Documentation and Archiving of ZCMC EQ-BCP
Documentation is the process or procedure in furnishing material or record that provides official information or evidence of activities that transpired.
Archiving is the process or procedure in preserving documents and records.
There shall be a documented documentation policies and procedures on the ZCMC EQ-BCP.
The documented documentation policies and procedures must be aligned and integrated with those of the ZCMC.
There shall be a documented archiving policies and procedures on the documents and records of the ZCMC EQ-BCP.
The documented archiving policies and procedures must be aligned and integrated with those of the ZCMC.
Documentation
There shall documentation of all activities of the ZCMC EQ-BCP, both formal and informal.
The documentation materials shall be in any of the following forms: pictures (still and videos); reports; minutes; and others.
The documentation materials and records shall be used for evidentiary and historical purposes.
All documentation materials and records shall be digitalized.
All documentation materials and records shall be subjected to the archiving policies and procedures of the ZCMC EQ-BCP and that of the ZCMC.
The documentation materials shall be classified into two: documents and records. Based on ISO 9001, a document is a documentation material that contains the description of policies and procedures, specification, drawing, work instruction and the like. A record is a documentation material that provides evidence of compliance with established requirements and effectiveness of the operation of quality management system.
Documents shall include primarily the ZCMC EQ-BCP.
Records shall include reports of activities held; minutes of meetings; independent audits; customer satisfaction surveys and the like.
There shall be a system of control of documents and records, in terms of legibility; currency; easy retrieval; safekeeping; security; and confidentiality.
Archiving
There shall be a documented system of archiving of documents and records of the ZCMC EQ-BCP.
The archiving system must take in consideration control of documents and records; safekeeping; security; confidentiality; and ease of retrieval.
There shall be digitalization of hard copies of documents and records of the ZCMC EQ-BCP.
There shall be policies on retention period of the print and digital copies of the documents and records of the ZCMC EQ-BCP.
Criteria and Indicators for Performance Excellence of Documentation and Archiving
The following are the criteria and indicators for performance excellence of Documentation and Archiving:
Criteria and Indicators for Performance Excellence of Documentation and Archiving
ROJ@16mar9