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page 1 of 4 Document Control for Mathematics and Computer Science Division Policies and Procedures Mathematics and Computer Science Division Procedure MCS-PROC-1, Rev. 2 Effective Date: March 6, 2009 The current version of this procedure resides at http://www.mcs.anl.gov/documents/index.html. Printed or electronically downloaded copies may be obsolete. Before using such a copy for work direction, employees must verify that it is current by comparing its revision number to that shown in the on-line version. 1 Purpose Establish the process for developing and issuing policies and procedures that apply to document control for the Mathematics and Computer Science Division (MCS). 2 Scope This procedure applies to the following Argonne activities and entities. LMS core processes: all Organizations: MCS Buildings: Building 221 Specific locations: Building 221 Exclusions: none 3 Work Process 3.1 Introduction This procedure is used to create, revise, cancel, and manage documents subject to document control (LMS PROC-1) related to MCS and its employees.. It is effective immediately for documents created, revised, or cancelled after March 6, 2009. 3.2 Step-by-Step Procedure The steps below are mandatory unless noted otherwise. Step Job Role Action 1 Division director 1.1 Authorize one or more document control administrators to post policies and procedures on the MCS web site. 1.2 Determine need to create, modify, or cancel policies and procedures and take one of the following actions: • If a document is to be created or modified, assign the task to an author. (Process continues at Step 2.) • If a document is to be canceled, direct a document control administrator, in writing, to take that action. (Process continues at Step 4.) page 2 of 4 Document Control for Mathematics and Computer Science Division Policies and Procedures Mathematics and Computer Science Division Procedure MCS-PROC-1, Rev. 2 Effective Date: March 6, 2009 The current version of this procedure resides at http://www.mcs.anl.gov/documents/index.html. Printed or electronically downloaded copies may be obsolete. Before using such a copy for work direction, employees must verify that it is current by comparing its revision number to that shown in the on-line version. 2 Author Create or modify policy or procedure as instructed • Replace the document number identification line in the document header with “Mathematics and Computer Science Division Policy MCS- ….” or “Mathematics and Computer Science Division (MCS) -….” . • Add the following statement at the end of each policy or procedure: “To request changes in this document, send an email describing the request to systems@mcs.anl.gov.” 3 Division director Review documents prepared in Step 2 and take one of these actions: • Approve for issuance and direct the division document control administrator, in writing, to issue the new or revised document. • Return to author for changes (Step 2). Note: The division director may seek preliminary reviews from others as input to the approval decision, as desired. 4 Division document control administrator 4.1 Based on written direction from the division director, take one of these actions: • Assign a unique document number to, and post, new policy or procedure on divisional web site. • Assign an updated revision number to, and post, revised policy or procedure on divisional intranet, make superseded version inaccessible to employees, and maintain superseded version on the divisional web server as a record. • Cancel a policy or procedure by making superseded version inaccessible to employees and maintaining superseded version on the divisional intranet server as a record. 4.2 File the division director’s written authorization (can be via email) to take the above action. Note: The listing of policies and procedures that appears on the MCS intranet constitutes the division’s inventory of local policies and procedures. 5 Division director Initiate periodic review, and potential revision, of the policy or procedure as scheduled. page 3 of 4 Document Control for Mathematics and Computer Science Division Policies and Procedures Mathematics and Computer Science Division Procedure MCS-PROC-1, Rev. 2 Effective Date: March 6, 2009 The current version of this procedure resides at http://www.mcs.anl.gov/documents/index.html. Printed or electronically downloaded copies may be obsolete. Before using such a copy for work direction, employees must verify that it is current by comparing its revision number to that shown in the on-line version. 4 Records Created by Work Process The records listed below must be retained as indicated. Description of Record (include form number if applicable) Custodian Indexing Method, Storage Medium Federal Retention Requirement Superseded MCS policy or procedure, administrative Divisional document control administrator Managed on division intranet server Destroy 2 years after superseded (DOE ADM 23.1.1) Superseded MCS policy or procedure, non- administrative Divisional document control administrator Managed on division intranet server Permanent retention (DOE ADM 16.1.1) Division director’s written authorization to alter intranet posting of policies and procedures Document control administrator Index by document number, store on paper Same as for the policy or procedure to which the authorization applies 5 Related Documents This procedure implements requirements established by the following basis documents. • U.S. DOE, Quality Assurance, directive O 414.1C • Argonne, Quality Assurance Requirements and Description, Section 2.1.4. • International Organization for Standardization, Quality Management Systems – Requirements, ISO 9001:2000. Available through the Argonne Research Library. • International Organization for Standardization, Environmental Management Systems – Requirements with Guidance for Use, ISO 14001:2004. Available through the Argonne Research Library. • U.S. DOE, Conduct of Operations Requirements for DOE Facilities, directive O 5480.19. This procedure implements requirements established by the following Argonne policies and procedures. • LMS-PROC-1 • LMS-PROC-7 The following documents provide background information relevant to the subject of this procedure. • none page 4 of 4 Document Control for Mathematics and Computer Science Division Policies and Procedures Mathematics and Computer Science Division Procedure MCS-PROC-1, Rev. 2 Effective Date: March 6, 2009 The current version of this procedure resides at http://www.mcs.anl.gov/documents/index.html. Printed or electronically downloaded copies may be obsolete. Before using such a copy for work direction, employees must verify that it is current by comparing its revision number to that shown in the on-line version. 6 Definitions Term Definition and Source none 7 About this Procedure Issuing LMS core process: Governance LMS subprocess: none Issuing organization: Mathematics and Computer Science Division Final approver: Ewing L. Lusk Point of contact: Judy Stickels Review cycle (months): 36 Date last revised: March 6, 2009 Date last reviewed: March 6, 2009 8 Summary of Changes in This Version MCS-PROC-1, Revision 0, is a new procedure that sets new requirements.
