QP-4.2 Control of Documents and Records

Revision H · Effective 2025-06-16

1 Purpose

This procedure defines how Tallgrass Precision Components creates, approves, issues, changes, reviews and withdraws controlled documents, and how quality and business records are identified, stored, protected and retained.

2 Scope

Applies to all QMS documents, the department documents of IT, HR, EHS, Shipping and Export Compliance, and the records in the retention table in section 6. Customer drawings are controlled under contract review.

3 Definitions

• Controlled document - the current approved revision published on the owning SharePoint site.
• Uncontrolled copy - any printed or downloaded copy of a controlled document.
• DCR - Document Change Request, form F-420-01.

4 Responsibilities

• Quality Manager - owns this procedure; approves all QM, QP, WI and SQM documents and all quality forms.
• Document owner - drafts changes, routes the DCR, and performs the periodic review.
• Department managers - approve department documents (IT, HR, EHS, SHP, EXP) owned by their departments.
• IT Lead - maintains SharePoint permissions and the backup of electronic records per IT-07.

5 Document Control

5.1 Numbering scheme

Prefix	Document type	Revision style
QM	Quality manual	Letters (A, B, C...)
QP	Quality procedure, numbered to the AS9100 clause (e.g. QP-7.5)	Letters
WI	Work instruction (e.g. WI-210)	Letters
SQM	Supplier quality manual (external-facing)	Numbers (1, 2, 3...)
F-xxx-yy	Form; xxx ties the form to its parent procedure (F-750-01 belongs to QP-7.5)	Letters
IT-xx, HR-xxx, EHS-xx, SHP-xx, EXP-xx	Department documents	Numbers

5.2 Requesting a change

Anyone may request a new document or a change by submitting a DCR (F-420-01) to the document owner. The DCR states the document, the requested change, the reason, and any training impact.

5.3 Review and approval

The document owner drafts the change with revision marks and routes it for approval through the SharePoint approval workflow. Approval authority:

• QM-01 - President and Quality Manager.
• QP, WI, SQM and quality forms - Quality Manager, plus the manager of each department affected by the change.
• Department documents - the owning department manager; documents that affect product quality also need Quality Manager approval.

The effective date is set at approval and is no earlier than the approval date. When the DCR identifies a training impact, affected employees are trained before the effective date per QP-6.2.

5.4 Publication and access

Controlled documents are published as PDF on the owning SharePoint site (Quality, Engineering, HR, IT or Operations), with access by audience group.

5.5 Periodic review

Every controlled document is reviewed at least every 24 months from its effective date. The review_due date is shown in the document header. If no change is needed, the owner records "reviewed, no change" in the DCR log and the review date is reset; the revision letter does not change.

5.6 Obsolete documents

When a new revision becomes effective:

1. The document owner removes the superseded revision from every point of use, including printed copies posted in the bays, within 1 working day of the new revision's effective date.
2. One archive copy of the superseded revision is retained in the SharePoint "Superseded Documents" library, watermarked SUPERSEDED, for reference and audit history.
3. Superseded revisions are never used to build or inspect product.

5.7 Uncontrolled prints

Printed copies are uncontrolled and are valid only on the day they are printed. Every PDF carries the footer "Printed copies are uncontrolled. Verify revision on SharePoint before use." Prints found at a workstation on a later date are discarded and replaced from SharePoint. Travelers and customer drawings issued with a job are controlled by the job packet and are exempt from this rule.

5.8 External documents

Industry standards (for example AS9102) are kept in the Quality site's "Standards" library. Customer specifications are tracked by revision in the ERP.

6 Control of Records

6.1 Requirements

Records are legible, identified by job, part number or employee as applicable, and stored so they can be retrieved within one working day of a customer or auditor request. Electronic records are the master; paper records are scanned to SharePoint before the paper is discarded, except where a customer requires originals. Paper corrections are single-line strike-through, initialed and dated.

6.2 Retention table

Retention periods below are minimums. Where a customer contract requires longer retention, the contract governs.

Record type	Retention	Location / owner
Quality records: inspection, FAI, NCR, MRB, CAR, SCAR, calibration and internal audit	10 years from creation	Quality SharePoint site / Quality Manager
Management review minutes	10 years from creation	Quality SharePoint site / Quality Manager
Training records (F-620-02)	Duration of employment + 5 years	HR SharePoint site / HR Manager (QP-6.2)
Export records	5 years from the date of export	Contracts & Export Compliance Manager (EXP-01)
Email	3 years	Microsoft 365 / IT Lead (IT-07)
Personnel files	7 years after separation	HR SharePoint site / HR Manager (HR-230)
Superseded document archive copies	10 years after superseded	Quality SharePoint site / document owner

6.3 Disposal

Records are reviewed by the record owner before destruction; records under a legal hold are not destroyed. Paper records containing Restricted data (IT-05) are shredded on site.

7 Records

DCR forms (F-420-01) and the DCR log are retained 10 years from creation.

8 Revision history

Rev	Date	Change	Approved by
F	2020-09-14	Moved document library from network share to SharePoint.	Ruth Okafor
G	2023-02-06	Added department document prefixes and number-style revisions.	Ruth Okafor
H	2025-06-16	Set 1-working-day removal of obsolete documents; added SUPERSEDED watermark archive copy; added uncontrolled-print footer; consolidated retention table with HR-230, IT-07 and EXP-01.	Ruth Okafor