MATS UNIVERSITY RAIPUR

DOCUMENTED PROCEDURE FOR CONTROL OF RECORDSISSUE DATE: Nov. 1, 2003. DOCNO: L2-DCP/CQR/01 Page 1 of 2

1.0 PURPOSE -

To define & provide controls needed for identification,storage, protection, retrieval, retention time and disposition of records.

2.0 REFERENCE:

Clause No. 4.2.4 of ISO 9001:2000 International Quality Management system standards.

3.0 RESPONSIBILITY -

FUNCTIONAL HEADS IN THEIR RESPECTIVE AREAS AS INDICATED IN THIS PROCEDURE SHALL BE RESPONSIBLE FOR COMPLIANCE.

4.0 PROCEDURE -

4.1 Records are generated in Registers (each page duly numbered) and/or in the form of loose sheet collection or as soft copies of records formats on which various data have been included as an objective evidences of processes performed.

4.2 Files containing loose sheet records, and register shall have the unique identification number with subject matter indicated therein.

4.3 When a Register or a File gets closed, the opening date and closing date of generation of records shall be indicated in the Register/File Cover.

4.4 It shall be ensured that the entries made are correct, complete and legible. No column shall be left blank, In case details called for are not applicable, then such columns shall be filled by “N. A.”

4.5 Whenever corrections are made on the entries already made in the records, the person making the corrections shall affix his initials authorizing the correction.

4.6 Management Representative shall maintain a list of Various records that get generated and the functionaries responsible for retention of these for the prescribed periods in Master Document Index.*

4.8 The functionaries shown against the respective records in the Master Document Index* shall be responsible to ensure identification, indexing, filing, storage, maintenance, easy retrieval and disposal after the prescribed retention period.

4.9 Disposal of the records after the expiry of the retention period shall be by shredding or by burning.

Prepared & Reviewed By: Approved by

MATS UNIVERSITY RAIPUR

DOCUMENTED PROCEDURE FOR CONTROL OF RECORDSISSUE DATE: Nov. 1, 2003. DOCNO: L2-DCP/CQR/01 Page 2 of 2

4.10 Management Representative shall evaluate the Quality Records and shall report on theeffectiveness once in a six months in the management Review Meeting.

4.11 If called for by contractual requirements or any other legal requirements, Quality Records shall be made available to the customer or his representative or any other regulatory authority for scrutiny. The retention period shall be as per contractual or legal requirements.

5.0 ENCLOSURES –

Particulars of Document Annexure No.Master Document Index.* Annexure No.1

Unique document Identification numbers of Documents Marked by anasteric-* are indicated on the Master Document Index.

END OF DOCUMENT

Prepared & Reviewed By: Approved by