Name of the companyStandard Operating Procedure (SOP)

Document & Process ControlSection : AllDoc ID : DPC-12/1-01Version No. : 2.0Issue Date : 9th April, 2014

Implementation DatePerform byApproved byDiscussion onDiscussion withReporting toPerson ResponsibleDepartmentProcessFrequency

::::::::::

9th April, 2014All DepartmentManagement CommitteeAllManagement CommitteeManagement CommitteeDocument ControllerDocument & Process ControlAll DepartmentN/A

SOP: Document and Process Control

1. Purpose

1.1 To efficiently manage documentation for smooth and flawless execution.

2. Procedure

It is the responsibility of All Individuals and/or Department Heads to ensure controlling over all Documents related to their department keeping in mind the following criteria –

2.1 Creation: Only authorized person for the specific job are allowed to create Documents. This might be different if otherwise specified or declared by the process. While creating documents all individuals will make sure that –

They are following the most updated Form/Format.They are filling-up all required details.They will sign-off the document upon completion.

2.2 Storing: Files will be securely filed and stored in the shelves.

2.3 Protection: Files are protected from un-authorized access in a secured and locked room. The key of this room is kept with Admin/HR Department.

2.4 Legibility: Employees are familiar with the manual’s content related to their work and responsibilities and Clear enough to Read, understand and perform accordingly.

Page 1 of 2

2.5 Identification: All documents have their own identity (Document ID #) and easily separately at any point of time. Department Head will assign fill# or Separate by Buyer/Style# wise… etc.

2.6 Review: All documents are reviewed by the authorized person in a timely manner - like document that needs to be reviewed daily are reviewed daily. Same way is for weekly, monthly etc. reports.

2.7 Authorization: Documents are officially approved and signed in due manner upon completion.

2.8 Up-to-date: All use the up-to-date formats/reports. Those are updated when required.

2.9 Distribution: Documents are distributed to all concern Individuals/Departments in a timely manner.

2.10 Control: As soon as the Job is done/ complete, it is the responsibility of the Dedicated QA (DQA) to collect all order relevant documents from all departments and put it in a folder and handover the folder to the person authorized for Document Controlling within 30 Days from the date of last shipment.

2.11 Quarantine/Obsolete: The Document Controller will crosscheck the completed folder against the prescribed checklist. If everything is okay he/she will acknowledge the folder and mark it as obsolete.

2.12 Record Keeping/Storing: It is the responsibility of the Document Controller to keep all these folders in an organized manner (Buyer-Year Matrix) and in a secured & designated area (Document Archive).

2.13 Review Log: At any point of time if any reference to these documents is needed by any department – they should submit an application mentioning the requirement of the specific document and has to be approved by the authority (Management Committee). Only then a copy (Xerox) of the document can be supplied to the specific person or department as reference. If samples or the full file is required it should be released under the responsibility of the person designated for document control. He/she should make sure the file is returned unchanged. A log has to be kept for all such activities.

2.14 Retention Period: All these documents should be kept/ stored for minimum 5 years from the date of last shipment. In this case, company will keep 1 year old document in the factory archive and rest 4 years old document in head office archive.

2.15 Disposal: All Documents which are more than 5 years old can be disposed-off (Destroyed, Recycled or Sold based on the sensitivity of the document).

3. Benefit

3.1 This will help all departments to efficiently manage all of their documents.

--------------------------------- ------------------------ Management Committee Company Seal

Page 2 of 2