BM-PM-M-25-005
1. Purpose #
1.1 To establish a comprehensive framework for the effective management, control, and safeguarding of company records and documents ensuring that all documents are accurate, current, and properly maintained, in compliance with relevant standards, laws, and regulations. By implementing clear procedures for approval, filing, retention, and disposal, seeking to prevent misuse, loss, or unauthorized access to records, protect confidentiality and privacy, and preserve valuable historical records.
2. Scope of Application #
2.1 This procedure is applicable to control each document and record address the management, retention & disposal of all records applicable to all departments within Blih marketing and communication PLC.
3. Definition #
3.1. Original document: – first written document by the document author.
3.2. Controlled document: – official documents controlled by PM.
3.3. Invalid document: – official documents which are no longer required for operations.
3.4. Temporary controlled document: – documents released under temporary control (valid for specific timeline).
3.5. External document: – External laws and regulations outside the company documents provided by local and international compliances, customers and related parties.
3.6. Management document: – document content is based on planning, standardizing control rationality, suitability and adequacy.
3.7. Process document: – document content is based on the interpretation of use procedure, method and attention of refined and visualized process.
3.8. Standard document: document content is based on the standard that guides the employee to work in specific operating standards.
3.9. Work specification document (work instructions): document content is based on details, step-by-step guidance on how to perform a specific task or activity and precise instructions, tools, safety precautions, and quality requirements.
3.10. Record: – a record is a special document that refers to clarifying the results obtained or evidence document of completed activities provided.
3.11. Seal samples: – ensure that sealing processes are carried out uniformly across different departments or locations, maintaining consistency and compliance.
3.12. Retention: – involves keeping and maintaining records, documents, or materials for a specified period.
3.13. Disposal: – refers to the process of permanently getting rid of or discarding documents. 3.14 Retention Period: – The period that records should be retained in their offices of origin or in records centers before they are transferred to the archives for preservation or otherwise destroyed. 3.15 Access: – Right, opportunity, means of finding, using or retrieving information from records and archives (ISO 15489 Record Management) 3.16 Archives: – collections of records, documents, and other materials that are kept for their enduring value. 3.17 Record Preservation Period: – refers to the length of time that records, documents, or data must be kept and maintained by the company before they can be destroyed or discarded.
4. Responsibility #
4.1. Releasing Department
4.1.1 Ensure correctness of document content and quality of document. 4.1.2 Execution and follow-up of document review and countersignature. 4.1.3 Give clarification on the identification, revision, addition and alteration of document suitability
4.2. People Management Department
4.2.1 Responsible for releasing documents, check document clarity, verify document number and standard format.
4.2.2 Ensure controlling and releasing of document application, distribution, filing and preservation.
4.2.3 Recovery, disposal and invalidation of old or unsuitable documents.
4.2.4 Keeping a List of Controlled Documents and Distribution Records.
4.2.5 Summary and update of a List of checklists, forms and records.
4.2.6 The controlling, distribution, filing and preservation of external documents. 4.2.7 Keep original document and identify usage status of document. 4.2.8 Conduct new document assessment and training in the department, draft record keeping and finally document the last finalized document. 4.2.9 Responsible for training the relevant department documents to new entrants along with the department head. 4.2.10 Responsible for assessing the long-term value of procedural record and making determination. 4.2.11 Responsible for collecting, organizing, preserving, maintaining control over and providing access to procedural records. 4.2.12 Responsible for the coordination of the record management, retention and disposal program. 4.2.13 Monitoring and auditing the record compliance, advising all aspects of its compliance.
4.3. Receiving department
4.3.1 Proper preservation and correct use of distributed documents.
4.3.2 Update unsuitable documents up on the approval of the people management department.
4.3.3 Return invalid document as notified by the PM.
4.4. Relative departments
4.4.1 Responsible for the proper management and disposal of records for a designated department and shall coordinate with PM for records management, retention and disposal for their designated department.
4.4.2 Responsible for training the relevant department documents to new entrants along with PM.
4.4.3 Preservation of key records, forms and checklists.
5. Work flow #
5.1 General
5.1.1 The management system defined documents and records shall be controlled by the management system.
5.1.2 Physical records shall be stored securely in designated areas with controlled access.
5.1.3 Electronic records shall be protected through access controls, encryption, and regular backups.
5.1.4 Confidentiality and data integrity shall be always maintained.
5.1.5 A document shall be controlled if it fulfills the following characteristics: –
✔ Product verification, inspection, or testing.
✔ Determine or govern processes, set standards or manage.
✔ Training and employee-related decisions. ✔ Displays Collect information.
5.1.6 The PM shall document a list of controlled documents and records that shall be updated every year, change of process and disposal of documents.
5.1.7 Uncontrolled documents shall no longer be tracked and modified.
5.1.8 For non-conforming documents, the PM dep’t shall return the document to the process owner department and redraft.
5.1.9 For all kinds of documents and external documents mentioned in the form of electronic file, the mail release record shall be kept for three months, and the owner dep’t of the document shall retain one original copy. 5.1.10 The management system and internal process operating records of control and improvement for three years, such as ‘annual plan, internal and external audit, management review, target indicators, improvement proposals, corrective prevention and other related records; product records including test and quality records for three years then depending on the relevance of the record shall be abolished. 5.1.11 Depending on documents retention guidelines the PM dep’t shall formulate A List of Record Preservation Period 6 months prior to the retention due date, then each department shall carry on the preservation according to A List of Record Preservation Period finalize 2 months before the document retention due date. 5.1.12 Environmental requirements for document storage: anti-mildew, moth-proof, dust-proof, anti-rat, anti-theft, anti-fire, anti-shock, moisture-proof, anti-dumping. Electronic documents should also be light-proof and backup.
5.2 SOP documentation During changes
5.2.1 In document implementation, changes occur for various reasons such as organization structure, product scope, workflow and applicable laws and regulatory updates, audit findings, process improvements, etc.
5.2.2 Record the specific reason or factor for the change (e.g., regulatory update, audit result, process changes).
5.2.3 All stakeholders of the procedure shall evaluate how the change affects existing processes, efficiency, compliance, safety, and quality.
5.2.4 If there is any objection to the review of the relevant department documents, the owner of the SOP and the PM shall coordinate with the opinions of each department. If necessary, revise the draft and then review and countersign the relevant departments. After each department countersigns and agrees.
5.2.5 The department with the change in SOP shall develop a plan outlining the scope, resources needed, modifying relevant sections, processes, responsibilities, controls and timeline for implementing the change.
5.2.6 The PM shall assign a new version number (e.g., Version 2.0) and note the revision date and track Changes or highlight modifications for clarity.
5.2.7 Clearly mark previous versions as “Obsolete” to prevent accidental use.
5.2.8 Maintain a Change Control Log Revision date, Summary of changes, Reason for change, Person responsible for change and an approval signature.
5.2.9 Obtain formal sign-off from authorized personnel and relevant stakeholders with the approval signatures and date.
5.2.10 Ensure all relevant personnel receive the latest version.
5.2.11 Replace old SOP versions in all locations (manual files, digital systems).
5.2.12 The department with the change of SOP shall conduct training sessions if the change impacts daily operations or requires new skills.
5.2.13 The new documents shall be drawn up by the relevant dep’t according to the actual operational needs and the planning requirements of the management system.
5.2.14 The Updated documents shall be numbered according to the controlled document number lists.
5.2.15 The PM and the owner of the SOP shall monitor adherence to the updated SOP.
5.3 Retention
5.3.1 Each department is responsible for the retention of the designated documents and records of their own process. This includes access grants, confidentiality and storing method (all documents shall be kept as stated on 5.1.11).
5.3.2 Documents and records shall be retained in accordance with the following guidelines: –
✔ Financial Records such as legal and tax requirements shall be retained for 7 years.
✔ Employee Records shall be retained for 7 years after termination.
✔ Legal Documents such as legal compliance and audit purposes shall be retained permanently or as mandated by authorities.
✔ Management system records shall be retained for 3 years. ✔ Client Contracts shall be retained for 7 years. ✔ IT Security Logs shall be retained for 2 years.
5.4 Disposal 5.4.1 Documents and records scheduled for disposal shall be identified through retention schedule reviews. Only documents and records that have exceeded their legally and policy-mandated retention periods shall be eligible for disposal. 5.4.2 Disposal of records shall be authorized by the PM dep’t. 5.4.3 Disposal of sensitive or confidential information must adhere to secure disposal methods. 5.4.4 Each department shall report the overdue and invalid records to the PM dep’t approval, and the PM shall supervise the disposal along with the dep’t head, the list of disposed records shall be filled and kept for tracking purposes. 5.4.5 Destruction shall be documented, including details of the destroyed record, date, method and responsible authorized personnel. 5.4.6 Disposition Method: Once the retention period has ended, records are disposed of according to their value and content ensuring data cannot be reconstructed or recovered: – ✔ Shred: confidential records such as research data, customer folders, personnel records, and financial records that have account numbers listed.
✔ Recycle: records that are not confidential and do not contain personal/financial identifying information shall be processed in environmentally responsible ways following applicable waste management.
✔ Delete: electronic records that are not archival shall be permanently deleted using approved data destruction software.
✔ Transfer: paper and electronic records to the relevant owner if they have permanent legal, fiscal, administrative, or historical value.
6. Generating records #
6.1 <<SOP change versions>>, << List of controlled documents and records>>, <<Original documents>>
6.2 <<Disposal records >>, << List of Record Preservation Period >>
7. Reference documents #
7.1 <<ISO 9001:2015 and ISO 27001>>
8. Relevant documents #
8.1 <<BM-PM-P-25-008 SOP Preparation and implementation procedure>>
9. Flow chart #
9.1 <<N/A>>