文件管理与控制程序
Docume nts man ageme nt and con trol procedure
1. 目的Purpose
确保环境管理体系文件、适用的外来文件(有关的法律、法规、标准、相关方提供的文
件或规范)使用的有效性。To assure the
2. 适用范围scope
适用于对环境管理体系相关文件及适用的外来文件的控制。It is apply to the
en vir onment man ageme nt system relati on docume nts and usable exter nal docume nts '
con trol.
3. 职责Responsibility
3.1环工组：负责环境管理体系文件及适用的外来文件的归口管理；负责监控文件的执行。
The environment team: to man age and be in charge of en vir onment man ageme nt docume nts and exter nal docume nts.
3.2各部门in dividual departme nt :确保各相关场所均使用现行文件的有效版本。To en sure The
relative workplace is using the curre nt effective docume nts.
4. 工作程序Work procedure
4.1 文件控制范围包括：documents control ' s scope
a) 环境管理手册；en vir onment man ageme nt manu al;
b) 环境管理体系程序文件；en vir onment man ageme nt system procedure docume nts;
c) 环境管理体系作业指导文件；the work in structio n docume nts for en vir onment
man ageme nt system;
d) 环境记录表格；en vir onment record form;
e) 夕卜来文件。External docume nts.
4.2 文件的编写writing the documents
4. 2. 1环境管理手册和环境管理体系程序文件由环境管理者代表组织各部门人员编写。
En vir onment man ageme nt manual and the en vir onment man ageme nt system procedure documents, which will be written by each department ' s people that orga ni
zed by the en vir onment represe ntative.
The environment management 4.2.2环境管理作业指导文件由各部门主管或其授权人员编写
in struct ion docume nts will be writte n by each departme nt man ager or the authorizati
on people .
4. 2. 3环境记录表格由相应文件的编写人员进行编制。The environment record form will
be made by the pers on who made the relati on docume nts.
4. 2. 4外来文件由环工组负责收集、整理和汇总。The environment team will be in charge
of collecting, sorting and filing.
4.3 文件的审批Documen f s authorization
4.3.1 总经理负责批准环境管理手册。The preside nt is in charge of authoriz ing the
en vir onment man ageme nt manu al.
4.3.2管理者代表负责审核环境管理手册，批准环境管理程序文件。The en viro nment
represe ntative is in charge of check ing the en vir onment man ageme nt manu al, to
authorize the en vir onment man ageme nt procedure docume nts.
4.3.3 环工组负责审核环境管理程序文件。The environment team is in charge of checking
the en vir onment man ageme nt procedure docume nts.
4.3.4环境作业指导文件由各部门经理或主管审核，管理者代表批准。The environment work in struct ion docum ents will be checked by each departme nt ' s man ager , authorized
by en vir onment represe ntative .
4.3.5所有文件在批准前，编制部门主管应组织与文件相关的部门主管一起对文件的适宜性
进行评审。Before authoriz ing all of the docume nts, the writte n departme nt man ager
should orga nize the pers ons who invo Ived in writi ng the docume nts to assess the documents' usable.
4.4 文件的标识the document ' mark
4.4.1文件标识的内容包括：文件编号、受控文件的发放编号、受控与非受控、页码、版本及修改标识。文件和记录的编号按《文件编号规定》执行。The docume nt mark in cludi ng: docume nt No, the issue No of the con trolled docume nts, con trolled or uncon trolled,
pages and modified marks. The docume nts and records ' No should be followed vvDocume nts Pile No regulatio ns>>.
4.4.2文件标识应在文件正式发布前由环工组负责进行。The documents mark will be in charged of the en vir onment team before the docume nts issued formally.
4.4.3 一份有效文件或记录只能有唯一的标识。the effective document or records should have only one mark.
444 对外来文件只进行受控和发放编号标识。For eternal documents just need control
and issue the file No mark.
4.4.5 文件和记录版本的标识the mark of documents and records
4.4.
5.1文件版本的标识：原版文件为A,第一次换版为B,第二次换版为C,……以此类推。
The mark of docume nts vers ion: the origi nal docume nt is A, the first time update
is B, the sec ond time update is C …..calculate like so
445.2记录版本的标识：原版记录不作标识，修改换版后在原记录编号后加版本号，第一
次换版为A,第二次换版为B,以此类推。The mark of records version: the original version have no mark, after modification, to add the version number based on the original
record No. the first time update is A, the second time update is B,…..to calculate like this …
4.4.6文件换版时，文件中提出的记录如未做换版，修改时则其记录编码和标识可不予变动。
When the documents need to change the form, if the records have no changes, then the update one no n eed to cha nge the record nu mber and mark.
4.4.7 文件和记录修改状态的标识the docume nts and records ' mark at the status of modifyi ng
a) 文件修改后，应在被修改的文件中版本/修改的“修改”部位作出标识，第一次修
改从0改为1，第二次修改从1改为2，以此类推；after modified the document, should clear mark at the bla nk of “ modificati on ” ，the first time correct ion cha nge
0 to 1, the sec ond time correct ion, cha nge 1 to 2 ?….to mark like this ?…
b) 由于增加或减少总页数，导致原文件中页码的变化，应对文件的所有页码进行修改。
Due to in crease or reduce the total pages, which caused the orig inal docume nt
pages' change, then should correct the whole pages in the documents.
4. 4.9 受控文件与非受控文件的标识the mark for con trolled docume nts and uncon trolled docume nts
文件分为“受控文件”和“非受控文件”，公司内部使用的均为“受控文件”。幷在封页和内
文中加盖红色“受控文件”印章。发往外部的文件除认证机构外，一般均为“非受控文件”，仅在圭寸页加盖蓝色“非受控文件”印章。The docume nts divided into “ con trolled docume nts” and “ uncon trolled docume nts ” , the internal use docume nts in the
tannery all bel ongs to “ con trolled docume nts” , and will have the red “ con trolled document” chop on the cover and the documents. The documents that give to external.
no rmally is “ uncon trolled docume nt ” except the certificati on beau , we will have
the blue ” uncon trolled docume nts ” stamp on the cover only.
4.5 文件的发布issue the document
4.5.1文件发布前需经相关人员审核批准，审批手续不齐全的文件不得发布使用。Before issu ing the docume nts, should have relati on people to check and authorize , if the
check procedures is in adequate, the n can not issue the docume nts.
4.5.2环工组在文件发布前应填写《文件发放清单》，报管理者代表代表审批，确保只有经过批准
的文件才能发布。Before issuing the documents, the environment team should fill in the
<
and approve , to ensure the documents can be issued if only through the authorization.
4.6 文件的发放Issue the documents
4.6.1 文件的发放由环工组实施。The environment team will be in charge of issuing the docume nts.
4.6.2发放的文件为副本，正本连同《文件发布清单》一幷归档，归档的文件不编号，不加
盖受控状态的印章。Will issue the document' s copies to each department, the original one and << document issue list>>will be keep in file. This documents don ' t need nu mbers, a lso no n eed stamp “ con trolled docume nts ”.
4.6.3受控文件发时应予编号，编号用阿拉伯数字表达，如01, 02,……。非受控文件发放
时不予编号，但应做好发放记录。Whenissue the con trolled docume nts, should give them
nu mbers, like 01,02, …..the uncon trolled docume nts no n eed to give them nu mbers
when issue, but n eed keep records.
4.6.4 环工组建立幷保留《文件发放回收记录表》。The environment team makeand keep the << Docume nt issue return record form>>.
4.6.5 文件的补发Documents replenishment
由于工作的需要而又没有文件或原文件丢失、破损时，应按下列规定办理：as work needs
but does n ' t have the docume nts or the docume nts miss ing or destruct ion, should
request it as below process:
a）申请方填写《文件补发申请表》经所在部门负责人审核，管理者代表批准后，贯标办方可予以补发。The request departme nt to fill in<< docume nts reple ni shme nt
applicati on>>, after checked by departme ntal man ager and the en vir onment
representative ' s aut horization, can give another one.
b）文件补发需执行文件发放的相关规定.Replenish the documents need abide by the rules of docume nts issue.
4.7文件的使用documents use
4.7.1环工组应确保公司工作需要的部门或人员均能及时得到适用的有效版本的文件。The
en vir onment team should en sure the relati on departme nt or staff can get the usable
and effective docume nts in time.
4.7.2各部门及所有工作人员应确保不持有、不使用作废/失效的文件。Each departme nt
and all staff should en sure not using or hold ing the inv alid docume nts.
4.7.3文件的持有部门和持有人员不得将持有的文件转借、复制或作非授权的涂改。
The holdi ng departme nt or pers on ca n' t borrow, cope or cha nge the docume nts.
4.7.4环工组每年组织对公司的环境管理体系文件进行一次全面的评审，根据体系的运行情况确定文件是否需要修改或更新，如需要修改或更新按 4.9条执行。The environment will organize the assessment for all of the environment managementsystem documents once per a year, according to the system ' operation situation , to decide whether the
documents need modify or update, if need modify or update, should follow 4.9 item.
4.8 文件的保管documents' keeping
a）文件的保管环境应适宜于防止文件的丢失、损坏和污染；the environment where
keep the docume nts should be preve nt miss, destroy and con tam in ate;
b）保管时应保持文件的完整、齐全；whenkeep the documents should keep it entire and
full;
4.9 文件修改的控制the control of modifying the documents
4.9.1文件的修改由相关部门提出申请，幷填写《文件修改申请和审批单》，说明申请原因
和理由，填写需修改的内容，报环工组。If n eed modify the docume nts, the departme nt
can bring up the application and fill in<< document modification and check form>>,
to state the reason , and the content that need modified, then report to environment team.
4.9.2环工组根据环境管理体系运行的需要或收集到的意见，对拟修改的内容和修改可能导致的影响进行评估和预测。确定修改是否必要，幷在《文件修改申请和审批单》签署意见，如确需修改，经文件原批准人批准后方可进行修改。若原批准人发生变动，则应由其职务的接任人负责批准。The environment team will assess and forecast the content that need modify and the con seque nee if cha nged ,which based on the n eeds that en vir onment managementsystem and the suggestions were collected. To confirm if it is necessary to modify, and write dow n the comme nts on vvdocume nt modificati on applicati on and check form>>. If did need modify, should have the original writers ' approval , then can be modified . if have somechanges, can ask the people who take over the original writer.
4.9.3依据《文件修改申请和审批单》的修改内容，环工组对文件进行修改，幷作好记录。
The en vir onment team will modify the places which listed on the << docume nt modificati on applicatio n and check sheet>> and will keep records.
4.9.4环工组将修改后的受控文件派发至文件的持有部门和持有人。环境管理手册换版时，
同时将换版后的手册送达第三方认证机构。The environment team will issue the modified
con trolled docume nts to the hold ing departme nt and hold ing people. Whe n the
environment managementmanual change its version, should send the update one to the third party of certification beau.
4.9.5文件修改的方式：划改、换页、换版，戈U改时，应能辨认修改前的内容。具体采用何种修改的方式在《文件修改申请和审批单》中确定，幷由环工组具体实施。The way of modify ing the docume nts: delete or cha nge some conten ts, cha nge the pages, cha nge
the version style. Whendelete or change contents, can see the before content. Which way to adopt
can be con firmed in< vdocume nt modificati on applicati on and check sheet>>, hand over to the en vir onment team and they will impleme nt it.
4.9.6文件修改时，应同时对文件的版本或修改状态进行标识，幷在文件修改记录上作好记
录，以便核对、追溯。Whenmodifying the document, also need mark the document version or the modification situation , and keep record on the document modification record form so as to check and track back.
4.9.8 文件的换版change of the document version style
换版是文件修改方式的一种，下列情况之一时，文件应予以换版：Cha nge the docume nt version also belongs one of the modification ways, if have the below situation, the docume nts n eed cha nge its versi on:
a) 同一文件修改10 次以上时；the samedocuments but modified more than 10 times; b）同一文件一次修改内容达70%以上时。One document the modified content has more tha n 70% at one time.
4.10 作废/ 失效文件的处置to dispose the can celled and in validate docume nts
4.10.1文件换页、换版修改时，环工组应在更换新页或新版的同时，撤回旧页或旧版。
While cha nge the pages of the docume nt and modify editi on, also n eed take
back the old one.
4.10.2撤出的旧页或旧版文本文件，环工组应在《作废文件列表》上予以记录，幷在每页
上加盖蓝色“作废”印章。Whertake out the old pages or old documents, the environment
team should record it in<< can celled docume nts list>>, and have the blue
“cancellation ” stamp.
4.10.3作废文件应在适当的时间（如一年）集中销毁，销毁后在《作废文件列表》上予以
t记录。For the cancellation documents should collect and dispose of at a proper
time（ for in sta nee, one year）, and record it in <
4.10.4留作数据以供追溯/累计知识需要的作废文件，应经环工组同意，幷在其每页上加盖
蓝色“参考” 印章。If has the can cellati on docume nts n eed keep for track or refer,
through the environment team ' s approval, can stamp a “ referenee ” stamp.
4.11 外来文件的控制for control the external documents