sop for Format issuance and control

 

1.0 OBJECTIVE
1.1 The objective of this SOP is to define the procedure for distribution & control of different

types of formats to different departments by QA.
2.0 SCOPE
2.1 This SOP is applicable for distribution & control of different types of formats to different departments by QA department
3.0 RESPONSIBILITY
3.1 Asst. Officer or above – Quality assurance – Prepare the SOP and follow-up the SOP accordingly.
3.2 Executive – Quality Assurance-Provide the support to the implementation of SOP and maintained the records.
4.0 ACCOUNTABILITY
4.1 Head – Quality Assurance
5.0 REFERENCE(S)
5.1 In-House



6.0 PROCEDURE
6.1 PREPRATION, ISSUANCE AND CONTROL OF FORMATS
6.1.1 All the formats will be distributed & controlled by QA department for it’s safe & easy circulation, traceability and control.
6.1.2 Documents will be prepared, distributed and controlled as per below mentioned instructions.
6.1.3 All the formats shall be prepared by concerned department and checked by Head of concerned department.
6.1.4 Head of concerned department shall send to Head QA for approval of format.
6.1.5 After approval of format QA personnel shall affix the red master stamp on the master format.
6.1.6 For issuance of formats concerned department personnel fill the format “Requirement for Formats” as per Format No.
6.1.7 After this it will be sent in QA department. QA personnel receive this requirement.
6.1.8 New formats shall be issued in the month of December for next year, no carry forwarding of

the formats should be allowed even if the format is blank.
6.1.9 New formats shall be issued only after retrieval of previous formats.
6.1.10 Requirement for issuance of formats for the next year shall be received at least

before 15 days at the end of the year (December month).
6.1.11 QA department take the photocopy from master format as per required quantity and shall be

distributed to the concerned departments by putting “Controlled Copy” Stamp in green ink at

right corner on the top of each page of the format to indicate authenticity of the same along with

their signature and make spiral bound book.
6.1.12 Record the issuance details in Format Issuance Register Format No.
6.1.13 The recipient of any format will put his sign in the specified column in the format issue register

the recipient may be either a person or a department respectively.
6.1.14 Retention period of all formats, register and log books should be as per SOP No.
6.2 ISSUENCE AND CONTROL OF BOUND BOOKS & REGISTER
6.2.1 All the bounded register, log books should be controlled by QA department.
6.2.2 Concerned department put the page number from 1 to 2…3 on each page of register.
6.2.3 After that it’s sent to QA department for their control and issuance.



6.2.4 QA department paste the approved format of register / log book, “Bound Book / Register Issuance Slip”

on the front page of register.
6.2.5 QA authorized personnel put the page number and total page qty. in issuance

slip and put controlled stamp & signature in specified place on the format of register and register issuance slip.
6.2.6 The format of “Bound Book / Register Issuance Slip” will be as per Format No.

7.0 ABBREVIATIONS

SOP : Standard Operating Procedure
QA : Quality Assurance