Quality system documentation

Since the beginning of life, every creature seeks to achieve specific goals for itself and is happy if it succeeds in achieving them. This, of course, has been transferred to institutions of all kinds. Each institution seeks to achieve its goals for which it was established. In order for any institution to succeed in achieving its goals, there must be a system of work that is compatible with the goals, expectations, desires, and behavior of everyone related to this institution, which can be divided into the following:

  • Owners (shareholders)
  • The workers
  • customers

The surrounding community (suppliers – neighbors – regulatory authorities – competitors….)

Based on the foregoing, we develop the concept of business management until it reached different applications of systems, including local and international ones. Among these systems, the international system ISO 9001: 2008 was issued (by the International Organization for Standardization ISO) to specify the steps of the work system that any institution must adhere to in order to achieve its goals By providing a product / service that matches customers’ requirements, desires, and expectations, while not neglecting the desires, expectations, and aspirations of shareholders, workers, and everyone affected by the organization.

Restrictions have been set for this system ISO 9001: 2008 to ensure that it will achieve the objectives of the institution. These characteristics (restrictions) are:

1- Prepared: that is, a system for quality management must be prepared in the institution that fits the nature of this institution in terms of size and quality of establishment and the desires and requirements of each of its stakeholders.

2- Documented: This means that this system has been installed and registered in preparation for work with it and added to the supervision and control to implement the amendment whenever necessary.
3- Port: and applied to take advantage of it.
4- Verifiable: that is, the results of the business are recorded through it to prove to everyone concerned that the institution achieves the goals and objectives of its customers.
5- In continuous improvement according to market changes.

Why documentation?
1- A management tool for reviews and decision support.
2- Objective evidence for evaluating system efficiency.
3- Base and basis for improvement projects.
4- Database for statistical applications.
5- Improving employee performance and developing participation.
6- Make “quality” a daily work method.
7- Showing the quality image of the institution (orientation to the customer).
Quality system documentation

In accordance with the requirements of ISO 9001:2008 and based on what is stated in Clause 4 of the international standard ISO 9001:2008, the institution must create the following documents:
1- Quality Policy
It is a document or document that defines the general direction of the institution (according to the vision of senior management).

2- Quality Objectives
It is a document or a document in which any activity that is believed to be related to the achievement of quality is identified or that aspires to achieve quality (according to the general aspect of the institution).

3- Quality Guide:-
A document that defines the general framework of the quality management system (the work system within the institution).

4- A set of procedures:
To specify the instructions and steps (work method) that are carried out to carry out any activity or process, specifying who is responsible for that, how, when and where the implementation takes place, and recording the results (forms).

5- External documents:
Specifications – Codes – Laws.

6- Quality records:
They are the reports, forms and forms in which the works and their results were recorded.
Building quality system documentation

The size of the documents and the method of preparing them differ from one institution to another, depending on:

The size and nature of the enterprise’s activity
The culture, skill and level of education of the employees of the institution.

Therefore, the main responsible for building quality system documents in any institution is the management of this institution, and the administration can appoint a representative to play this role, who can follow the following steps:

1- Setting the quality policy in coordination with the general manager or the chairman of the board of directors

2- Determining the operations that will take place in the company and documenting their sequence and overlap

3- Developing an organizational structure for the institution that defines the responsibilities and powers for each job
4- Setting goals for each level of jobs

5- Distributing responsibilities for preparing, reviewing and approving work procedures and instructions and starting to implement that

6- Developing a quality guide for the institution and endorsing it from the general manager or senior management.


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