PMF INDUSTRIES, INC.
PROCEDURE
P-QA-003
Precision Metal Forming of Stainless and Heat Resistant Steels
Replaced P/QR-001
Title: Control of Quality Records
Original Date: 05/26/04
ISO Reference Section: 4.0
Originator: Richard A. Stryker
Quality Manual Section No.: 4.2.4
REVISION HISTORY
Rev Level / Date
Description
08/ 10/21/10
Added PWC and Rolls Royce document retention requirements in section 5.1
09/ 01/07/11
Updated Years of Retention
10/ 08/26/13
Removed Retention List and added Department Retention Tables in Appendixes
Note: The information contained hereon is confidential and is not to be reproduced, copied or furnished to others nor use made of the information without the
express permission by the Management of PMF Industries, Incorporated.
1.0
Purpose
To define the process, roles and responsibilities for control of quality records and for identifying,
collecting, indexing, filing, storing, maintenance and disposal of these records.
2.0
Scope
This procedure covers the 4.2.4 requirement of the AS9100 and ISO 9001:2008, and all records
pertaining to processes and activities under the scope of the Quality Management System.
3.0
Responsibility
The departments, as listed below, will be responsible for retaining the manuals, procedures,
instructions, records, forms and all quality management system documentation.
4.0
References
4.1
Controlled Document List L-GL-002
Rev 10 – 08/26/13
Page 1 of 10
PMF INDUSTRIES, INC.
Precision Metal Forming of Stainless and Heat Resistant Steels
5.0
PROCEDURE
P-QA-003
Replaced P/QR-001
Procedure
5.1
Both external and internal records shall be collected, retained and maintained for the
minimum time specified by the departments in the following appendixes:
Appendix 1 – Accounting
Appendix 2 – Engineering, General,
Appendix 3 –Human Resources, Information Technology, Machining,
Maintenance
Appendix 4 – Manufacturing
Appendix 5 – Order Entry, Purchasing
Appendix 6 – Quality Assurance
Appendix 7 – Sales, Tooling
5.2
Identification
All records identified within the PMF Industries manufacturing quality management
system shall be identified via their Document Identification Number and Title, their
procedure or by their quality/work instructions.
5.3
Storage and Protection
All records shall be properly maintained and stored in suitable storage devices to provide a
safe and dry environment for their preservation.
5.4
Disposition
All quality management system records shall be dispositioned and or purged from their
storage devices only after they have been retained for the minimum period specified. It is
at the discretion of the responsible departments that these records be discarded. The
responsible departments do not have to review the records according to any schedule. They
may keep the records beyond the minimum retention time specified. When records are
discarded they are destroyed in the appropriate manner.
5.5
The quality management system records shall be made available upon request from any
customer or auditor needing to evaluate them.
Rev 10 – 08/26/13
Page 2 of 10
PMF INDUSTRIES, INC.
PROCEDURE
P-QA-003
Precision Metal Forming of Stainless and Heat Resistant Steels
Replaced P/QR-001
APPENDIX 1
Accounting
Current Year
Document
PR Labor Edits Copy
3 Year Retention
Document
Payroll Registers
Weekly Employee Time Cards
Overtime Worksheet Accounting
Old Corp Insurance Information
A/R Pink Invoice Copies
Absence Reporting
7 Year Retention
Document
Stock Records
Canceled Checks
A/P Invoices
Bank Statements
Deposits
Tax Forms
10 Year Retention
Document
Dec Balance Sheet
Dec Income Statement
Journal Entries
Rev 10 – 08/26/13
Page 3 of 10
PMF INDUSTRIES, INC.
PROCEDURE
P-QA-003
Precision Metal Forming of Stainless and Heat Resistant Steels
Replaced P/QR-001
APPENDIX 2
Engineering
15 Year Retention
* 30 year retention required for PWC, Life of Program for Rolls Royce
Document
Management Review Minutes
Change Order/Specification Form
ASME Code Calculations
ASME Data Report (copy)
Certificates of Conformance/ Compliance (Electronic)*
Certificates of Conformance/ Compliance (Signed)*
Internal Engineering Documents
Permanent
Document
Customer Drawings
Performance Qualification Record
PMF Master Drawings
General
Permanent
Document
Memo – General
Rev 10 – 08/26/13
Page 4 of 10
PMF INDUSTRIES, INC.
PROCEDURE
P-QA-003
Precision Metal Forming of Stainless and Heat Resistant Steels
Replaced P/QR-001
APPENDIX 3
Human Resources
3 Year Retention
Document
Monthly Training Sign-off Shets
Yearly Vacation Selection
7 Years After Seperation
Document
Employee Reviews, Appraisals & Evaluations
Employee Competency Records
Employee Training Records
Orientation Check Lists
Employee Sign–Off Sheets
Confidentiality Form (Employees)
Employee Accident Reports
Permanent
Document
Old Personnel Records
Information Technology
15 Year Retention
Document
Production Detail Report
Machining
10 Year Retention
Document
Set-up Sheets
CNC Programming Work Orders
Maintenance
5 Year Retention
Document
Machine Repair Information
Rev 10 – 08/26/13
Page 5 of 10
PMF INDUSTRIES, INC.
PROCEDURE
P-QA-003
Precision Metal Forming of Stainless and Heat Resistant Steels
Replaced P/QR-001
APPENDIX 4
Manufacturing
3 Months Retention
Document
Labor Activity Change Form - Planning/Scheduling
Stock In / Stock Out Transaction Form - Planning/Scheduling
1 Year Retention
Document
On-Line Orange “Nonconformance” Tag
3 Year Retention
Document
Operator Maintenance Logs
Closed Jobs Notification - Planning/Scheduling
Logs & Records - Electropolish
5 Year Retention
Document
Welder’s Performance Log
Welder Qualification Record
7 Years After Seperation
Document
Welder Evaluations
10 Year Retention
Document
Set-up Sheets - Flowform
Set-up Sheets - Welding
Set-up Instructions – Trim
Grinding Instructions - Polish
Inventory - Planning/Scheduling
15 Year Retention
* 30 year retention required for PWC, Life of Program for Rolls Royce
Document
Cut Sheets*
Dimensional Data Records (DDR)*
Planning Worksheet - Planning/Scheduling
Stamped Customer Order - Planning/Scheduling
Blank and Shear Log - Press
Permanent
Document
Waste Disposal Records
Rev 10 – 08/26/13
Page 6 of 10
PMF INDUSTRIES, INC.
PROCEDURE
P-QA-003
Precision Metal Forming of Stainless and Heat Resistant Steels
Replaced P/QR-001
APPENDIX 5
Order Entry
5 Year Retention
Document
Bill of Lading
Completed Customer Orders – Order Entry
Informal Order Sheet Form
UPS Reports
15 Year Retention
* 30 year retention required for PWC, Life of Program for Rolls Royce
Document
Completed Customer Orders – Job Folder*
Purchasing
Current Year Retention
Document
Yellow PO Copies
1 Year Retention
Document
Request for Quote – In house
Request for Quote - Outside
3 Year Retention
Document
Supplier Self-Evaluation Questionnaire
10 Year Retention
Document
Factory Supply Re-order Sheet
Approved Supplier List
Purchase Orders
Confidentiality Form (Sub contractors & vendors)
Permanent
Document
Terms and Conditions
Rev 10 – 08/26/13
Page 7 of 10
PMF INDUSTRIES, INC.
PROCEDURE
P-QA-003
Precision Metal Forming of Stainless and Heat Resistant Steels
Replaced P/QR-001
APPENDIX 6
Quality Assurance
1 Year Retention
Document
Reject Tag (orange)
3 Year Retention
Document
Quality Audit Reports
Liquid Penetrant System Checks & Records
Operation Compliance Audit Check Sheets
Rockwell Hardness Tester Log
Hamilton Sunstrand Level III Audit Checklist
NDT Qualifications, Records & Checklists
Inspection Stamp Control Record Forms
Tam Calibrations
Liquid Penetrant System Dryer Calibration Forms
Audit Check Sheets
Liquid Penetrant Examination Reports for Sensitivity Level 2 – Medium
Liquid Penetrant Examination Reports for Sensitivity Level 3 – High
Quality Audit Requests
Quality Audit Plan
Audit Form
Process Audit Schedule Form
7 Years After Separation
Document
Certificate of Qualifications
NDT Inspection Personnel Identification
10 Year Retention
Document
All Report Logs
Corrective & Preventive Action Reports
CPAR database
Rev 10 – 08/26/13
Page 8 of 10
PMF INDUSTRIES, INC.
Precision Metal Forming of Stainless and Heat Resistant Steels
PROCEDURE
P-QA-003
Replaced P/QR-001
APPENDIX 6 –Continued
Quality Assurance - Continued
15 Year Retention
* 30 year retention required for PWC, Life of Program for Rolls Royce
Document
Discrepancy Reports
Certified Material Test Reports (CMTR’s)*
Hydro Test Reports
PT Technique Sheets
Return Goods Evaluation
Final Inspection & Assembly Checklists*
PMF drawings (QA copy for Job)*
Business Management Flowchart
Supplier Quality Certifications and Documentation*
30 Year Retention
Document
PWC PMF TCS
Life of Equipment
Document
Calibration Records
Thread gage Calibration Record
Pin Gage Calibration Record
Permanent
Controlled Documents List
Rev 10 – 08/26/13
Page 9 of 10
PMF INDUSTRIES, INC.
PROCEDURE
P-QA-003
Precision Metal Forming of Stainless and Heat Resistant Steels
Replaced P/QR-001
APPENDIX 7
Sales
5 Year Retention
Document
PMF Quotes
15 Year Retention
Document
Order Requirements & Documentation
Tooling
3 Year Retention
Document
Tool Maintenance Records
Rev 10 – 08/26/13
Page 10 of 10