To establish a standardized procedure for managing and disposing of obsolete documents in compliance with organizational requirements, ensuring data security and preventing misuse. This procedure applies to all departments within the Garments industry all controlled documents, including policies, procedures, records, forms, and specifications that have been superseded or are no longer required. This article is presenting Obsolete Documents Control and Disposal Procedure. Internal auditor and External Auditor, both verify all these things during the audit process.
Responsibilities of Different Sections Heads
QMS Manager: Oversee the entire process of obsolete document control and ensure adherence to this SOP. Review and audit the process periodically to confirm compliance with organizational and legal requirements. Provide guidance to the Document Controller and address any identified non-conformances. Ensure retention periods for obsolete documents are aligned with applicable policies and regulations.
Target: Conduct quarterly audits to verify 100% compliance with obsolete document control procedures and resolve any issues within 10 working days.
Document Controller: Identify documents that are no longer in use and mark them as ‘OBSOLETE’. Ensure obsolete documents are segregated appropriately from active files. Update the Document Control Register with the revised status and disposal details.
Target: Achieve 100% compliance in the accurate identification, marking, and disposal of all obsolete documents within the stipulated timeframe.
Department Heads: Ensure their teams comply with the procedures outlined in this SOP. Review and report any obsolete documents in their departments to the Document Controller. Monitor their departments to prevent the use of obsolete documents.
Target: Ensure all obsolete documents in their department are identified and reported within five working days of becoming obsolete.
Employees: Return any obsolete documents in their possession to the Document Controller promptly. Refrain from using outdated documents in operational activities. Report any identified obsolete documents to their supervisor or the Document Controller.
Target: Achieve a 100% return rate of obsolete documents and prevent operational errors caused by their usage.
Obsolete Documents Control and Disposal Procedure
Identification of Obsolete Documents
Documents are deemed obsolete when – Superseded by a revised version, No longer relevant to operations, Expired due to specified validity. The responsible department identifies the document and informs the Document Controller with relevant details.
Marking and Segregation
The Document Controller: Marks the document as ‘OBSOLETE’ using a stamp or label. Ensures obsolete documents are physically or digitally segregated from active files. Updates the Document Control Register with the status change.
Storage and Disposal
Temporary Storage: Obsolete documents are stored in a secure location for a specified retention period, as per organizational policy or legal requirements.
Final Disposal: After the retention period, documents are disposed of securely through shredding (for physical copies) or permanent deletion (for digital copies). Follow the guideline outlined in the SOP ‘QMS 1.1: Document & Data Control’.
Audit Logs: Maintain a record of disposed documents, including – Document name, Control number, Date of disposal, Authorized personnel signature.
Footnotes
Obsolete Document: An obsolete document is a document that is no longer valid or in use because it has been replaced by a revised version, expired or outlived its intended purpose, is no longer relevant to current operational or regulatory requirements, or is deemed unnecessary for ongoing processes. Such documents require proper identification, secure handling, and appropriate disposal to prevent misuse or confusion.