OS Pvt. Ltd. implemented a document control system to ensure its quality and compliance. However, during an internal audit, gaps were identified, including lack of operating logs, incomplete review records, and inadequat

To assure the best quality of documents, it is to be assured that sufficient records are maintained to furnish evidence of the activities affecting quality. The records should incorporate the following: Operating logs: the names of the individuals who all have worked on the same documents; Results of reviews: the recording of the changes suggested by each reviewer and basis of the rejection on Non agreement; Inspections: list of individuals who have access of the records and have inspection rights of the same; Monitoring of work performance: will ease in the monitoring of work performed by the person to whom the file is shared; Information analyses: Provide ease in the Information system of the organization and tracking of files. Records should be identifiable and retrievable and should consistent with applicable regulatory requirements. The company should comply with requirements concerning record retention, such as duration, location, and assigned responsibility. Every record must be well managed in order to ensure that they are protected for both administrative purposes and to serve as evidence of the organization's work. Records management provides a professional approach to caring for records. The care of records and archives is governed by three key concepts: (i) Keeping together The records must be kept together according to the department / Section responsible for their creation or accumulation, in the original order established at the time of their creation. This gives them their 'evidential' nature and distinguishes them from other kinds of information. It is the basis for retrieving information from records. Knowing who created or used a record, and where, when and why, is the key to retrieval rather than their format, subject matter or content. This is true for paper-based records as well as the electronic records. (ii) Ensure life cycle Every records follow a 'life-cycle', in that they are created, used for so long as they have continuing value and then disposed of by destruction or by transfer to an archival institution. Every record pass through three main phases, i.e. current phase, semi-current phase and non-current phase. In the current phase, they are used regularly in the conduct of current business and maintained in their place of origin or in the file store of an associated records office or registry. In the semi-current phase, they are used infrequently in the conduct of current business and are maintained in a records center. In the non-current phase they are destroyed unless they have a continuing value which merits their preservation as archives in an archival institution. The effective management of records throughout this life-cycle is a key issue in civil service reform. (iii) Record Preservation The care of records and archives is that the care should be managed through a coherent and consistent range of actions from the development of record-keeping systems, through the creation and preservation of records to their use as archives. The concept suggests that four actions continue or reappear throughout the life of a record: i.e., identification of records; intellectual control; provision of access; and physical control. The management of this continuum basis for a strategic approach to records management.