by Engr Kh Mashiur Rahman | Mar 25, 2021 | RMG Document
Document Management System
PURPOSE:
To ensure that pertinent issue of documents which affect product, process and quality system are available at the point of use. To ensure that all documents comprising the environmental management system are controlled and distributed so that those employees requiring them use only current issues. …
SCOPE:
Applicable to all documents which affect product, process and quality system.
DEFINITIONS:
Documents: Policies, Quality System Procedures, Standard Operating Procedure or any other piece of paper or information that defines a requirement of the company, and/or describes how or what to do, and is subject to change.
Blank Forms are therefore, documents, as they serve the purpose of a checklist, and may be changed to reflect a change in a procedure. However, a form that is filled with information ceases to be a document, and becomes a “record” of some particular action. Records are not subject to this procedure. Records are subject to Quality System Procedure Control of Records (No. 04-03).
Controlled Documents: To ensure that the right information is available at the right place at the right time, documents need to be controlled. This “control” signifies that the Quality Management System will ensure that such distribution occurs as a matter of routine. It is the distribution that is being controlled.
Policies: These are documents that define the requirements to the QMS.
Standard Operating Procedure: These are documents that support Quality System Procedures and/or written to meet the requirements of some other clauses of ISO 9001:2008 which are not covered in by the users of the procedures.
RESPONSIBILITY:
The original document, signed, unstamped and dated, is retained in the Central Quality File.
All Level 1 & 2 documents copies issued to a department are stamped “Controlled Documents” and are recorded on a Controlled Document Master List, , for each department/function.
A Circulation Record, accompanies each original document.
Copies of documents are distributed to the appropriate personnel who sign the Circulation Record
Uncontrolled photocopies are only allowed for use by external parties, e.g. customers, auditors, etc. These are stamped on the front page as “Uncontrolled Copy”.
General Manager, All Department Heads, Management Representative, User of the Documents and Internal Auditor.
PROCEDURE:
Policy
Approve all internally generated documents prior to use
Review, and update as necessary and re-approve documents
Ensure changes and the current revision status of documents are identified
Ensure that relevant versions of the current documents are available at points of
Changes required are raised on a Change Proposal, and submitted to the QMR & EMR.
The review and approval of proposed change is only by the functional authorities, which initially wrote and approved the document.
If the changes are approved a new issue is published. The issue number advances, that is, Issue 1 becomes Issue 2, etc.
The change(s)/new addition(s) are identified by underlining the amended section.
Ensure that documents remain legible and readily available
Ensure that documents of external origin are identified and their distribution
Prevent the unauthorized use of obsolete documents and to apply suitable
identification to them, if they retained for any purpose.
Implementation
The amended document is issued and distributed according to
The Controlled Document Master List is updated.
All obsolete copies are withdrawn and signed for according to the Circulation Record.
The original copy of the obsolete document, along with its Circulation Record and Change Proposal, is collected and give the Obsolete Sill and then its finally destroyed.
All remaining copies are destroyed.
The author of the document shall sign his/her name at the designated place of the document and data.
Document shall be reviewed and approved for adequacy by the Managing Director or any other person designated by him. The signature of the Managing Director/designated person on the designated place of the document shall signify that the document is reviewed for adequacy and approved.
It is the responsibility of the department heads that the current revision of documents is available at all locations that are conveniently accessible to people who need the documents.
Officially distributed copies of controlled Quality System Procedures; Standard Operating Procedure shall be identified by a red “CONTROLLED” stamp on each page. However master copies of all such procedures shall be retained with Management Representative without Controlled seal.
Controlled Procedures shall be distributed according to the distribution list of each document. In case of department / position change the custodian shall hand over the document to the new person designated to perform the function.
Issuing & Amending Formats
Generation of formats is the responsibility of department heads.
They are printed on white paper and include a code number and issue number.
A blank copy is attached to the relevant procedure or work instruction in the Central Quality file.
Each document recipient shall maintain an Index of all controlled
document of his / her possession. The list shall include:
MASTER LIST OF CONTROLLED DOCUMENT
Management Representative shall maintain Master List of control document. The Master List shall include:
REDISTRIBUTION
Department Head may redistribute photocopy of controlled document to his department personnel if deemed necessary by him.
Such redistributed copy shall be stamped with “REDISTRIBUTED” stamp on each page with “Blue” color.
Department Heads shall redistribute photocopy of controlled documents.
Department Head shall ensure that the obsolete redistributed documents are promptly returned to him by all points of issue or use. These will be destroyed.
DOCUMENTS OF EXTERNAL ORIGIN
Management Representative shall maintain a list of pertinent issue of external documents (such as ISO standards, etc.), which affect the quality of product and process.
Customer sketch, Customer specification, measurement, etc. relevant to the order will be distributed among the concerned department with a mark ORDER NO. P.O. No.
Management Representative and department heads shall ensure that pertinent issue of external documents is available at locations of use.
OBSOLETE DOCUMENTS
Management Representative shall ensure that the obsolete documents are promptly returned to him by all points of issue or use. These will be destroyed except for the archival copy.
Copy of obsolete document shall be archived by the Management Representative. All archived documents shall be identified with the word “OBSOLETE” on each page.
Obsolete documents will be maintained for a period of minimum 1 year.
LEGIBILITY OF DOCUMENTS
Only legible copy of controlled documents will be issued.
Person receiving the documents shall ensure that the documents are legible. If any document not legible, he/she shall return it to the Management Representative and request for legible one.
Management Representative shall replace the document.
CONTROL OF AMENDED PURCHASE ORDER
Merchandising department shall issue the amended purchase order or
amendment information in writing to the departments received
original/initial Purchase Order. The page of the order where amended
is made, shall be identified by AMENDED NO. ———— and Date.
Review/Check
Each internally generated document will be reviewed at least once in two years
for continuing suitability.
Management Representative shall check all externally originated documents used
in the system at least once in two years to ensure that use of such documents is
necessary and if the new version of the documents is available.
Documents need to be updated shall be modified as per Quality System Procedure
for Re-Approves of Documents (No.04-02).
User shall check the following points during use:
Legibility and availability of required documents
Pertinent issue is being used
Required signature, mark, etc. available
Continuing suitability of the documents
Action
User shall propose change of the documents as per Quality System Procedure for Re-Approves of Documents (No.04-02) for documents are not suitable at the current practice or when improvement is required.
Management Representative shall initiate document change as per
Quality System Procedure for Re-Approves of Documents (No.04-02)
if request is raised or as a result of audit finding or as a result of
periodic review.
Management Representative shall also assess with users need for
replacing previous version of documents of external origin in use with
the current available version and replace if identified essential.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | RMG Document
Job Responsibility of HR Officer
To maintain/supervise following activities:
To arrange different meeting, seminars and workshop related HR & Admin functions.
To leading, coordinating and supporting all activities of social compliance Audit, Technical Audit & C-TPAT Audit
To establish audit instruments, specific standards and guidelines to support the Code of buyer Conduct and to ensure the corrective action plans are being implemented.
Responsible for wide range of HR issues, such as recruitment, training & development, job review, performance appraisal, employee relations, and disciplinary issues in accordance with relevant policies, procedures and legislative requirements
To ensure standard administrative and HR related support for better working environment throughout the organization
To handle employees’ grievances, disciplinary procedures and employee’s relation issues
To ensure overall Facilities Services and Security of Personnel and Physical Assets
Overall responsible for monitoring daily attendance & movement system
Preparing & developing the factories for buyers visit or third parties, communicating with factories, audit companies, buyers and other agencies
To maintaining communication with all government/compliance related organization
To responsible for ensuring healthy workplace maintaining efficient operation of safety, hygiene and environment.
To update all of the company policies, documents as the requirements of buyer and according to local law.
To assist. Recruitment & selection procedure.
To assist. Proper implementation of policies, rules and regulation of the company.
To prepare Compensation and benefits.
To conduct so many training session as per yearly training calendar such as Induction, Firefighter & Rescuer ,First Aider, Health & Safety, P.P.E & M.S.D.S etc.
To follow up Health & Safety & Housekeeping issue as per compliance.
To monitor and follow up grievance handling procedure.
To concern buyer code of conduct such as SEDEX, BSCI, CT-PAT, WRAP, etc.
To conduct all kind of audit & visit.
To prepare & follow up internal monthly & quarterly social audit plan.
To follow up CAP as per buyers requirements.
To coordinate and arrange all kinds of Admin, Compliance & Welfare related meeting.
To keep corrective action plans up-to-date and monitor buyer and factory performance.
To look after factory overall administration & security functions.
To filled-up all Buyer compliance, quality & security related form.
Maintain employee’s personal files and personal data.
Develop and update employee’s job descriptions.
Assisting in recruitment and selection process.
Maintains and updates employees leave related data in HR Software
Maintains and updates all kinds of leave reports
rganize Interviews and interview sessions of the job applicants, evaluate applicants skills and assess suitability.
Prepare various types of HR related letters (Appointment, Confirmation, Warning, Show-cause, Transfer, Annual Increment, etc.)
onitoring the organizations compensation and salary structure and benefits.
ook after the overall Human Resources & administrative functions to implement the HR & Admin strategies in the region.
Development of a good and reliable industrial relation and assist to settle different grievances under Bangladesh labor Act 2006.
Assist in maintaining overall floor compliance, housekeeping, health & safety and welfare issues.
o assist audit procedure.
Engage with employees on a regular basis to understand the motivation levels of people in the organization.
onthly salary distributes.
To assist Training & Development.
Any others jobs assign by the management as and when required.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | RMG Document
Joining Report – Format 1
To,
The Asst. Manager (HR, & Compliance)
Ltd.
……………… Dhaka.
[
Subject: Joining Report.
Dear Sir,
With due respect and humble submission, I am glad to inform you that with reference to your appointment letter no. 7655 dated 26th April, 2016 I hereby declare that the terms and conditions mentioned therein are accepted to me and I would like to join your company for duty as a General Manager (GM), Marketing & Sourcing In the department of Merchandising at Factory Office from dated 2nd May, 2018.
Therefore, I am submitting my joining report for your kind consideration.
Yours Faithfully,
F
Subject: Employment Offer Letter. – Format 2
Dear Mr. …………..,
With reference to your interview date on 26th April, 2018, the management is pleased to offer you an employment in the company as a General Manager, Marketing & Sourcing on the following terms and conditions.
- Probationary Period 6 (Six) months on successful completion at probation period. After that you will be appointed to a permanent position.
- Salary & Allowance as per Management negotiate on your interview.
- Other terms & Conditions will be applicable as per prevailing laws of the country as well as rules & regulations of the company.
- On the joining date, please bring original documents such as education certificate, experience certificate and any other relevant documents.
- Your joining will be 2nd May, 2018.
If you accept the offer of appointment on the terms and conditions stipulated above you should report yourself for duty on 2nd May, 2018.
Yours Truly
On behalf of the company
I am confident of my communication skill and believe that I am quick learner and have ability to take challenge and work under pressure. Able to lead a team. I am confident about your job requirement. I can control over migration, unique process to keep worker in control, develop worker and owner’s relationship, confirming decent workplace and making efficient audit.
Application for a suitable position of Electrical & Electronics sector in your Organization – Format 3
Dear Sir / Madam,
With due respect, I would like to express my interest to work with your one of the largest reputed Company in Bangladesh. I am a graduate of Presidency University, Department of Electrical & Electronics Engineering. My academic background and some previous experiences in this field of Executive- IT track makes apposite for the position. I am ready to accept challenges and work under stress.
I would really appreciate if you kindly give me an opportunity to work in your organization.
Yours Sincerely
