11 December 2009
You should have these records in General:-
1) Quantitative Analysis of your stock of finished goods. This should have details of incoming raw material and also records of rejection at each stage till the material is packed. You should have the records of how you handle the rejections.
2) You should maintain a proper record of operating procedures and quality control procedures in your factory. Every process has to be backed by registers. This would include maintenance of machines, attendance sheets for repairs by in house or out sourced technician. For each action basically there should be a record of requisition and signatures of person attending the work and finally signature of supervisors regarding completion of work to the satisfaction. Even for regular maintenance signatures in registers should be there of technician as well as the in charge of the machines.
3) Segregate Production department and Quality Control department. Each department should maintain records signed by the in charge. Even quality control department should maintain records of what they accept and what they reject. You also have to maintain records of inspections of raw material coming in and as usual everything has to be recorded.
4) Maintain records of orders received for production. date and time of receipt of order should be recorded and progress right upto completion should be documented and signed by peoplein charge.
5) You should have a manual of SOPs for production, quality control and machinery operation and maintenance available with works manager at any time and duly signed by management. Each and every section in the factory /departments should have a copy of the pages from the manual relevant to them. You need to keep a register regarding issue of these pages as well as the entire manual to the works manager and also a record of the destruction of these manuals in case they are replaced /ammended with new manuals and that too has to be recorded.
You should have your workers records and file for each person regarding appointment etc. and also have necessary statutory compliance records like PF and ESIC.
You should have proper records as required by factory Act.
You should have all social compliance and environment protection measures duly recorded and signed by persons in charge. Social compliance would be things like First Aid, Drinking Water toilet facilities etc. and records of maintenance by people in charge of these facilities.
Your factory should have a proper work flow and markings of safety exits as well as fire extinguishers.
There should be records of period fire fighting training and drills etc. as well as servicing and refilling of fire fighting equipments by authorised people.
For each process there should be records of training and training material used should be available (quality control, production, packing etc.)and record of attendance of the trainees with signatures.
I am not a professional in this field. therefore I am leaving this query OPEN. But these are basics you need. Remember that there should be documentation and record for each process including issue of spare parts or stationery. You also need a record of calibration of all weights, measures, measuring tapes and other equipments like weighing scales etc. and proper certificates of calibration by authorised or certified people who can issue such certificates.
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