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6.3.
Maintaining Document Version Control
It is important that version control be maintained for project documents and records, including data
spreadsheets. Thus, MERC utilizes a naming convention that uniquely identifies each document revision
as follows:
•
Internal working document versions are named with the file name and the date updated.
•
Review versions are re-named by adding the initials of each reviewer to the document.
•
When a document is ready for release outside of MERC, it is renamed as either draft, final, or
revised final with the date of release. Initials and internal naming conventions are removed
•
Internal revisions in response to comments are named logically using the format above to again
track changes through the revision process.
6.4.
Compliance with Records and Documents
Testing performed by MERC must conform to the QMP, Program QAPP, Test Plan and applicable SOPs.
A deviation occurs when testing does not comply with the requirements of these documents. Once a
deviation has been identified during testing, it must be communicated to the MERC Director and Quality
Manager within 24 hours and documented in a formal deviation. Deviations must be fully documented
including, date and description of deviation, and impact on the test.
6.5.
Document and Records Management
All MERC documents and records used to administer this QMP and needed to reconstruct test activities
and verify that reported data were collected in a manner consistent with this QMP and MERC
requirements are managed throughout a four-stage life cycle: creation, active maintenance and use,
archiving, and disposition. The life cycle is initiated by the creation, collection, or receipt of records in the
form of data or documents in the course of carrying out MERC’s administrative and programmatic
responsibilities. The life cycle continues through the processing and active use of the information in the
record, until the record is determined to be inactive. Electronic records are archived on write-protected,
secure electronic media following accepted data management practices. Metadata should accompany data
archives. Metadata should include the data format, data fields with associated units, and other information
intended to inform the data user about the nature of the data, their quality, or their use. A duplicate copy
of the data archive must be stored in a secure, off-site location. Program files and QA records will be
maintained for 5 years. The final step in the life cycles is disposition. Disposal procedures for documents
and records that are no longer required after 5 years include electronic deletion of documents and records
from the MERC website and the personal computers of MERC personnel and manual shredding of hard
copies.
6.6.
Compliance
The MERC QMP, QAPP, and Test Plans are prepared to meet the format and content requirements of
EPA QA/R-2 (2001), and EPA QA/R-5 (2002), respectively. Approval of these documents by MERC
Director, QA Manager and/or designee establishes compliance.