QMS Procedure. DOCUMENT and RECORDS CONTROL

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1 City of Elliot Lake QMS Procedure Proc.: Issued: Rev.#: Pages: QMSP-01 Dec. 17, Reviewed by: Daryl Halloch Approved by: Sean McGhee DOCUMENT and RECORDS CONTROL 1.0 Purpose To describe the procedures for ensuring the QMS documents are kept current and for ensuring QMS documents and records are kept legible, readily identifiable, retrievable, stored, protected, retained and disposed of. 2.0 Scope Applies to all QMS Document and QMS Records pertaining to the City of Elliot Lake Drinking Water System as identified in this procedure. 3.0 Responsibility All Operations Department staff 4.0 Definitions Document includes a sound recording, video tape, film, photograph, chart, graph, map, plan, survey, book of account, and information recorded or stored by means of any device Record a document stating results achieved or providing proof of activities performed QMS Document any document required by the City of Elliot Lake Drinking Water System QMS as identified in this procedure QMS Record any record required by the City of Elliot Lake Drinking Water System QMS as identified in this procedure Controlled managed as per the conditions of this procedure Retention Period length of time that a document or record must be kept; starts from the date of issue for QMS records or from the point of time when a QMS document is replaced by a new or amended document City of Elliot Lake Rev: 7 Issued: January 28, 2015 Page 1 of 6

2 5.0 Procedure 5.1 Documents and records required by the City of Elliot Lake QMS are listed in Tables below. 5.2 All internally developed QMS documents are generated electronically to ensure legibility. The documents include page number and revision date as appropriate. Handwritten records must be legible and permanently rendered in ink or non-erasable marker. 5.3 Additional controls for QMS Procedures within the Operational Plan are used to ensure appropriate review and approval. These include the use of authorized approval, alpha-numeric procedure code; issue date, revision number and revision history. Authorized personnel for review and approval of QMS Procedures for the City of Elliot Lake are: Review Approval Director of Operations 5.4 Table 1 City of Elliot Lake Water System QMS Documents and Records (see below) specifies the location of all QMS Documents and Records. These locations are: the (WTP), the Waste Water Treatment Plant (WWTP), and the Public Works building (PW). Every location is protected and alarmed. Consideration is given to choose an area of storage of documents and records where threats of damage are minimal. All this ensures appropriate protection and prevents unauthorized use and access, damage, deterioration or loss of QMS documents and records. Copies of QMS documents and records located outside of these locations are considered uncontrolled. 5.5 Access to the City of Elliot Lake computer infrastructure (municipal server, local computers) is restricted through use of individually-assigned usernames and passwords. Back-ups are performed according to the City of Elliot Lake Information Technology Policy. 5.6 Forms listed in table 1 are either numbered in sequence, or kept in a specific location. Standard Operating Procedures are kept in a specific binder. The ensures the most recent versions are in the binders. Every time a QMS document is produced it is circulated to staff along with a memo. 5.7 Any employee of the drinking water system may request a revision to improve an existing internal QMS document or the preparation of a new document through communication to their supervisor. All requests will be reviewed as a part of the Operations Department meetings. The need for new or updated documents may also be identified through the Management Review or internal audits. The ensures City of Elliot Lake Rev: 7 Issued: January 28, 2015 Page 2 of 6

3 that any changes made to QMS documents are communicated to relevant Water System personnel and coordinates related training (as required). 5.8 When a new or revised QMS document is made, the hardcopy of the previous version of the document is removed from its location by the QMS Representative and disposed of. The new electronic version of the QMS document is uploaded to the City of Elliot Lake website by Top Management. 5.9 The authorized method for disposal of documents and records after the specified retention requirements have been met is shredding All QMS documents and records are retained in accordance with applicable regulations and legal instruments made under the Safe Drinking Water Act (SDWA) or the retention by-law, whichever is the most stringent. QMS documents and records without legislated minimum retention periods are retained in accordance with the Corporate Document and Records Retention By-law QMS documents and records are reviewed for evidence of control during each internal audit as per QMS Procedure QMSP-10 Internal QMS Audits. 6.0 Related Documents QMSP-10 Internal QMS Audits City of Elliot Lake Information Technology Policy Document and Records Retention By-law Safe Drinking Water Act (SDWA) 7.0 Revision History Date Revision # Reason for Revision October 16, Procedure issued December 17, Title Change August 8, Title Change January 20, Amendments to Document Tables October 22, Title Change January 28, Inclusion of Internal operational documents City of Elliot Lake Rev: 7 Issued: January 28, 2015 Page 3 of 6

4 Type of Document Operational Plan (including QMS procedures) Location / hardcopy Location / electronic version Internal QMS Documents Who is in charge of keeping it current QMS Rep for all hard copies - for electronic versions Job Descriptions Human Resources Department Operations Manual (including Standard Operating Procedures) SOP's on Server - Drinking Water Standards (elcity.localelcity- FilesUsers) (Z) (SOP's only) QMS Audits - (Internal / Management / External / Surveilance) QMS Rep for all hard copies - for electronic versions Distribution System Standard Operating Procedures Distribution operators and Assistant Director (Public Works Sector) Organizational Structure List of licensed personnel List of personnel contact Annual Summary Report / Annual Report City of Elliot Lake website Pre-budget Infrastructure Capital List Office of the Director of Operations City of Elliot Lake Plants Department Emergency Response Plan Drinking Water Licenses City of Elliot Lake Rev: 7 Issued: January 28, 2015 Page 4 of 6

5 Type of Document Location / hardcopy Location / electronic version External QMS Documents Who is in charge of keeping it current Sample Results - Lab analysis MOE's inspection report Permit to Take Water (PTTW) Results of external DWQMS audits Equipment manuals Design drawings - WTP and standpipes Design drawings - Distribution Engineering Department City Engineer Document and Record Retention By-law Director of Clerks City of Elliot Lake Information Technology Polity (IT policy) Manager of Information Technology Procurement of Goods Policy Bylaw Director of Finance Water by-laws Director of Clerks and Planning City of Elliot Lake Emergency Response Plan, Wastewater Treatment Plant Office of the Chief Administrative Officer Receiving Records for Chemical Deliveries Corporate policy - media Office of the Chief Administrative Officer Legislation/regulation, DWQMS City of Elliot Lake Rev: 7 Issued: January 28, 2015 Page 5 of 6

6 Type of Document Location / hardcopy Location / electronic version Internal Operational Documents Who is in charge of keeping it current Revision Call Out Report PC - Water Daily Water Treatment Plant Worksheets PC - Water Water Treatment Operational Spreadsheets PC - Water Plants Department Daily Absentee Record PC - Water Plants Department Daily Attendance Form PC - Water Plants Department Excel Timeheet PC - Water Water Plant Daily Attendance Form PC - Water ORO Schedule (n/a) Revision - 0 Distribution Sample Location List PC - Water Revision - 0 Operator Shift Schedule (n/a) Water Quality Complaint Form PC - Water City of Elliot Lake Rev: 7 Issued: January 28, 2015 Page 6 of 6

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