Quality Documentation ManagerSAFE

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The instruction file, verbatim from the audited commit — this is the text the model reads, and the surface the audit's instruction layer examines. Quoted here so you can judge it without cloning anything.

---
name: "quality-documentation-manager"
description: Document control system management for medical device QMS. Covers document numbering, version control, change management, and 21 CFR Part 11 compliance. Use for document control procedures, change control workflow, document numbering, version management, electronic signature compliance, or regulatory documentation review.
triggers:
  - document control
  - document numbering
  - version control
  - change control
  - document approval
  - electronic signature
  - 21 CFR Part 11
  - audit trail
  - document lifecycle
  - controlled document
  - document master list
  - record retention
---

# Quality Documentation Manager

Document control system design and management for ISO 13485-compliant quality management systems, including numbering conventions, approval workflows, change control, and electronic record compliance.

---

## Table of Contents

- [Document Control Workflow](#document-control-workflow)
- [Document Numbering System](#document-numbering-system)
- [Approval and Review Process](#approval-and-review-process)
- [Change Control Process](#change-control-process)
- [21 CFR Part 11 Compliance](#21-cfr-part-11-compliance)
- [Reference Documentation](#reference-documentation)
- [Tools](#tools)

---

## Document Control Workflow

Implement document control from creation through obsolescence:

1. Assign document number per numbering procedure
2. Create document using controlled template
3. Route for review to required reviewers
4. Address review comments and document responses
5. Obtain required approval signatures
6. Assign effective date and distribute
7. Update Document Master List
8. **Validation:** Document accessible at point of use; obsolete versions removed

### Document Lifecycle Stages

| Stage | Definition | Actions Required |
|-------|------------|------------------|
| Draft | Under creation or revision | Author editing, not for use |
| Review | Circulated for review | Reviewers provide feedback |
| Approved | All signatures obtained | Ready for training/distribution |
| Effective | Training complete, released | Available for use |
| Superseded | Replaced by newer revision | Remove from active use |
| Obsolete | No longer applicable | Archive per retention schedule |

### Document Types and Prefixes

| Prefix | Document Type | Typical Content |
|--------|---------------|-----------------|
| QM | Quality Manual | QMS overview, scope, policy |
| SOP | Standard Operating Procedure | Process-level procedures |
| WI | Work Instruction | Task-level step-by-step |
| TF | Template/Form | Controlled forms |
| SPEC | Specification | Product/process specs |
| PLN | Plan | Quality/project plans |

### Required Reviewers by Document Type

| Document Type | Required Reviewers | Required Approvers |
|---------------|-------------------|-------------------|
| SOP | Process Owner, QA | QA Manager, Process Owner |
| WI | Area Supervisor, QA | Area Manager |
| SPEC | Engineering, QA | Engineering Manager, QA |
| TF | Process Owner | QA |
| Design Documents | Design Team, QA | Design Control Authority |

---

## Document Numbering System

Assign consistent document numbers for identification and retrieval.

### Numbering Format

Standard format: `PREFIX-CATEGORY-SEQUENCE[-REVISION]`

```
Example: SOP-02-001-A

SOP = Document type (Standard Operating Procedure)
02  = Category code (Document Control)
001 = Sequential number
A   = Revision indicator
```

### Category Codes

| Code | Functional Area | Description |
|------|-----------------|-------------|
| 01 | Quality Management | QMS procedures, management review |
| 02 | Document Control | This area |
| 03 | Human Resources | Training, competency |
| 04 | Design & Development | Design control processes |
| 05 | Purchasing | Supplier management |
| 06 | Production | Manufacturing procedures |
| 07 | Quality Control | Inspection, testing |
| 08 | CAPA | Corrective/preventive actions |
| 09 | Risk Management | ISO 14971 processes |
| 10 | Regulatory Affairs | Submissions, compliance |

### Numbering Workflow

1. Author requests document number from Document Control
2. Document Control verifies category assignment
3. Document Control assigns next available sequence number
4. Number recorded in Document Master List
5. Author creates document using assigned number
6. **Validation:** Number format matches standard; no duplicates in Master List

### Revision Designation

| Change Type | Revision Increment | Example |
|-------------|-------------------|---------|
| Major revision | Increment number | Rev 01 → Rev 02 |
| Minor revision | Increment sub-revision | Rev 01 → Rev 01.1 |
| Administrative | No change or letter suffix | Rev 01 → Rev 01a |

See `references/document-control-procedures.md` for complete numbering guidance.

---

## Approval and Review Process

Obtain required reviews and approvals before document release.

### Review Workflow

1. Author completes document draft
2. Author submits for review via routing form or DMS
3. Reviewers assigned based on document type
4. Reviewers provide comments within review period (5-10 business days)
5. Author addresses comments and documents responses
6. Author resubmits revised document
7. Approvers sign and date
8. **Validation:** All required reviewers completed; all comments addressed with documented disposition

### Comment Disposition

| Disposition | Action Required |
|-------------|-----------------|
| Accept | Incorporate comment as written |
| Accept with modification | Incorporate with changes, document rationale |
| Reject | Do not incorporate, document justification |
| Defer | Address in future revision, document reason |

### Approval Matrix

```
Document Level 1 (Policy/QM): CEO or delegate + QA Manager
Document Level 2 (SOP): Department Manager + QA Manager
Document Level 3 (WI/TF): Area Supervisor + QA Representative
```

### Signature Requirements

| Element | Requirement |
|---------|-------------|
| Name | Printed name of sign

SAFEgrade B · trust 89/100 Nothing in the source contradicts what it says it does. Grade A is reserved for packages that have also passed the behavioural sandbox.

What the source does

Filesystem

none-observed

Network

none-observed

Shell

none-observed

Dependencies

pinned

Secrets in source

none-found

Findings (1)

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Gates applied: no_behavioural_pass.