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 China Railway Fourth Survey and Design Institute Group Co., Ltd. Corporate Standards

 System Document Writing and Control Procedures

 Table of Contents


1 Purpose .................................................................................................. 105

2 Scope of Application…............................................................................................ 105

3 Citation Standards and Documents ..................................................................................... 105

4 Definition................................................................................................ 105

5 Responsibilities ................................................................................................. 106

6 Work Procedures ............................................................................................... 107

7 Records................................................................................................... 111

Appendix 8................................................................................................... 111
2022 0  Technology Center  Zhao Tielin  Shi Yi  Guang Zhenxiong 2022-01-28
2017 0  Technology Center  Zhao Tielin  Tan Zhan  Zhu Dan 2017-01-05
2011 0  Technology Center  Zhao Tielin  Huang Shubiao  Wang Yuze 2011-08-20
2008 0  Technology Center  Zhao Tielin  Huang Shubiao  Wang Yuze 2008-09-03
2006 0  Technology Center  Zhao Tielin  Huang Shubiao  Wang Yuze 2006-07-12
2002 0  Technology Center  Zhao Tielin  Ma Kaijian  Wang Zhengming 2002-06-03
1999 0  All Quality Office  Zhao Tielin  Ma Kaijian  Gao Zeyuan 1999-12-25
1997 1  All Quality Office  Zhao Tielin  Ma Kaijian  Gao Zeyuan 1999-04-20
1997 0  Quality Office  Wang Fupian  Ma Kaijian  Gao Zeyuan 1997-08-30
1996 0  Quality Office  Wang Fupian  Ma Kaijian  Gao Zeyuan 1996-12-30
 Version number  Modification number  Writing Department  Author  Reviewer  Approver  Approval Date

 1 Purpose


In order to ensure that the entire process of preparation, approval, modification, distribution, and storage of the quality, environment, and occupational health and safety management system documents of the Fourth Institute of Iron is under controlled status, and to ensure that all locations related to the system activities use valid versions of the documents, this procedure is specially formulated.

 2 Scope of Application


This program applies to the entire process control of the preparation, approval, modification, distribution, control, storage, and external provision of quality, environmental, and occupational health and safety management handbooks, procedural documents, and work instructions at the Fourth Railway Institute.

 3 Citation Standards and Documents


3.1 ISO9001-2015 "Quality Management System Requirements"


3.2 ISO14001-2015 "Environmental Management System Requirements and Guidance for Use"


3.3 ISO45001-2018 "Occupational Health and Safety Management Systems Requirements and Guidelines for Use"
 4 Definitions
 4.1 One committee, one group: refers to the system document review committee and the writing group.

4.2 Manual: A document that clarifies the policy objectives of an organization and describes the interrelationships of its management system documents. This procedure refers to QESM001 "Quality, Environment, Occupational Health and Safety Management Manual of the Fourth Railway Survey and Design Institute."

4.3 Program Documents: Describes the methods specified for implementing a certain activity or process within the system. This refers to the program documents of the group company's management system.

4.4 System Documents: The term "system documents" used in this procedure specifically refers to the quality, environmental, and occupational health and safety management system documents of the group company, including: manuals, procedures, and work instructions.
 4.5 Records: Evidence documents of the activity process or results.

4.6 Responsible Department: Refers to the main business department and the department in charge of managing the preparation of system documents. When it is necessary to prepare secondary system documents, the responsible department includes secondary units.

4.7 Three Systems: Specifically refers to the quality, environmental, and occupational health and safety management systems.

 5 Responsibilities

 5.1 Top Management

 Responsible for the approval of the "Manual" and related documents.

 5.2 Representative of the Administrator


Responsible for organizing the writing, review, and modification of system documents, and for organizing the preparation and approval of "system documents" by the first committee and group. Responsible for approving the procedural documents prepared by the departments under their supervision.

 5.3 Vice President of the Group Company

 Responsible for approving the procedural documents prepared by the departments under their jurisdiction.

 5.4 Writing Team

 Responsible for the preparation and review of "system documents."

 5.5 Technical Center


It is the department responsible for the management and control of "system documents," handling specific matters such as the preparation, modification, review, and distribution of system documents, ensuring that all units engaged in quality, environmental, and occupational health and safety management activities within the group company use effective version documents. It is also responsible for publishing the list of valid management system documents.

 5.6 Responsible Department


Responsible for the preparation, modification, and review of procedural documents within the functional or business scope, actively collecting execution information of "system documents" and providing feedback to the technical center.

 5.7 Each Executing Department


Responsible for executing the "system documents" and preparing the operational guidelines for the unit based on its characteristics and work needs. Responsible for the distribution, safekeeping, and retrieval of the "system documents" held by the unit. Ensure that the relevant positions and workplaces in the unit use the effective version of the documents.

 6 Work Procedures

 6.1 System Document Preparation Flowchart

 6.2 "System Document" Writing


The preparation of "system documents" should follow the principles of conducting research, summarizing experiences, combining with the current situation, meeting standards, and dividing responsibilities.

 6.2.1 Cover Page

 The content of the cover is produced according to Appendix One, with the size format using A4.
 6.2.2 Table of Contents

The table of contents format is made according to Appendix Two, and the table of contents and the modification dynamic table are placed on the same page.

 6.2.3 Title


The title consists of two parts: the management object and the business characteristics. For example, in "design process control program," "design process" is the name of the management object, and "control program" represents the business characteristics.

 6.2.4 Content Section


The content should be divided into eight components: 1. Purpose; 2. Scope of application; 3. Reference standards or documents; 4. Definitions; 5. Responsibilities; 6. Work procedures (or content and requirements, methods, and measures); 7. Records; 8. Appendices. Clauses may also be added or reduced based on specific circumstances.

6.2.5 Clause Arrangement. As shown in the figure, additional levels of entries can be added if necessary, such as 4.3.1.1, etc.

 6.2.6 Coding Identification

 a. Abbreviations and meanings of manuals, procedural documents, and work instructions
 QESM - Quality, Environment, Occupational Health and Safety Management System Manual
 QESP——Quality, Environment, Occupational Health and Safety Management System Procedures

QESI——Quality, Environment, Occupational Health and Safety Management System Operating Guidelines
 QESR——Quality, Environment, Occupational Health and Safety Management System Records
 b. The file encoding rules are as follows:
 Management Manual  QESM+ (Sequence Number)
 Program file  QESP+ (chapter number) + (sequence number)
 Group Company Operating Instructions  QESI+ (chapter number) + (sequence number)
 Program File Record  QESP+ (chapter number) + (sequence number) + R + (sequence number)
 Group Company Operation Instruction Record  QESI+ (chapter number) + (sequence number) + R + (sequence number)
 Work Instruction for Secondary Units  QESI+ (unit code) + (chapter number) + (sequence number)
 Record of Work Instructions for Secondary Units
QESI+ (unit code) + (chapter number) + (sequence number) + R + (sequence number)

Note: The unit code can be found in QESP501 "Department Responsibilities"; the chapter number refers to the corresponding section of the standard.

 6.3 Issuance of "System Documents"

 6.3.1 Scope of Distribution


The distribution scope of the management manual, procedural documents, and the operational guidelines of the group company covers the units and departments under the three systems of the Fourth Railway Survey and Design Institute.

b. The work instruction manual for Level 1 units is distributed to the necessary positions within the unit and related units, and a copy is sent to the technical center for filing.

 6.3.2 Distribution Method


The "system documents" are issued by the technical center in accordance with the specified number of copies, and each unit's quality control personnel are responsible for distributing the "system documents" to individuals and managing their control.

 6.4 Changes and Revisions of "System Documents"


6.4.1 The "system documents" should be compiled based on the conclusions and opinions from the three-system audit, including the correspondence and compliance of the "system documents" with the standards, and incorporating feedback information from the executing units.
 Make changes or revisions as required.

6.4.2 "System documents" can be partially modified and published in the form of official documents or announcements by the group company.

6.4.3 A wide-ranging revision or update of the "system documents" should be formulated by the technical center based on adjustments to organizational functions, management or production process optimization, standard updates, external audit results, and management review opinions, and implemented after approval by the representative of the group company management.

 6.5 "System Document" Storage


6.5.1 The "system documents" collectively used by each unit shall be signed for and kept by the unit's quality manager or a designated member.

6.5.2 The "system documents" for personal use should be properly kept by the recipient and returned to the original issuing unit upon leaving the position.

 6.6 Review of "System Documents"


The overall review of the "system documents" should be conducted in conjunction with the system operation review, and in principle, it should be evaluated annually at the group company's management review meeting. The modification and improvement of individual procedural documents should be drafted by the responsible department in conjunction with the technical center and submitted to the group company's responsible leaders and management representatives for approval.
 6.7 Control of "System Documents"

6.7.1 The publication, revision, and interpretation rights of the "system documents" belong to the group company. No unit or individual may lend them out without approval. Any external provision must be authorized by the management representative and handled by the technical center.

6.7.2 All departments, units, and individuals within the group company engaged in activities related to the three systems shall be issued controlled versions of documents. Once the "system documents" are changed, the technical center is responsible for issuing change notifications.

6.7.3 The validity of the "system documents" is based on the list of valid documents published by the technical center. For obsolete or invalid documents, each unit must promptly retrieve and be responsible for centralized destruction.

 6.8 Release of the Valid Document List


When the group company's system documents are revised, the technical center should simultaneously publish a list of valid documents. For partial modifications of documents, a list of valid documents should be published once a year.

 7 Records

 7.1 System Document Distribution Registration Form QESP712R01

 8 Appendix

 8.1 Program File Cover Format
 8.2 Program File Directory Page Format

 8.3 Format of the Main Text Page of the Program Document

 8.1 Program File Cover Format

 China Railway Fourth Survey and Design Institute Group Co., Ltd. Corporate Standards

 (File Name)

 Controlled
 Non-controlled

 8.2 Program File Directory Page Format

  1.  Purpose
  2.  Scope of Application
  3.  Citing standards or documents
  4.  Definition
  5.  Responsibilities
  6.  Work procedures (or content and requirements, methods and measures)
  7.  Record
  8.  Appendix

 8.3 Format of the Main Text Page of the Program Document

 Main Text
  1.  China Railway Fourth Survey and Design Institute Group Co., Ltd

    China Railway Siyuan Survey and Design Group Co., Ltd.