QMSO holds Seminar-Workshop on Maintaining

The Western Mindanao State University – Quality Management Systems Office (WMSU – QMSO) conducted a seminar-workshop for the various Unit Document Controllers (UDC) last May 30, 2022 at the WMSU Training Center. The activity aims to encourage and remind the Unit Document Controllers (UDC) to ensure that documents relative to the different processes of the Quality Management System (QMS) are updated and secured in line with the upcoming internal and external surveillance audit. Dr. Sarah S. Taupan, Quality Assurance Office Director, reminded the newly designated UDCs, particularly the college secretaries, to help minimize the risk of circulating obsolete documents as required by clause 7.5 of the ISO 9001:2015 standard by removing old files. This was echoed by Dr. Mario R. Obra, Jr., Quality Management Representative, as this can be a major non-conformity. Dr. Sarah S. Taupan, Quality Assurance Office Director, reminded the newly designated UDCs, particularly the college secretaries, to help minimize the risk of circulating obsolete documents as required by clause 7.5 of the ISO 9001:2015 standard by removing old files. This was echoed by Dr. Mario R. Obra, Jr., Quality Management Representative, as this can be a major non-conformity. Mrs. Erlinda C. Macaso, Records and Archives Officer and concurrent University Document Controller, welcomed the participants to the seminar and underlined that this activity is very timely for the internal and external audit She discussed the importance and role of documented information in the effectiveness of the University QMS. .

Mrs. Macaso discussed the Procedure Manual on Documented Information, its uses, and how to accomplish the following auditable forms and their importance: Document Update Notice (DUN), Master lists of Internally and Externally Generated Documents, Records Master list, and the Records Inventory Worksheet. Mrs. Macaso added that maintaining these forms could help avoid the use of obsolete records. As University Document Controller, Mrs. Macaso identifies who are the copyholders of the different procedures and work instruction manuals (PAWIM). She also maintains the record disposition schedule of the University in accordance with the regulations issued by the National Archive of the Philippines (NAP). Ms. Aida A. Escorial QSO TWG Member, – and Internal Quality Audit (IQA) presented the Work Instructions on processing an electronic copy of records and documents. Dr, Mely Jane D. Jacinto, Lead Internal Quality Auditor, thanked the participants for their presence and expressed her enthusiasm for the coming internal and external audit. (PAO-MASSCOM/INTERN)