DOCUMENT CONTROL PROCEDURE

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Page 1 of 14 ADM114 Rev: S Sep 23, 2011 Supersedes: R

Purpose: To provide a process outline for the review, approval, release, control, retention and disposal of any controlled document. As an integral process the procedure ensures conformance to Flextronics Automotive Inc.’s quality management system objectives and requirements.

Scope: This procedure defines the various types of controlled documents in use with references to other controlling procedures that may exist to manage them. Additionally, it outlines the general management process all controlled documents must follow in order to ensure that only the latest revision document is available for use and that obsolete information is removed and dispositioned appropriately. This procedure, in conjunction with ADM018 Generating & Control of Engineering Change Notice, encompass the change control process. Refer to flow chart at the end of the document for a summary of the procedure.

Responsibility: Anyone who issues, reviews, approves, references, or handles any controlled part/ document whether the part/ document is internally or externally generated.

TABLE OF CONTENT

1. DOCUMENT CLASSIFICATION & APPROVAL REQUIREMENTS ... 2

2. DOCUMENT NUMBERS / PART SPECIFICATION (DRAWINGS) ... 5

3.

DOCUMENT SUBMISSION AND RELEASE ... 6

4. DOCUMENT STORAGE ... 8

5. DOCUMENT DISTRIBUTION ... 9

6. DOCUMENT REVISION... 10

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1. DOCUMENT CLASSIFICATION & APPROVAL REQUIREMENTS

For the purposes of this procedure the term “document” will be used to refer to any specifications, drawings, actual documents or processes that must be controlled. “Documents” can be hard or soft copy or any other media. All controlled document changes (including release) will be processed in accordance with this procedure and in conjunction with ADM018 (ECN Change Control procedure). Approvals, as noted in definition below, are as required by ADM018. Controlled documents are categorized as detailed below. Each document type has a corresponding review and approval process. See fig. 1.1 for Team Member & Management approval requirements and fig. 1.2 for a Controlled Document Listing and related procedures.

Type I: Review and approval by selected Product Team Members and Management Members. Type I documents typically involve a change to production materials, components, CAD data or, generally, changes that can impact the customer and their requirements.

Type I documents also involve Prototype. Prototype changes involve changes to prototype materials, components, processes, CAD data/drawings and, in general, changes that are not production intent (i.e. not PPAP level). Prototype changes are generally performed with customer knowledge; however customer approval is not necessarily required.

Whenever there is doubt as to a documents change type, Type I will be used as the default. Type II: Review and approval by selected Product Team Members and the Management Members.

Type II documents are product related, but do not directly or necessarily affect production parts or processes. They are, in general, the production support documents developed as part of the product development process (PDP). Type II documents can also be processed under a Type I change that will be known to impact the Type II document.

Type III: Review and approved by Product Engineering Manager only. Type III documents are generally administrative system documents that are not related to any specific product or service. Typical examples are the various management system procedures, work instructions, forms and personnel administrative requirements. They may also involve customer specifications and requirements that are not related to a specific product (for example a customer product design manual or a customer supplier manual). Upon approval, Document Control is responsible to notify all employees of the changes through email.

Note that, in general, customer generic and international specifications do not require release through the change control process unless they are linked to a customer specific product requirement (i.e. initially handled through the product change evaluation PCE process). These types of specifications typically include customer generic specifications (e.g. testing, packaging or labeling etc) ISO Standards, AIAG, ANSI, ASTM, IPC specifications or certification/ accreditation body and associated normative documents and corporate requirements. When any such documents are revised Document Control shall update and send notification to all departments through a general email announcement. Department mangers / supervisors are responsible to review, determine applicability and ensure their respective personnel are updated and/ or trained as required.

Type IV: Supplier initiated, review and approval by the selected Product Team Members, Electrical Eng. Supervisor and additional Program Managers depending upon on the product or component usage. Approval is also required by the Management Members as detailed in figure 1.1. Supplier initiated changes involve changes in component parts that Flextronics Automotive Inc. has no design control over or input into. They are essentially “off the shelf” materials such as standard electronic components. If there is sufficient doubt that any supplier initiated change can: impact the customer or conformance to customer specifications (fit, form, function or reliability), require any testing or validation, have any piece price impact, require any

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manufacturing processing changes, require documentation updates, etc, then the change request shall be processed as a Type I change.

TEAM MEMBER & MANAGEMENT APPROVAL REQUIREMENT

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DOCUMENT TYPE DEFINITIONS DOCUMENT TYPE CONTROL PROCEDURES RELATED PROCEDURES TYPICAL DOCUMENTS

TYPE I ADM018 ADM114

PEN144 200009

Production Print/ Specification

Production CAD, PCB Gerber, Math Data Production Bill of Material

Production Software, testing software Production Manufacturing Process Changes Prototype

TYPE II ADM018

ADM114

PEN144 200009

Internal & Customer Product Specification Internal & Customer Product Standard Design/Process/ Tester FMEAs Process Flow Diagram

Control Plan

Manufacturing Plan, GOP

Test/Tester / Calibration Document

Operator Instructions pertaining to specific products

TYPE III ADM018

ADM114

PEN144 ADM105

Internal & External Manuals (e.g. Supplier Manual) Procedures

General Work Instructions Forms

Generic Customer Standards/ Specifications

TYPE IV ADM018

ADM114 N/A

Supplier Initiated Changes (PCNs). Only Applies to Commodities that Flextronics Automotive Inc. Does not Have Design Control / Input Over.

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2. DOCUMENT NUMBERS / PART SPECIFICATION (DRAWINGS)

2.1. All controlled documents shall be assigned a document number (unless otherwise noted).

2.2. The originator of a new document shall request a document number from Document Control in accordance with work instruction 721176.

Requests for document numbers for non-procedural documents are initiated in accordance with procedure PEN144. Document numbering is based on categories as defined in Group Code Listing 199004. Document numbers for Procedures are initiated in accordance with procedure ADM105.

2.3. The Document Control Department is responsible for issuing new numbers and maintaining a listing of all current document numbers and their revision levels. The listings are located in the Part Number Database and Document Control department folders that reside in the designated network drives.

2.4. Customer / International / Industry Specifications and Standards, Certification or Accreditation Body, any associated normative documents and Corporate Documents will be stored or filed under their respective document number. The same storage or filing methods as used for all other documents shall apply.

2.5. Documents not under the direct control of Document Control shall be created, stored and maintained in accordance with respective departmental process and procedures. Typical examples of such documents are: finance/ sales administrative, PPAP records, laboratory test reports etc. Also, refer to Archiving and Record Retention Procedure ADM011.

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3. DOCUMENT SUBMISSION AND RELEASE

3.1. All controlled documents shall be released through the ECN process (ADM018) and submitted to Document Control.

3.2. Document Control shall stamp submitted hard or soft copy specification (Type I and select product related Type II) documents as ‘MASTER COPY’ on the document. For documents with more than one sheet, the stamp will be placed on the first page in an area clear of text. The color of the ink stamp shall be red for copy control purposes (refer to step #5.4).

For all Type III document soft copies (internally generated), Document Control shall place an ‘Uncontrolled Copy’ watermark on the documents.

Note: Forms (201 group code) are not subject to any type of Document Control stamp. 3.3. Documents submitted to Document Control that are awaiting approval shall reside in a location that

clearly indicates their pending status (reference ADM018). 3.4. Type II & Type III (internal) documents submission

3.4.1. Soft copy document submissions to document control shall be submitted in their native format (i.e. MS Word/ Excel etc, not Adobe). Documents that are likely to be distributed outside of Flextronics Automotive Inc. (i.e. specifications, manuals etc) shall be available for employees as read only .pdf formatted soft copy files. The native file(s) of the .pdf controlled document(s) shall be retained by document control in the case document revisions are required.

3.5. Drawings submission

3.5.1. Hard or soft copy drawings submitted to Document Control shall be released and identified as a Type I ECN controlled document (this includes prototype).

3.5.2. Hard or soft copy drawings submitted to document control and under the control of Flextronics Automotive Inc. are to be submitted with signatures, which reflect the actual or electronic signatures of the individuals that generated, checked and approved the drawing(s).

3.5.3. Customer Drawings that are created by Flextronics Automotive Inc. for the customer shall be submitted to document control and stamped ‘REFERENCE’. This ‘REFERENCE’ copy will be deemed the master copy until such time that the customer returns either written notification of acceptance or a returned and signed drawing indicating approval of the drawing.

3.5.3.1. If the customer returns a signed drawing, this drawing shall supersede and replace the ‘REFERENCE’ copy maintained by Document Control.

3.5.3.2. If the customer provides written confirmation indicating their agreement with the ‘REFERENCE’ copy on file, Document Control shall file the communication (typically with the approving ECN), and identify the drawing as the ‘MASTER COPY’.

3.6. Customer specification submission

3.6.1. Customer product related specifications submitted to Document Control, in any media, shall be released as a Type II ECN. Customer generic specifications and standards shall be released as a Type III ECN when required (see notes Type III under Section 1). Note: End users should verify with Program Managers if the customer specifications are at their latest revision before/during working on a project.

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Program Managers should ensure all team members are referencing to customer specifications with latest revision.

3.6.2. The review and approval process shall be completed within 2 working weeks for customer standards and or specification changes. Necessary actions due to the changes will be initiated as required.

3.6.3. Document Control shall create and maintain a Customer Specification Listing that can be accessed through the Flextronics Automotive Inc. Document Control Webpage.

3.6.4. Other Standards and Specification (Type III), once determined as having been revised by a user (refer to #6.2), shall be submitted to or notification sent to Document Control. Document Control shall then process the revised document in accordance with this procedure. The Type III documents referred to here include: Generic Customer Standards and Specifications, International/ Industry Standards and Specifications, Certification/ Accreditation Body Documents and any associated Normative documents.

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Page 8 of 14 ADM114 Rev: S Sep 23, 2011 Supersedes: R 4. DOCUMENT STORAGE

4.1. Master controlled documents will be filed in specified/ designated locations reserved for Document Control be they hard or soft copy. Softcopy electronic data will reside on the designated computer network drives in the specified structure folders as required. With the exception of CAD/Math model data and product software files, which can only be accessed by Document Control personnel, all softcopy electronic data are write protected and can be accessed by all employees via Document Control Webpage (refer to Section 5).

4.2. All documents will be stored and maintained in accordance with procedures ADM011 and ADM925. 4.3. Any Master controlled documents, which are stored as hard copy, removed from the Document

Control area shall be signed out upon removal and signed in upon return.

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Page 9 of 14 ADM114 Rev: S Sep 23, 2011 Supersedes: R 5. DOCUMENT DISTRIBUTION

5.1. Controlled distribution of selected Type I documents (drawings, CAD/Math data, software) will only be made via the Document Control Data Request with approval from Engineering Manager/Supervisors (reference work instruction 721175).

5.2. Selected Type II documents that impact production operations (GOPs, Test Procedures etc…) will be distributed to manufacturing site via sharenet upon ECN approval. Distribution will also be controlled via the Document Control Data Request with approval from Engineering Manager/Supervisors (reference work instruction 721175). Designated product team members in manufacturing site will be responsible to implement the changes. Notification of ECN approval will also be automatically generated via email to team members. Team members (with the exception of manufacturing site) can review any such documents via Document Control Webpage or data request as noted in step 5.1.

5.3. Distribution of newly released or revised procedures, work instructions and forms (Type III) shall be done in a manner that effectively reaches individuals whom the changes will affect. In general, Document Control will send all party notification of approval for Type III documents via email. Department Managers and Supervisors are responsible to ensure their respective personnel are fully aware of the changes and arrange necessary training or orientation as required.

5.4. Controlled distribution copies shall be manually stamped, in red, with ‘DO NOT COPY’ on the document or contain a watermark indicating ‘UNCONTROLLED COPY’, typically for softcopy. For documents with more than one sheet the stamp will be placed on the first page in an obvious location. The color of the ‘DO NOT COPY’ ink shall be red, for copy control purposes.

5.5. Controlled documents that are to be used or sent outside of Flextronics Automotive Inc. should be obtained from Document Control for control purposes (per step 5.1). For internal use purposes it is permissible to obtain documents from the intranet web site. For control purposes if any of the Document Control required stamps (MASTER COPY, DO NOT COPY, REFERENCE COPY, UNCONTROLLED COPY, PRODUCTION APPROVED) are not in RED stamp ink (as opposed to laser printer ink), the document will be considered uncontrolled.

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Page 10 of 14 ADM114 Rev: S Sep 23, 2011 Supersedes: R 6. DOCUMENT REVISION

6.1. The specified review and approval process shall be followed to revise documents (reference ADM018) to ensure changes have not caused unintended effects on the baseline. The Document Control database shall be updated to reflect the latest document revision. Revision levels should be apparent on the document or the document must be identified in a manner sufficient enough to allow it to be traced back to the document control system to ensure the correct revision level. 6.2. It is the responsibility of the users of Type III documents to periodically check (should be verified

annually as a minimum), through appropriate means, that the latest document revision is currently on hand. If the document has been revised the user shall either provide a copy to or notify Document Control that the document has been revised. Document Control shall then process in accordance with this procedure. The Type III documents referred to here include: Generic Customer Standards and Specifications, International/ Industry Standards and Specifications, Certification/ Accreditation Body Documents and any associated Normative documents.

6.3. Submission and storage of revised documents shall comply with all sections of this procedure. 6.4. Recipients of a notification of change via an approved ECN shall return, destroy or mark the

document ‘OBSOLETE’ and archive the obsolete document. The need to retain obsolete documents outside the control of Document Control should be reviewed with the Quality Management System Management Representative to ensure that the record is required and is properly secured to prevent inadvertent use.

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Page 11 of 14 ADM114 Rev: S Sep 23, 2011 Supersedes: R 7. DOCUMENT OBSOLESCENCE

7.1. Obsolete documents shall be removed from the specified Master Document file and identified as OBSOLETE. This applies to both hard and soft copy documents.

7.2. Obsolete documents will be archived in secured designated locations for the required retention periods as defined in procedure ADM011. Archiving may consist of storing hard copy documents or soft copy storage on a reliable storage medium (i.e. CD, DVD, computer network drive folders, server etc.) in accordance with procedures ADM011 and ADM925. Access to obsolete and archived documents will be strictly controlled by Document Control.

7.3. The only exception to points 7.1 and 7.2 above shall be for Type III documents. Internally generated Type III documents may, when required, be left on the Master Document file provided they are identified as obsolete and provide reference to the document that supersedes and now governs the subject matter. This is done to prevent a mass update of numerous documents that may make reference to the now obsolete document.

7.4. Additionally, customer generic or international / industry standards and specifications may remain accessible for information or legal purposes as they continue to remain part of an active design record. Typical examples would be Laboratory Management System testing standards and/ or specifications that remain active as product was tested to a particular standard / specification or its respective revision level. While accessible these documents shall be stored in appropriately identified folders and not with the latest revision of the document, and be appropriately identified.

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Page 12 of 14 ADM114 Rev: S Sep 23, 2011 Supersedes: R Flowchart Originator requests document # from Doc-Ctrl WI 721176 Originator submits documents to Doc-Ctrl

and issues ECN to release document

ADM018

Doc-Ctrl stores documents in designated network drive upon ECN approval

ADM011, ADM925 Doc-Ctrl stamps

documents ‘Master Copy’ or ‘Uncontrolled Copy’ and stores in specified location awaiting for ECN approval

Doc-Ctrl distributes documents upon request, documents are stamped ‘Do

Not Copy’

WI 721175

Doc-Ctrl stamps obsolete documents ‘Obsolete’ and

archives in secure designated locations ADM011, ADM925 Document revision required

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Records: All Document Part Number / Procedure / Specification Database Listings - Maintained daily and updated as required.

All other documents and records per ADM011.

Definitions: ECN Engineering Change Notice PDP Product Development Process CAD Computer Aided Design

PPAP Production Part Approval Process EMS Environment Management System

Related Documents: ADM011 Archiving and Record Retention Procedure

ADM018 Generating and Control of Engineering Change Notice (ECN) Procedure ADM105 Establishing and Revising Procedures

ADM925 Network Data Protection Procedure

PEN144 Part/Document Number Request and Issuance 200009 PDP Manual

200093 Laboratory Management System Manual 199004 Group Code Listing

721175 Document Control Part Number Request Work Instruction 721176 Document Control Data Request Work Instruction

Flextronics Global Services Newmarket Health and Safety Manual Flextronics Global Services Newmarket EMS Manual

Revision History:

Rev. Description of Change Date ECN# Originator Sign-off

05 Delete “Refer to the Record Retention Schedule Attached” in Page 3 of 3. Delete Flow Chart

Jan 15/98 98032 Rick Ash

06 Delete form #201260; Update logo Feb 07/02 02062 Fern Mok

G Update to new format, revise content, added Controlled Document Matrix to body as a Word Table instead of .xls attachment to hard copy. Enhanced Related Docs section

Mar 11/02 02091 Ron Finlay

H Updated section 3. in order to reflect current work practices.

Inserted new section (4.) to reflect requirements for submission of drawings. Updated 7.2 to reflect use of alternate

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J Update Records section.

Update body of document to allow for electronic submission & retention of documents / drawings.

May 12/03 03162 Brian Sneek

K Update #4 Drawing submission Add # 5

Customer Specification release and update

Update Document Type table to add Type V and VI documents

June 2/03 03192 Fern Mok

L Update section 3.3 and 4.1 Sept 29/04 04052 Brian Sneek M Update document structure and clarify

wording

Update Related Documents and Records sections

Nov. 10/05 05406 T. Geller

N Update Step #8 to include bullet 8.3. Dec. 11, 06 06359 T. Geller P Update procedure for redefined ECN

types based on CI initiative and organizational changes, update company name.

Oct. 9, 07 1008E2007 Fern Mok

Q Update procedure to improve definition of 3rd party Type III documents. Added #3.6.4 and #6.2

Jul. 15, 08 1302E2008 Tom Geller

R Update # 5.2, remove reference to production management, add distribution of documents to manufacturing site Reference Flextronics Global Services Newmarket EMS & Health & Safety Manual

Remove reference to supplier manual

Nov 12, 09 1564E2010 Fern Mok

S Notes added to #3.6.1 Customer specification submission