00-V005 Document Control Procedure Rev 180311

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DOCUMENTATION CONTROL

Class Description : 00 - POLICY / SYSTEM Doc No. : 00 - V005

Document Description : DOCUMENT CONTROL PROCEDURE Revision : 18/03/11

Page : 1 of 18

Requesters Name : Nguyen Thi Nhan SIGNATURE:

Requesters Plant : CROWN Beverage Cans Saigon Limited.

REVISION HISTORY

Revision Requester Description Of Change

14/10/2002 Le Thanh Lam Revise Document

06/11/2002 Lu Thuy Van Revise Document

17/09/2003 Lu Thuy Van Revise Document

01/10/2004 Nguyen Thanh Phong Revise Document

01/05/2005 Nguyen Thanh Phong Revise Document

15/02/2006 Nguyen Thanh Phong Add new logo

06/08/2007 Nguyen Thanh Hai Change Format

10/12/2007 Nguyen Thi Nhan Refer Below

30/07/08 Nguyen Thi Nhan Revise

18/03/11 Nguyen Thi Nhan See below

DOCUMENTATION CHANGE APPROVAL

Initiate Change Obsolete

Reasons :

1. Revise in section 1.0, 3.5, 3.6, 3.7.

Approval Name Signature Date

Quality Manager Nguyen Thanh Hai

Plant Director Nguyen Ngoc Minh

General Director Nguyen Minh Trung

All information herein is company proprietary and property of CROWN Beverage Cans Saigon


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Title:Doc no. 00 - V005

DOCUMENT CONTROL

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Revision 20/090/7

Page 2 of 16

Limited. It shall not be reproduced or copied unless as expressively permitted or directed by CROWN

Asia Pacific Holdings Limited.

I:\DOCC\CLASSOO\00-V005Rev200907.doc 2


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Title: Doc no. 00 - V005

DOCUMENT CONTROL

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*

1.0 PurposeThis document describes the documentation system of CROWN Beverage Cans Saigon Limited to

compliance to the requirements of ISO 9001:2008, ISO 14001:2005 and OHSAS 18001:2007and the

documentation requirements of the CROWN Asia Pacific Holdings Limited. It also describes the

procedure of writing, reviewing, approving, issuing and controlling the documents.

2.0 Scope

Apply to CROWN Beverage Cans Saigon Limited.

3.0 Reference

3.1 Quality Manual (Doc. # 00-V001)3.2 Regional Documentation System (Doc. #00-A005)

3.3 ESM-Change Request Procedure (Doc. # 05-GEN-V005)

3.4 Disciplinary Policy (Doc. # 00-V029)

3.5 ISO 9001: 2008 Requirement Clause 4.2, 4.2.2

3.6 ISO 14001: 2005 Clause 4.4.4

3.7 OHSAS 18001: 2007 Clause 4.4.4

4.0 Definition

4.1 Document: Hard / Soft copy of the controlled procedures applies to Quality

Management system.

4.2 Data: Data which recorded in the quality forms / SPC programme.

4.3 Controlled Documents: Specific document which relates to the detail of quality and

manufacturing requirement.

4.4 DOCC: Document Control which locates in the QA Dept. ISO/OHSAS

Coordinator shall co-ordinate the document control system.

4.5 DOCS: Document Control Station is where controlled documents are needed

for reference for on-job training and implementation at Operationallevel and Admin office, refer map location at appendix 7.

4.6 AP DOCC: CROWN Asia Pacific Holdings Limited.

4.7 CBCS: CROWN Beverage Cans Saigon Limited.

4.8 HOD: Head of Department

4.9 Admin: Administration

4.10 DWI: Drawnwall Iron

4.11 SOP: Standard Operating Procedure

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5.0 Responsibilities

5.1 Quality Manager

5.1.1 To manage and be in-charge of ISO 9001:2008 QMS and Corporate Standard

Reference Material.

5.1.2 To review and approve controlled documents and Quality Forms from HOD submission.

5.1.3 To prevent unauthorised and outdate documents from being used in the plant.

5.1.4 To ensure the document availability.

5.1.5 To seek approval from Regional Quality for Plant Documentation System

5.1.6 To allocate location code for each DOCS within the company

5.1.7 To create Plant Map to identify the DOCS location

5.2 EHS Officer

5.2.1 To maintain and be in-charge of ISO 14001:2005, OHSAS 18001:2007 & Corporate

EHS Standard Reference Material.

5.2.2 To audit and maintain effectiveness of the document control system in the plant.

5.2.3 To ensure the procedures are effectively been introduced, implemented and understood

at each level.

5.3 ISO/OHSAS Co-ordinator

5.3.1 Report to Quality Manager

5.3.2 To edit, update, distribute and control the release of controlled Documents and Quality

forms

5.3.3 To maintain External/Internal Master Document Control List.

5.3.4 To track and issue Form # and Doc # upon request by each HOD.

5.4 Head of Department (Operation level)

5.4.1 To manage and be in-charge of their respective DOCS.

5.4.2 To maintain the controlled documents in DOCS.

5.4.3 To ensure that required controlled documents are available in the DOCS.

5.4.4 To prevent uncontrolled documents from being used to manufacture/inspect/test product

or for purchasing of material.

5.4.5 To remove and return all obsolete document in the DOCS to DOCC.

5.4.6 To brief new policy/system/procedure to their subordinates.

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5.5 Admin Office (2nd level)

5.5.1 HR Manager to manage, maintain & in-charge of assigned DOCS#01

5.5.2 To ensure only active controlled documents are available for reference.

5.5.3 To remove & return all obsolete document to DOCC

5.5.4 To sign-in/signout of controlled document to be taken out from DOCS#01 for

reference and on-job training purposes.

5.6 Requester/Process Owner

5.6.1 Will initiate, write or change the controlled document to comply with ISO and CROWNQMS.

5.6.2 Submit to its own HOD for review and approval on the document / form before releasing

to DOCC to update

5.6.3 Must request new document and form number from DOCC

5.6.4 Ensure each departments form is linked and traceable to document.

5.7 DOCC

5.7.1 To ensure all controlled document are kept up to date within the whole organization.

5.7.2 Internal Document Control listing and External Document Control Listing (Doc. # 00-

A005, Appendix 1) shall be used to control the issuance, revision and receivers of

documents.

5.7.3 Issue Document Control number for all newly initiated document.

5.7.4 Keep track of the Documentation Control Number Tracking

5.7.5 File the obsolete document.

5.7.6 All soft copies must be controlled by DOCC. It should be stored and maintained in the

company server as security reason.



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6.0 Procedure

6.1 Introduction

All controlled documents are proprietary and the property of CROWN Beverage Cans Saigon

Ltd. It shall not be reproduced in any form or removed from the company premises without the

approval of the Quality Manager.

6.2 Any Sister Plant or Customers approach CBCS for documents (hard copy/soft copy) for their

reference to bring out of the plant. CBCS should seek AP DOCC for permission and approval.

6.3 Plant Documentation Structure

6.3.1 The structure of document control in CBCS starting the DOCC as the main control

centre and other DOCS

DOC CENTRE

(QA)

DOCS #

1

DOCS #

2

DOCS #

3

DOCS

# 5

DOCS

# 7

DOCS

# 11

DOCS

# 13

DOCS

# 17

DOCS

# 19

The detail of DOCS as following below table:

No. DOC Number Department / Section

1 DOCC Quality

2 DOCS # 1 Administrative Office (2nd Level)

3 DOCS # 2 Engineering

4 DOCS # 3 Front-end

5 DOCS # 5 Middle-end

7 DOCS # 7 Back-end

8 DOCS # 11 Manufacturing (DWI) L1

9 DOCS # 13 Security

10 DOCS # 17 EOE

11 DOCS # 19 Manufacturing (DWI) L2

Location of DOCC and DOCS show in the appendix 7



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6.3.2 The documentation control is grouped into 11 classifications. The description of each

documentation control class is in the Appendix 1.

6.3.3 Document structure in CBCS is as follows:

6.4 Documentation Control Numbering Format

6.4.1 Each controlled document should be assigned a number, and the number shall be

traceable to the format given by the AP DOCC, refer to DOC# 00-A005.

6.4.1 For new document, the number will be assigned to the process owner by the DOCC.

6.4.2 Numbering format for all classes are also given in the following table:

Class Numbering format

00, 06 and 09 XX-YZZZ

02 N/A (ESM Intranet)

03 XX-SSS-YZZZ

01, 04 and 05 XX-KKK-YZZZ

07 XX-KKK-RRRR-ZZZZ

08 N/A (APCPS Portfolios)

10 Y-JZZZ

Where

- XX is class number.

- Y is plant location identification, V

- ZZZ is running number from 001 to 999

- SSS is material grouping.

- KKK is product type.

- RRRR is specific container characteristic such as diameter, volume, etc.

- J is Department Process Ownership


Level 1: Policy and System Document

Level 2: Procedure Document which includes

all Class 01, 02, 03, 04, 05, 06,07

Level 3: (Class 10)


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The code description detail is indicated in Appendix 4.



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6.4.3 The running number for Class 06 and 10 are provided to each department following the

table:

Department Class 06 (ZZZ) Class 10 (ZZZ)

General Administration From 800 to 999

Quality Assurance

From Q001 to Q099 For QMS

From Q100 to Q199 For DWI

From Q200 to Q299 For EOE

Supply & Logistics From 001 to 199 From L001 to L199 for Logistic

From L200 to L399 for Purchasing

Human Resource From 200 to 299 From H001 to H999

Sales & Marketing From 400 to 599 From S001 to S999

Finance From 600 to 799 From F001 to F999

ManufacturingFrom P000 to P499 for DWI

From P500 to P999 for EOE

Engineering From E001 to E999

EHS From T001 To T 999

6.5Document Controlled Format

6.5.1 Each controlled document has page 1 as the Document Cover Page (see appendix 5 as

sample).

6.5.2 Subsequent pages will be identified with the box on the top of the page that will contain

the logo, title, document number, revision and page. (See above box as an example.)

6.5.3 Revision date of each controlled document is determined by the actual date of document

changed. The format is day/month/year.

6.5.4 When a document is revised, all prior revisions must be removed from the DOCC andDOCS. Copies in the Electronic documentation system will be stored under Obsolete.

6.5.5 Each hardcopy of the controlled document is identified by red stamp on the bottom right

hand side of the page 1. Sample of the stamp:

(Note: stamp at the bottom right hand side of each cover page)


Controlled DocumentValid only if this stamp is red

Location : _____________________________________

Release Date : __________________________________


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6.5.6 The Release Date is the same as the Effective Date in which the process are implemented

according to documented procedures

6.5.7 Controlled document shall be filed in the identified controlled document location with a

proper filing system.

6.5.8 Each hardcopy of the controlled document for Class 03, 07 and 08 shall be printed in the

paper marked CONFIDENTIAL.

(Confidential document should not be duplicated/photocopied without prior approval by

the respective Plant manager and Quality Manager)

6.6Uncontrolled Document6.6.1 Unstamped copy or one in which the stamp is not red is uncontrolled document.

6.6.2 Uncontrolled copy will not be kept up to date and is issued for information purposes

only. The user is responsible to ensure fitness for use.

6.6.3 Uncontrolled copy must not be used in purchasing design, manufacture, inspection or

testing product.

6.7Correction in Measurement Data / Sentences

6.7.1 Changes/Modifications of any sentences in controlled document by means of

Correction Fluid/Correction Pen/Liquid Paper or by handwriting is not allowed exceptfor spelling errors.

6.7.2 Changes/Modifications of any sentences/measurement data in the Quality Records by

means of Correction Fluid/Correction Pen/Liquid Paperis not allowed.

6.8Control and Issuing of ESM Drawing Specification (Class 02)

6.8.1 Corporate Technology Centre, Wantage, will maintain and control the manufacturing

drawing specifications of all product range specified under Class 02 from CROWN

corporate.

6.8.2 The Class 02 will not be applicable at the CBCS from 1st September 2004.

6.8.3 DOCC shall maintain an update printed copy of CBCSs ESM drawing specification for

reference as well as a backup copy from engineer Manager, ESM Authoriser.

6.8.4 Pant manager and Engineering Manager should determine on issuing the ESM drawing

specifications to DOCS and kept DOCC informed, refer to 05-GEN-V005.



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6.9Control and Issuing or distributing of Plant Controlled Document

6.9.1 Controlled document is issued only when it has full signature for approval.

6.9.2 The ISO/ OHSAS Co-ordinator shall be responsible to inform respective HOD / Admin

Office about the changed documents by issuing the Document Control Request Form

(00-A005, appendix 2).

6.9.3 Upon receipt of new document, respective HOD/Admin office has to sign and

acknowledge the Form and submit the obsolete documents if any.

6.10 Control and Issuing or distributing of AP Controlled Document

6.10.1 When DOCC receives AP Controlled Document by hardcopy (Document Class 03, 07and 08 Using Confidential paper), QA Manager must sign on Documentation Control

Request form and send back to AP Manufacturing office by fax.

6.10.2 DOCC shall release the AP Controlled Document to respective managers for review and

approval before releasing to DOCS.

6.10.3 Corporate Process Control Manual, Corporate Gauge Manual and Corporate Training

Manuals, will be controlled by Quality Manager.

6.10.4 DOCC shall control the AP Controlled Document the same way as Plant Controlled

Document in the item 6.8.1 to 6.8.4.

6.11 Obsolete Document.

6.11.1 All obsolete copies of the controlled document must be returned to DOCC. DOCC keeps

one copy with stamp OBSOLETE on all pages for identification in the Obsolete

Document file and destroy the rest. Software copy will remain in the electronic

documentation system but will not be able to retrieve by all personnel except the

ISO/OHSAS Co-ordinator and Quality Manager.

6.11.2 DOCC should record and maintain the last 2-reversion date of obsolete documents,

before sorting as archive document, refer to appendix 12, Obsolete Controlled Document

List (00-A005).

6.11.3 DOCC shall prevent OBSOLETE controlled document from being copied orelectronically re-produced within the company.

6.12 Customer Supplied Specification/Drawing

6.12.1 Where customer supply any copies of drawings and specification, they shall be checked

and verified by the Quality department or Technical department. Such verification may

include:

- Part number

- Model

- Dimension

- Materials



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- Tolerances

- Unknown details

6.12.2 All correct supplied drawings and specification will be indexed before passing on for

reproduction for in-house manufacturing drawing.

6.13 National and International Standards

6.13.1 All master copies of these documents shall be retained by the DOCC.

6.13.2 Copies of extracts from such documents shall be issued for reference purpose.

6.13.3 Every year, the DOCC shall review the list of such documents to evaluate whether they

are still valid. Arrangement shall be make to replace any obsolete documents.

6.14 Translation of the Controlled Document

Controlled Document may be translated to Vietnamese language and should be attached

together with original Document or preferably both languages (English and Vietnamese) be

found in the same Document.

6.15 Initiate New, Change Controlled Document

6.15.1 All process owners / requesters are to be trained by the Quality Manager, they must

strictly adhere to the ISO document format guideline released by AP DOCC.

6.15.2 A clear flow chart and process steps with reference to 2 templates shown in appendix

14 & 15 (Doc. # 00-A005) must be documented. Train the respective personnel is

compulsory.

6.15.3 The document section and paragraph shall write as follows. Any other format will

request the approval from the DOCC.

1.0 Level 1

1.1 Level 2

1.1.1 Level 3

6.15.4 Indicate * on the top right hand corner of the page, this applies only to the changes

made on the specific page.6.15.5 Indicate I:\DOCC\CLASS XX\File Name RevDDMMYY.doc / .xls at page footer

starting from page 2 for documentation and traceability purposes.

6.15.6 Upon completion, the filename should be saved according to 6.15.5 in the company

network server.

6.15.7 Highlight Bold and Italic on statements/words/new pragraph on existing controlled

Document when comes to revising new revision.



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7.0 Attachment

7.1 Appendix 1 - Documentation Control Classification

7.2 Appendix 2-Distribution List for Hardcopy Document

7.3 Appendix 3 - Approval of Documents

7.4 Appendix 4 - Document Control Number Code

7.5 Appendix 5 - Documentation Cover Page

7.6 Appendix 6 - How to Initiate, Change and obsolete Document flow

7.7 Appendix 7-Document Station Layout

8.0 Environment, Health and Safety

8.1 Company ISO/OHSAS procedures and forms should be stored in the network server for

8.1.1 Daily Backup

8.1.2 Preventing from leaking out to external/3rd party by any other personnel

8.1.3 Direct control and access by Quality Manager, ISO/OHSAS Coordinator, IT Officer

8.2 Regular update on the whole system by writing into the CD-RW as a backup copy for Plant

DOCC incase of network breakdown as well as submitting a copy to AP DOCC.8.3 Companys ISO controlled document and CROWN reference material should not be taken out

of the premise without the permission and official signature approval by

i)Plant Directorfor Manager Level

ii) Quality Manager for all Administrators, Executives, Technicians, Engineers level

8.4 Upon detection by Security Guard without the approval signature, the controlled/uncontrolled

documents will be confiscated and report to Disciplinary Committee, refer 00-V029.



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7.1 Appendix 1 - Documentation Control Classification

Class Class Description Description

00 Policy / System This class of document consists of Policies/Systems that embraces general

goals, value and acceptable methodologies applicable to all Asia-Pacific

region or individual plant.

01 Quality Detail Quality Requirements, methodologies, criteria and monitoring.

02 Container ManufacturingStandard

This is not applicable at plant level, refer to ESM intranet (http: //6.29.10.19)

03 Procurement General purchase requirements for Direct and Indirect material supplies

incorporate: material specification and part #, approved supplies list for

materials and services, and procurement related procedures.

04 Standard Operation

Procedure

Equipment Operating Procedures, step by step instruction for process and

process flow. Detailed requirement, limit or pass/fail conditions for

performing manufacturing steps.

05 Calibration and Preventive

Maintenance

Procedures for calibrating production, test and inspection equipment. Also

procedure to conduct preventive maintenance.

06 Non Production Procedures that are used in service and support for production.

07 Customer Specification Document that translates the customers requirements.

08 Product Specification Specification to produce a specific container for a specific customer which

includes reference to process flow, material used, container manufacturing

standard, customer specification, special instructions and other required

information.

This is not applicable at plant level, refer to AP CPS Portfolio

09 Environment / Health /

Safety

Any procedure/work instructions to be implemented in the plant to satisfy

environment, health & safety requirements. This includes ISO 14000/OHSA

18000

10 Quality Records Forms/Checklist, which are used for transaction data, issuance recording and

documenting



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7.2 Appendix 2 - Distribution List for Hardcopy document

Document Control Centre

(DOCC)

00 01 03 04 05 06 07 09 10

Quality

Document Control

Station (DOCS)

00 01 03 04 05 06 09 10

Administrative Office

(DOCS #1)- 2nd Level

Engineering (DOCS #2)

Front-end (DOCS #3)

Middle-end (DOCS # 5)

Back-end (DOCS # 7)

Manufacturing (DWI) L1

(DOCS # 11)

Security (DOCS # 13)

EOE (DOCS # 17)

Manufacturing (DWI) L2

(DOCS # 19)

: Regional or code A documents

: Local or code V documents.

: Document (any of A or Q documents) upon request

Note :

Although indicated that departments may receive copy of documents in the above matrix, they only

receive the documents that relate to their department function.e.g. : DWI will only receive their copy of class 01 or class 04 documents.



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7.3 Appendix 3 - Approval of Documents

Document Control Station

(DOCS)

00 01 02 03 04 05 06 07 08 09

General Director

Plant Director

Quality Manager

Respective Manager/HOD

: Documents that are issue by the Regional Office or Code A Documents.

: Documents that are issue by the local office or Code Q Documents.

Note : General Director only approve Quality Manual and document which is written by managers who

direct report to General Director. If document is not under Quality Assurance, Quality Manager will

approve the format of the document only.



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7.4 Appendix 4 - Document Control Number Code

1 Description of code Y (Plant location Identification) is:

A - CROWN Asia Pacific Holdings Limited

V - CROWN Beverage Cans Saigon Limited.

2 Description of code SSS (material grouping)

ALU - Aluminium

CLA - Lacquer

CSZ - Sizing

CVA - Varnish

CWC - White Coat

COM - CompoundINK - Ink

PKG - Packaging

MFS - Manufacturing Spares

CON - Consumable

GEN - General Procedure

3 Description of code KKK (Product type)

DWI - 2 PC Drawn Wall Iron

EOE - Easy-Open-Ends

GEN - General Procedure

4 Description of code RRRR (Container Characteristic)

Volume (DWI) - 250ml, 330ml, 375ml, etc.

Diameter (EOE) - 206

5 Description of code PP (Specific Process/Operation)

For DWI For EOE

SO - Source Sheet PL - Plate / Lacquer Layout

CS - Coil Stamping SH - Shell Stamping

BD - Blank and Draw SR - Score and Rivet Operation

RD - Redraw TB - Tab Operation

DI - Drawn / Wall Iron Operation CP - Compound PlacementDO - Base Doming

TR - Trimming

PV - External Print

NF - Neck and Flange

FL - Flanging

LS - Lacquer Spray

BP - Base Panel

6. Description of code J (Department Process Owner)

E Engineering/Technical L-Logistic Purchasing S-Sales

F Finance P- Production T- EHSH HR Q- Quality



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7.5 Appendix 5 - Documentation Cover Page

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DOCUMENTATION CONTROL

Class Description : Doc No. :

Document Description : Revision :

Page :

Requesters Name : SIGNATURE :Requesters Plant :

REVISION HISTORY

Revision Requester Description Of Change

DOCUMENTATION CHANGE APPROVAL


Reasons :

Approval Name Signature Date Stamp

All information herein is company proprietary and property of CROWN Beverage Cans Saigon Limited. It

shall not be reproduced or copied unless as expressively permitted or directed by CROWN Asia Pacific

Holdings, Limited.



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7.6 Appendix 6 - How to Initiate, Change and obsolete Document flow

Requester


- Get Documentation #

- Write Document

-Fill up New Documentation

cover page

- Get Documentation text file

(for non-class 02)

- Revise and identify changes

(use *)

- Fill up New Documentation

cover page

- Get the hardcopy of filled up

New Documentation Cover

page

Requester

Obtain necessary approval

Requester

- Send to DOCC the approved new / revised document.

- Include the diskette of the updated files.

Requester

- Review the approval required.

- Review the Document Control requirement.

Requester

Initiate Obsolete

- Issue the new controlled

Document to the DOCS

(specify in the scope of doc)

- Update the document list

- File Controlled Document

- Issue the revised controlled

documentation to the DOCS

according to the distribution list.

- Update the Documentation

- File the Controlled Document

-Remove the Controlled

Document from the DOCC

- Inform the DOCS to remove

the Controlled Document

- Update the Documentation

Controlled List.

Change

Requester

Make changes, or

may abandon the doc.

not approved

not approved

not

OK

Review OK



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7.7 Appendix 7 Document Station Layout


EOE Office

ST.#17

Engineering Office

ST.#2

Back End AreaST.#7

Production Office L1

ST .#11

Middle End

Area ST.#5

00,03,06Office

lockST.#1

Front end Area ST.#3

Production Office L2DWI Line ST.#19


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