Procedure for Garments Store according to ISO

1.0 Purpose & Scope

To maintain a simplified, organized system of monitoring goods received, proper handling & safe storage of the same in the store and maintaining accurate records of all related documents needed in performing those duties.

2.0 Responsibilities

The Store In-Charge is responsible for directing all the activities relating to this instruction.

3.0 Procedure

3.1 Demand of Goods

3.1.1 After receiving the Store Requisition (STR/3/01) form the Departments, Store In-Charge will check the stocks if the required items are there they will be issued.

3.1.2 Incase the goods are not available; Store In-Charge will prepare Store Purchase Requisition (STR/3/03) and will forward to the accounts department for purchase.

3.2 Receiving Goods

3.2.1 Order wise goods (Fabrics & Accessories) are received against the work order copy send by the Merchandising Department. Spare parts & other stationery items are received against the Store Purchase Requisition (STR/3/03). 

3.2.2 Upon receipt of the Fabrics, Spare parts and Accessories items Store In-Charge prepares Inventory Report (STR/3/02). Then he informs the concerned department head regarding goods arrival. 

3.2.3 Fabrics are received by the Store In-Charge and kept in the receiving area or identified as “Under Inspection”. QC department is informed to carry out the inspection and checks the fabrics against their requirement. After inspections are carried out QC personnel prepare Good Receiving Note (STR/3/04) and send a copy to the merchandiser if the fabrics are OK or NOT. After receiving Goods Receiving Note (STR/3/04), Store In-Charge will keep the fabrics in a designated place using identification tags (Order No. & Buyer Name) and he also updates the Stock Ledger (STR/3/05) for Fabrics. 

3.2.4 Upon receipt of the Spare parts and Accessories items, concerned department will come & check weather the items are as per requirement or not and they will prepare Goods Receiving Note (STR/3/04) for those items and give the final acceptance for storing the goods. Store In-Charge keep the items in a designated place using identification tags and also updates the Stock Ledger (STR/3/06 & STR/3/07) for Spare Parts & Accessories separately.

3.2.5 The Store In-Charge will check stationary items against their quantity & physical conditions by himself. No Good Receiving Note will be maintained for stationery items. If he founds the stationery items in good shape and in right quantity, he will update the items in the Stock Ledger (STR/3/08) and will keep those items in their designated place. 

3.2.6 If any items found defective or not as per quantity, defective items should be segregated and identified as “Rejected” and merchandiser or purchase department will be informed immediately for necessary action.

3.2.7 Copy of all Goods Receiving Note (STR/3/04) is forwarded to merchandising and accounts department for necessary action.

3.3 Issue

3.3.1 Goods are issued against Store Requisition (STR/3/01) duly approved by the Factory Manager or Production Manager. After every issue the Stock Ledgers are updated.

3.3.2 Store In-Charge issues machine Spare parts after he receives the old parts.

3.4 Handling and Storage Instruction

3.4.1 Stationary items are kept on suitable storage racks.

3.4.2 All Fabrics are segregated and identified by Order No. or Buyer Name And kept in pre-determined areas for easy reference and quick supply. 

3.4.3 All the fabrics are covered to protect the same from dust or flying insects.

3.5 Stock Condition Assessment 

3.5.1 Condition of stock in store is assessed on yearly basis.

3.5.2 Any item found damaged or deteriorated is segregated and disposed off accordingly.

3.5.3 Concerned Departmental Heads are consulted to assess if the goods can be used or not.

3.5.4 List of obsolete / unusable items is prepared and submitted to the Managing Director for disposal.

4.0 Related Documents

Store Requisition                              STR/3/01

Store Inventory Sheet                       STR/3/02

Store Purchase Requisition                STR/3/03

Goods Receiving Note                      STR/3/04

Stock Ledger (Fabrics)                     STR/3/05

Stock Ledger (Spare Parts)              STR/3/06

Stock Ledger (Accessories)              STR/3/07

Stock Ledger (Stationery)                 STR/3/08

Garments Working Environment check list according to Compliance Based on ISO

COMPLIANCE ISSUES
01. The Facility Floor, Storage area is clean and well maintained?
02. Has white wash or color wash taken place at least in the last 18 months?
03. Is the facility well lit and well ventilated. Are there windows and sufficient fans in all working areas for adequate circulation, ventilation & temperature control?
04. Are there exhaust fans in the production floor to prevent accumulation of fumes and dust?
05. Is there sufficient work surface lighting in production areas-such as cutting, sewing and pressing?
06. Is there sufficient work drinking water available on the work floor and are there means for cooling the water in summer?
07. Are their sufficient toilets available to the workers (at least 1: 25)?
08. Are the toilets functioning and clean?
09. Are exhaust fans provided in the toilets?
10. Exits are visibly marked and exit doors are working properly?
11. Exit doors and aisles are not blocked even temporarily?
12. Emergency lights are installed above exits and staircase and are properly charged?
13. Staircases are unobstructed and free of carton and boxes?
14. Doors which are not to be used as an exit are posted with a “NOT AN EXIT” sign (i.e. in the language to be understood by all workers)?
15. Exit lead directly to open space and safe access to a public way?
16. Exit floors are not tripping hazard and potential tripping hazard is posted with “Watch your step” sign?
17. Fire extinguishers are visibly marked, properly labeled, mounted and charged and also show the date of their last inspection?
18. Fire alarms are working and found on all floors?
19. There is battery back up alarm system, manual alarm system or electric alarm system?
20. Electrical boxes, circuit breakers and outlets are:
                      a. Covered
                      b. Posted with “DANGER” sign?
21. Circuit breakers are properly labeled to identify equipment it disconnects?
22. Electrical boxes and circuit breakers:
                     a. Are kept free of obstruction
                     b. Covers are closed?
23. Flammables are stored in a separate storage area?
24. Electrical equipment are:
In an enclosed area or approved cabinet
Has sufficient space around it for safe operation / maintenance?
25. Electrical equipment area / enclosure is not used as a storage area?
26. Generator room not used as a storage area (old machinery, discarded boxes etc.)?
27. Personal protective equipment available e.g. hand gloves for cutting section, mask for sand brushing, goggles for buttoning section etc.?
28. Well-stocked first aid kit available on each floor and staff trained in basic first aid.
29. Is a notice affixed in every floor naming the person in charge of the first aid box?
30. Evacuation Plan posted and clearly marked?
31. There is no form of physical abuse, including threats of violence, sexual harassment, screaming at workers or other verbal abuse?
32. Sufficient sand and reserved water available for fire fighting?
33. Is there a canteen for the employees?
34. Is there a prayer room for the employees?
35. Are there any broken needles, metal pieces lying on the floor and is the same removed?
Are needle logbook maintained? 

Garment Machine Maintenance Procedure according to ISO

1.0 Purpose & scope 
Get the optimum performance & results from the machines with regard to quality & productivity. To be corrective & preventive where determining the root concerns all activities causes and take effective actions.

2.0 Responsibilities:
It is the Maintenance In-charge responsibility for the overall activity of the section & he has mechanics to assist him in all functions related to corrective & preventive maintenance

3.0 Procedure:
3.1 Installation of new Machinery
3.1.1 To read the assembly instructions manual provided by the supplier which contains, Kit identification, Table assembly instructions, belt installation, electrical wiring diagrams etc.
3.1.2 Check for damaged parts and if found inform supplier immediately
3.1.3 Verify all the function of the machines such as trimming, tacking sensors etc. are in order
3.1.4 Number the machines according to brand, type, and serial for easy reference.
3.1.5 Maintain record of machine brand, machine Installation date & machine no. the Machine History Register (MNT/3/01)

3.2 Preventive Maintenance
3.2.1 The Maintenance In-charge prepares a Preventive Maintenance Schedule (MNT/3/02) once a year, which contains the maintenance checklist and the frequency
3.2.2 The frequency of the maintenance is decided based on the machine manufacturer’s recommendations and on past experience.
3.2.3 The Preventive Maintenance Schedule (MNT/3/02) is approved by the Factory Manager / Production Manager and is circulated to all Department Heads.
3.2.4 Preventive maintenance of every machine is carried out according to the preventive maintenance schedule.
3.2.5 Services of Machines are recorded on Machine History Register (MNT/3/01) and also in Maintenance Register (MNT/3/03). Maintenance of machine at correct times is closely monitored & assured by the Production Manager.

3.3 Machine Break Down
3.3.1 During the production process, if the machine performance fails to comply with the required standard in regard to puckering, thread breakage, skipping etc. immediately the helper informs the line supervisor and supervisor informs the maintenance personnel immediately.
3.3.2 If the mechanic needs time to repair it, he should replace it with another machine to avoid production failures.
3.3.3 If spare parts are required, a requisition should be raised and approval should be obtained from the Factory Manager / Production Manager prior to replacement.
3.3.4 After Machine adjustments are completed, the mechanic must check a few pieces and depending on the result may or may not go for further machine adjustment.
3.3.5 The Mechanic has to record the particulars & job details in the Machine History Register (MNT/3/01) and Maintenance Register (MNT/3/03).
3.3.6 The duration of the interruption is recorded on the Maintenance Register (MNT/3/03) and the Mechanics also signs on the operator’s production control sheet.
3.3.7 Parts replaced are also recorded on Maintenance Register (MNT/3/01).

3.4. Receipt and Issue of Spare Parts 
3.4.1 The parts are received from the store by raising a Store Requisition Slip (STR/3/01) duly signed by the Factory Manager/Production Manager.
3.4.2. While issuing new parts, the maintenance In-charge first checks the damaged old part. If the old part cannot be repaired only then a new part is issued, provided it does not effect production.

4.0 Related Documents
Machine History Register                  MNT/3/01
Preventive Maintenance Schedule     MNT/3/02
Daily Maintenance Register              MNT/3/03
Store Requisition Slip                       STR/3/01

Wish You Good Luck..................................
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Document Control in Garments Industry, ISO requirment

1.0 Objective
To ensure that all documents forming the Quality Management System (QMS) are controlled and distributed so that only latest documents issued are in use by those employees requiring them.

2.0 Scope
This procedure covers all document control activities regarding the quality management system.

3.0 Responsibility
The Management Representative (MR) is responsible for directing activities relating to this procedure. Where other functions have responsibility, they are so indicated.

4.0 Procedure
4.1 Document Hierarchy

Level 1:           Quality Manual
Level 2:           Procedures, Matrix, Work Instructions, Quality Plan & External origin
Level 3:           Quality Records & Formats

4.2 Document Identification
4.2.1 The documents are identified by their titles, codes or by the ISO 9001:2000 standard clause reference

4.3 Document Coding
4.3.1 The corner of pages contains:
        Document Code      example:                PRD/2/012
        Issue Number                                       Issue 1
        Page Number                                       Page 1 of 4

4.3.2 The document code is of the form AAA/B/CCC, where:

          • AAA             is the department (see list below). Can be 2 to 4 letters.
          • B                   is the document level, 2, or 3.
          • CCC             is the individual document number, starting from 01.
The exception is the quality manual, which is coded simply as QM/1.

4.3 Procedures Structure
The format of the documents is not standardized with respect to design and layout, however, level 1, level 2 (except the External origins) and Level 3 documents contain at least the following information:

     -Related Documents (If any)
      -Written and Reviewed by

      -Approved by
      -Issue Date & No.

4.4 Document Initiation/Review/Approval
4.4.1 Documents are written by or with the help of the appropriate personnel involved with the activity.
4.4.2 Reviewed by the author of the documents or the person indicated.
4.4.3 Approvals:
Departmental Procedures – Managing Director/ Factory Manager/ Management Representative
MR Procedures – Managing Director/Factory Manager
Quality Manual – Managing Director

4.5 Issuing Documents
4.5.1 The original document, signed, unstamped and dated, is retained in the Central Quality File. This file comprises separate folders for each department, containing all the quality system documents for that department.
4.5.2 Copies of all Level 1 & 2 documents are made and issued to a department are stamped “Controlled Copy” and are recorded on a Document Master List (MR/3/01) for each department.
4.5.3 A Circulation Record, MR/3/002, accompanies each original document.
4.5.4 Copies of documents are distributed to the appropriate personnel who sign the Circulation Record.
4.5.5 Uncontrolled photocopies are only allowed for use by external parties, e.g. customers, auditors, etc. These are stamped on the front page as “Uncontrolled Copy”. Distribution records are not maintained for these copies.
4.5.6 The preparation and updating the work instructions (if required) is the responsibility of the departmental heads. If the work instructions are to be displayed on the board, the departmental head will ensure that the latest version of the work instruction is displayed. The original, approved text of the work instruction will be retained in the Central Quality File, along with a Circulation Form.
4.5.7 Job Descriptions, Quality Plans, Quality Policy and Objectives are circulated in the same way.
4.5.8 Some level 3 documents are maintained on electronic media (soft copies). These documents are controlled through custom made software security system. These documents are identified by their name/title. These documents are backed up on weekly basis.

4.6 Amending Documents
4.6.1 Changes required are raised on a Change Request Form, and submitted to the Management Representative.
4.6.2 Management Representative in consultation with the personnel who initially wrote and approved the document gives approval of proposed change.
4.6.3 If the changes are approved a new issue is published. The issue number advances, that is, Issue 1 becomes Issue 2, etc.
4.6.4 The change(s)/new addition(s) are identified by underline / highlighting the amended section.

4.7 Withdrawal of Obsolete Documents
4.7.1 The amended document is issued and distributed according to procedure (see section 4.6).
4.7.2 The Document Master List (MR/3/01) is updated.
4.7.3 All obsolete copies are withdrawn and signed for according to the Circulation Record.
4.7.4 The original copy of the obsolete document, along with its Circulation Record and Change Proposal, is kept for reference purposes, in an Obsolete Document File, MR/3/04. The front page is red stamped as “Obsolete”.
4.7.5 Old documents are stamped in red as “Obsolete”. They are retained, if required for reference, or destroyed on the authority of the concerned department head. All remaining copies are destroyed

4.8 Issuing & Amending Level 3 Formats
4.8.1 Preparation of formats is the responsibility of department heads.
4.8.2 A blank (for sample) copy is attached to the relevant procedure or work instruction in Central Quality File for reference. If the same format is used for more than one document, then it need not be attached with every procedure.
4.8.3 They are printed on white paper and include a code number and issue number.
4.8.4 Copies are allowed for working activities.
4.8.5 Changes are made according to sections 4.6.1 and 4.6.2 and the issue number advanced and the previous copy is replaced in central Quality File.
4.8.6 Amended issues are sent to the Management Representative for inclusion in controlled copies of the relevant document. The Change Proposal and a copy of the obsolete document is kept in the Obsolete Document File.
4.8.7 Department heads are responsible for withdrawal and destruction of old issues and distribution of new issues to the concerned work areas

4.9 Control of External Origin Documents
External Documents are controlled in the same way like internal documents except the copy of the external document may not be retained in the central quality file.

4.10 Document Maintained
A Master List of Documents (MR/3/01) is maintained in central quality file to identify the latest issue of the document in circulation the revision status is incorporated in the individual documents.

4.11 Computer Back-up
All the documents of the Quality Management System are stored in the computer and for safety purpose a back up in the form of floppy disks and are kept by the Management Representative.

5.0 Related Documents
Document Master List           MR/3/01
Circulation Record                MR/3/02
Change Proposal                   MR/3/03

Wish You Good Luck..................................
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