforms, or approves of the revisions made in the registered form, shall the newversion be used.

3) The in-charge for each section will then update their respective FORMREGISTER SHEET, and will VOID the obsolete versions of the form.

4) In case that a unique form is revised and becomes a common form, it will beassigned a new registration number and the previous form it supersededbecomes void and is therefore abolished.


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Y 0 0 - 00 - 00 - _______0_

YU JIN Optical Electronics, Inc.

Q: Form related to Quality

G: Form of general use, notrelated to quality

P: Linked to a DocumentedProcedure

Dept. Code Number

Consecutive orrunning numbers

Revision Number

Example: YQP-40-20-1 (Lot NG Monitoring)


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CommonProductionDepartment

Engg.Department

Quality Control

Department

MaterialsDepartment

00 10 20 30 40

AccountingDepartment

HRDPurchasing

& TradeAdministration

Department

50 60 70 80


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Records must be filed in folders,

binders, and or File box whichever isapplicable with proper identification for easy retrieval when needed.


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1

2

BINDER LABELSide View NAME OF RECORDS2. * BINDER FILE NUMBER

& NAME OF DEPARTMENT

Front view1. NAME OF RECORDS2. BINDER FILE NUMBER3. NAME OF DEPARTMENT

* Example of binder file no. & department name

SIDE VIEW

1

2

3

FRONT VIEW


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XX - YY - ZZ - AB

Cabinet Shelf Number

Cabinet Code ( in letters )

Binder Location in a cabinet shelf

Assigned section or area code by the

department ( start in 10, 20, 30.)

Department code


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Assigned Department Code

ProductionDepartment

Engg.Department

Quality Control

Department

MaterialsDepartment

10 20 30 40


Purchasing& Trade

50 60 70

HRD Admin

80


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A01

1

2

3

4

02

03

04

05

06

07

08

09

10

01

02

03

04

05

06

07

08

09

10

01

02

03

04

05

06

07

08

09

10

01

02

03

04

05

06

07

08

09

10

Shelf Number

Cabinet Code Binder locationin a shelf

Example: The owner of thedocument is QC Dept. and itis located in QC Main Office(assigned area code is 30).The file number for thisbinder will be: 30-30-05-A4


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1

2

3

FOLDER LABEL

1. NAME OF RECORDS

2. FOLDER FILE NUMBER

3. NAME OF DEPARTMENT


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XX - YY - ZZ - AB

File Box Shelf Number to where it is kept (AB)

Folder Location in a File Box (see Figure 2)

Assigned section or area code by the department(start in 10, 20, 30.)

Department code


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Assigned Department Code

ProductionDepartment

Engg.Department

Quality Control

Department

MaterialsDepartment

10 20 30 40


Purchasing& Trade

50 60 70

HRD Admin

80


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B52

TOP VIEW OF FILE BOX

FRONT VIEW OF FILE BOX

FIGURE 1FILE BOX LABELINGILLUSTRATION

Example: The owner of the document is QCDept. and it is located in QC Main Office(assigned area code is 30). The file numberfor this binder will be: 30-30-03-B5

Name of RecordsRecords Folder No.

Shelf Number

File BoxNumber

01 02 03 04 05 06 07 08 09 10 11

FIGURE 2FOLDER LOCATIONILLUSTRATION


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According in Record Procedure clause 5.5 Records with unique filing

(1) 201 FileFor practical reason folders of individual 201 file are labeled only with

complete name of employee. These records are kept in designatedsteel drawer in alphabetical order. Folder of individual 201 file does notrequire file number. Human Resources dept. are in-charge of theserecords.

(2) Inventory TagInventory tag are filed in monthly basis secured with a fastener and

labeled with at least the product model and period covered. Theserecords are kept in designated steel drawer. Materials department arein-charge of these records.


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5.6 Procedure for Error Correction on Records

(1) When an error was observed in the approved records, the writer or originator and the over all in charge of the documentationcontrol are the only ones authorized to make the correction.

(2) In charge must place a double straight line along the middle of the word or words that is to be corrected and must place thebearer's signature and date of correction.

Example: Corection Correction05.22.08


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Clause 5.8 Retention PeriodRecords must be kept for at least 2 years before disposalKeeping the records longer than 2 years will be upon the discretionof concerned department.

Note: In case of the following, it is possible to scrap records under the

relevant department manager's approval regardless of the storage or retention period.

1) in case that there is no need to hold because the record is not validany more.

2) former records after an amendment or a modification


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Clause 5.9 Scrap (Disposal of Records)

It is a general rule to cut the records into small pieces or cremate it.Otherwise, with the department manager's approval, records can bereused as scratch in case of the following:

(1) Provided that it will bear "Scratch" stamp on the used side of thepaper.(2) Provided that the used side of the paper is Crossed-out.


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Index Form

File control register

Form Register Sheet


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Thank you very much!

A

RE

May 22,2008

record management lecture & discussion

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