Record Control记录控制和保存程序(中英文)

1.0 Purpose B 的
This procedure defined the controls needed for establishment, identification, storage, protection, retention time and disposition of records and point out responsibility of related department. And provided evidenee of conformity to requirements and of the
effective operation of the management system in ""Automotive Mechanisms Co., Ltd.
该程序规定了记录建立、标识、贮存、保护、保存期限和处置所需的控制，并指定相应部门的职责；为 *紗卄汽车科技有限公司管理体系符合要求和有效运行提供证据。

2. 0 Scope 范围
This procedure is applicable to the control of all **** Automotive Mechanisms Co., Ltd. management records, including quality records, environmental related records, as well as safety management related records,
本程序适用于汽车科技有限公司所有质量、环境、安全等管理相关的记录的控制过程。

3.0 Definitions 定义
3.1Form: a forma社ed document for recording the data and facts.
表格：用来填写数据和事实的格式化文件。

3.2Record: document stating results achieved or providing evidenee of activities performed.
记录：为标准在体系的运行提供证据的数据或其他一些信息。

3.3Retention periods: storage time limit for management system related documents and records, according to PTE management
requirements or to satisfy regulatory and customer requirements as a minimum :
保存期限：是指为了满足法规、顾客要求以及本公司管理要而设定的对管理相关记录保存的最低时间期限。

3.4Hard copy: the documents or records which is printed out or written in paper
硬拷贝：在纸上打印出来的文件或记录。

3.5Soft copy: the electronic format documents or records which is stored in Hard disc, video-disc,
软拷贝：储存在电子档或硬盘、光盘中的文件或记录信息。

3.6DCC: Document Control Center.
DCC:文控中心。

3.7Document controller: the staff who's responsible for document control of a dept or the whole compa ny.
文控人员：部门或者公司中负责文件管理与维护的人员。

4.0 Procedure and Flow chart 程序和流程图
4.1Responsibility 职责
4.1.1The Document controller of DCC is responsible for storage (on hard disk), code, registration, release of all forms and
making FN-QA-050 vControlled Form List>.
文控中心的文控人员负责对表格进行统一存盘、编号、登记、发放并制定FN-QA-050《受控记录清单》。

4.1.2Each related responsibility department draft out ,use and revise applicable record form for its own department, and
make systematical and orderly storage of own department's records accord i ng to FN-QA-050<C on trolled Form List>.
各相关部门负责起草、使用、及修订本部门用于记录的表格，并按FN-QA-050《受控记录清单》对本部门的记录进行系统、有序地保存。

4.1.3Dept. Supervisor or Manager is responsible for auditing and validating the forms which are used in related SP (QP, EP...)
and Wl.
部门主管或经理负责审核并确认相关程序文件和作业指导书中应用到的表格。

4.2Process Descriptions 过程描述
4.2.1Editing the form 编制表格：
Each related responsibility department draft out the form (format of applicable record) for its own departme nt
各部门自行制定所需的记录表格格式。

4.2.2Numbering and registration 编号、登记：
DCC will give the new form a number according to WD-QA-072 Numbering of Documents, and record it in FN-QA-050
<Controlled Form List> for the registration.
质量部的文控中心按照《WD-QA-004文件编码规则》对此新表单进行统一编号，并在FN-QA-050 《受控记录清单》中进行备案；
4.2.3Usage 使用:
4.2.3.1Each dept can get the format of con trolled forms from DCC and prin t the forms for using.
表格受控后使用部门根据需要自行复印或领用；
4.2.3.2The records should be filled out accurately, timely, clearly and easy to recognize. All the records must keep the
traceability, signature and the stamp marking.
填写的记录应准确、及时、内容清晰，字迹工整，不允许有乱涂乱改现象，所有记录数据必须保持可追溯性，每张记录的签字、印章齐全；
4.2.3.3Any wrong characters has been written in a record, please cycle the words / numbers or mark them in cancel-line, then
correct them around and sign your name beside.女口不慎填写错误贝ij 需要在错误处划一横线或将错误之处圈起来，然后将正确的内容写在其上面或下面，并签上自己的姓名。

4.2.3.4ln principle, all records shall be accessible to staff who requires them for work reference only. However the requestor is to verbally inform the responsible record keeping staff of his intention. The record is given to him only after his need is checked to be genuine. The requestor should return the records timely after maki ng ref ere nee.
原则上，所有的质量记录都应该对那些以此作为工作参考的员工开放，记录查阅者应该向记录保存人员口头说明其借阅目的，征得保存人员同意后可借出记录，并及时归还。

4.2.4 Storage, protection and retention periods 贮存、防护和保存期限：
4. 2. 4.1 All used records are collected by the responsible departments for record retention. Each dept, should appoint a person for the management and keeping their records in the archives.
填写完成的质量记录由产生此记录的部门收集并保存。

各部门应指定专人对建立的质量记录进行管理、存档；
4.2.4.2Records should be kept through applicable cataloguing, and method, in proper environment, to preve nt it from damage, missi ng, and for easy searchi ng and using. To en sure proper maintenan ce, the storage area shall not be exposed to rain and shine and be free from in sect in festatio n.
记录应以适当的编目及方法贮存，存放在合适的环境中，防止其损坏、流失，以便于检索及存取。

保存的记录应该得到适宜的维护，防止雨淋、阳光暴晒以及虫蛀等。

4.2.4.3Record keeper should defi ne the methods such for keepi ng (in disk) and searchi ng. For example, trace-ability could be made sure according to document type, date, and serial no.
记录保存者需界定质量记录的存盘及索引方法，女口：可根据文件种类、日期及编号等做到文件的可追溯性。

4.2.4.4Filled records can be stored in any media, such as in paper, software system or electronic memory of computers. The critical quality records which are only stored in software of computer or electronic data shall be copied by responsible person regularly, to avoid the lost of the electronic data.
记录可以任何形式之媒体储存，如纸张拷贝或储存于计算机软件信息系统内。

计算机软件或电子版的重要数据必须由相应的编制人员定期拷贝，以防止数据丢失。

4.2.4.5The dept, which draft out the form (format of applicable record) should point out the retention periods of the form. The retention periods of the form shall satisfy regulatory and customer requirements. Retention periods for records are defined in FN-QA-050 <Controlled Form List>, for example, expired record should be submitted to department principal for disposal. Storage department should keep record systematically and in order according to the retention periods defi ned. Please see the attach me nt for the rete ntion periods of records.
记录表单格式的编制部门决定该记录的保存期限，并应该满足法规及顾客的要求。

记录的保存期限在FN-QA-050《受控记录清单》中作出了定义，如到保管期的记录应交予部门主管作处理决定。

保存部门根据其规定
的保存期，做到有系统及有序地保存。

记录的保存期限见附表。

4.2.5Format change 更改：
Each dept, can apply to revise the format of their originated forms. The newly update date should be revised in the footnote of the new form.
各部门可以申请更新本部门制定的表格的格式，并更新版表格页脚中的修订时间。

4.2.6Disposal 销毁：
All records after the retention periods are scrapped by the responsible department, the department head to sign on FN-QA-05KRecord Disposition List> as approval for scrap.
所有超过保存期限的质量记录应该由保存部门来销毁，相关部门领导负责通过签署FN-QA-051《记录处置单》来批准相关记录的报废。

5Reference Documents 参考文件
5.1MC-S1 -01 Document Control Procedure 文件控制程序
5.2WD-QA-004 Numbering of Documents 文件编码规则
6Reference Forms 参考表单
6.1FN-QA-050 Controlled Form List 受控记录清单
6.2 FN-QA-051 Record Disposition List 记录处置单
7.0 Flow chart 流程图
Record control flow chart
记录控制流程图
Referenee / Remark
参考文件或表单
Responsibility
责任部门
Each Related
Dept.
各相关部门
WD-QA-072 Numbering of Documents
Controlled Form List受控记录清单
Controlled Form
List受控记录清单
Update更新
Record
Dispositi on
List记录处置单
DCC文控中心
Each Related
Dept.
各相关部门
Each Related
Dept.
各相关部门
Each Related
Dept.
各相关部门
Each Related
Dept.
各相关部门
Each Related
Dept.
各相关部门。