TOP-DLIST: Document and Record Master List

IDENTIFICATION	DEFINITION	PRIMARY	MINIMUM	TOP
Activity Based Costing (ABC) Spreadsheet	Complex Excel spreadsheet to convert financial and operational data into standards labor and overhead rates for each "activity" or work center. File: ABC Work Center Rate Calcs .xlsx	Controller	5 years	JCOST
Affirmative Action Program	Specific observations and goals to promote the objectives of equal employment opportunity at Trinity Forge, Inc	HR Manager	10 years	EEOAA
AMMS replaces MP2	Software package to monitor maintenance tasks and inventories.	Warehouse Administrator		PREVM
Approved Vendor List	Vendors approved to receive purchase/work orders, including approved-for codes. Stored in computer and accessible to authorized purchasing personnel. "DOCUM(b)" document that is distributed at least monthly.	QA Manager		SAPVL SUBCO DOCUM
Authorization for Treatment and Report	Authorization from Trinity Forge, Inc. for injured employee to seek medical treatment for job-related injury.	Supervisor or Foreman	6 years	ACDNT
Bill of Lading	Trucker's shipping document. Copy filed in "Bill of Lading" file in Sales Department	Sales Operations Manager	20 years	FINIS
BOM (bill of material) <kept on-line>	BOM (bill of material) tells what tooling and material is needed to make a part; the diameter, size of the material; if stud weld is needed.	Manufacturing Manager		JSTRT CUTIT PSCHD
C=0 Sampling Plan	Zero acceptance sampling plan and associated acceptable quality levels.	QA Manager		POSQC HARDT
Cad/Cam File	Computer document defining the shape of a part with it's geometry and verbiage. Includes the CNC file. There is generally a 3D solid model.	VP Quality & Engineering	20 Years	PRDEV
Calibration Control System <on computer & hardcopy>	Database of all calibrated instruments, including current status and recalibration dates. Maintained on the Network accessible from Calibrations Clerk personal computer with individual readings kept on paper in file.	Calibrations Clerk	5 Years	CALIB
Cast Report	Dimensional analyses (typically from Coordinate Measuring Machine) of patterns, casts, etc. Stored in Engineering files.	Engineering Assistant	20 years	CASTS PATRN SECTL
Certificate of Material (certs, certifications)	Our certificate of material, including test results and citing specifications observed, provided to customer.	QA Manager	30 years	AFTSH
Certification of NDT	Written statement that an individual has met the applicable requirements for NDT method.	QA Manager
Concession/Change Order Document (email)	Document used to record customers' in-process order changes and any waiver (concession) obtained from customer. Filed in Customer PO file if it pertains to a specific PO or in Engineering files if it applies to future orders. (This combines the obsolete Concession Document and Change Order Check List)	Sales Operations Manager	20 years	CHNGE HURRY
Corrective Action Report (CAR)	E-mailed based document for addressing deficiencies. The name 'report' in the name is strictly traditional carry-over from pre-computer days. Located in CAR Control File	President	5 years	CARRR
Corrective Action Report (CAR) Control File	Shared e-mail file <on computer> to control processing of CARs and PARs through various stages from initiation through final effectiveness review then archiving. Subdivided into Chronological categories, each in user-defined sequence.	President	5 years	CARRR
Customer Complaint Report (CCR)	Document for controlling review and resolution of customer complaints. Computer File.	QA Manager	5 years	CUSTC
Customer PO File	Folder containing all customer purchasing and contract documents relating to a parts order as well as the repository of subcontract, testing and shipping records. Maintained in Sales area, alphanumerically by customer ID (see Cross-Reference Packet for IDs and customer PO number.	Sales Operations Manager	20 years	ORDER
Customer Grade Codes S:\Purchasing\customer grade codes.xls	Spreadsheet used to assign the customer part number; place any customer heat codes that need to be stamped on the parts into the notes in the Router.	Materials Manager		CUSTC
Customer Master	Detailed instructions in M2M's customer profile listing any special requirement for production, machining, inspection, outside work performed, and shipping.	Sales Operations Manager	20 years
Customer File	Folders containing customer-related data not specifically linked to a particular parts order. Contains correspondence, quotations and die sale information. Maintained in Sales area alphabetically by customer ID (see Cross-Reference Packet for IDs).	Sales Operations Manager	20 years	QUOTE NEWDI
Customer Specifications	Customer specifications scanned and made available on the computer to prevent loss of paper versions of specifications , etc. When the specification is replaced the obsolete specification is then put in the Customer Obsolete File.	QA Manager		TPSMM
Customer Survey	Survey of Trinity Forge customers to measure their satisfaction, i.e., delivery, dimensions, specifications.	VP Sales	10 years	CSRVY
Customer Survey Plan	Electronic Spreadsheet including the year's schedule for customer surveys and strategies planned for stimulating response	VP Sales	3 years	CSRVY
Customer Service Request (Formerly Returns & Allowances template (R&A)	Document controlling the processing of parts returned by a customer. Stored in Customer PO file.	QA Manager	20 years	RTRNS
Cycle Count Form	Turnaround document used to control cycle counting. After completion filed in Inventory Files in chronological order.	Accounting Manager	3 years	MCRIB CYCLE
Daily Scale Checklist	Form used in recording scale accuracy. Maintained in Shipping files.	Production Scheduler	Six months	FINIS
Data Reentry Note	Notification routed for verification that data has been reentered into computer after system failure. Stored in IT Manager's files in chronological order.	IT Manager	1 year	SYSTM
DLIST	On-line document listing all documents and records, noting responsible party, retention time for records and in which procedures the documents are mentioned	TOPs Clerk		Quality Manual
DOC.xls (on computer)	A document, stored on the PC server, which includes instructions on all "DOCUM(b)". Also includes frequency of each report, distribution lists and confirmation of returned obsolete documents.	QA Assistant		DOCUM
Die Impression Cast Approval Letter	Letter sent with the Die Impression Cast to the customer. The customer signs and returns the letter when the cast is approved. Stored in the Engineering files.	Engineering Assistant	10 years	CASTS
Die Material Cycle Count Form	Form used to record steelyard cycle count information. ( S:\ACCTNG\INVENTORY COUNTS\DIE MATERIAL CYCLE COUNT.xls)	Accounting Manager		CYCLE DSCON
Die Material Inventory Report	Blank form used to record steelyard cycle count information ( S:\ACCTNG\INVENTORY COUNTS\DIE MATERIAL CYCLE COUNT.xls)	Accounting Manager		CYCLE DSCON
Die Machine Schedule	Schedule used by Machine Department for scheduling die and die tooling work.	CNC Programmer		DIMKR
Dies Pulled Form	Form used when pulling dies from production area.	Manufacturing Manager
Die Storage Log	Form used to record die storage locations and to update Tooling program. Maintained in the Die Storage Log binder in Die Prep area.	Die Shop Supervisor	6 months	TOOLT
Dispatch List	The Dispatch List contains jobs that are scheduled to be made and is sent daily to the Supervisors.	Production Control Manager	Daily	PSCHD
Discrepancy Reports	Machining: Form used to document rejection of parts at the Machining Division. Filed with Purchase Order. Forging: Form used to document rejection of parts at the Forging Division.. Scanned into computer program.	Machining Department QC Inspector Forging QC Supervisor	5 years	MOPQC NOCON MOPPP MORDR
Disposition Tag	Tag used to place questionable parts on hold until a sample can be sent to the customer for their acceptance or rejection.	QC Supevisor		NOCON
Employee Benefit Plan Document	Document produced by Health Plan administrators	HR Manager		BENFT
Employee Review	Form used to coordinate and record probationary and periodic review of a team member's performance. Filed in individual's personnel file.	HR Manager	Lifetime of employment plus 10 years	TRECS
Employee Stamp List	List of what inspector or operator stamps have been checked out to whom.	QA Assistant		STAMP
Employee Statement of Injury	Statement taken from injured employee regarding circumstances of his/her accident.	HR Manager	6 years	ACDNT
Engineering Files (engineering prints & drawings including forging, die & machine drawings & die layouts)	Files scanned into a computerized format.	Engineering Assistant	5 years	PRINT
Environmental File	Repository of all environment -related records, including the EMS Annual Report, environmental reports submitted to the government and, if any , public environmental	HR Manager	10 Years	ENVIR
Environmental Management System (EMS) Annual Report	A document (Possibly set of documents) developed with the aid of an environmental consultant reviewing the status of the company environmental program against the law and ISO 14000 including the environmental plans and goals for the coming year as well as an executive summary presented for management review.	HR Manager	10 Years	ENVIR
"Eyeballs” sticker	Testing of QC Inspectors, QC Leadman, Post Forge Workers that work on the inspection table, or anyone doing a visual inspection of a part as part of final review. This testing will be administered annually and the employee will be identified with an “Eyeballs” sticker and calibration date on their hard hat.	Calibrations Clerk	Annually	CALIB
Expected Delivery Date Report	Report run on a weekly basis to show what steel has been ordered and when the anticipated delivery is expected "DOCUM(b)" document printed at least weekly	Materials Manager		RECRM
Family or Medical Leave Request Form	Family/medical leave request form available through Company's Human Resources Department used to notify the Company that you desire family/medical leave.	HR Manager		FMLAP
FG- Racks Spreadsheet <on computer> <now M2M>	Excel spreadsheet used to track finished parts stored in the racks in the Shipping Department. It is also used to track customer-supplied forgings and castings while they are onsite.	Production Scheduler	10 years	FINIS
Finished Goods Inventory Count <M2M>	Electronic spreadsheet maintained by Shipping Dept. to record exact location of parts until shipped.	Accounting Manager		FINIS CYCLE
First Article Inspection	Inspection of a specific number of sample parts required by a customer to verify geometric and/or procedural features of a new product. First Article Inspections require a formal customer approval process before full scale production can begin.	QA Manager	7 years	QARTI ORDER
Flight Safety Requirements	All measurement and test equipment used to inspect Flight Safety Parts is discriminate to within ten percent (10%) of the total tolerance spread for the feature being inspected. For total tolerance spreads of less than .001 inch, measurement equipment is discriminate to twenty percent (20%) of the spread. Equipment less discriminate is used with the specific approval of the customer.	QA Manager		CALIB
Forging Materials Reference List <formerly Color Code Chart>	List of color coding used on raw material bar ends. Maintained with other data regarding raw material grades in computerized inventory system. Distributed annually unless there is a change, then as required	Materials Manager	Annually	COLOR
Form Master File	Master Forms Copies are kept on the server	Accounting Manager		FORMS
Furnace Temperature Log	Daily report of temperatures of each operating furnace. Stored in Maintenance Foreman's files chronologically.	Special Products Coordinator	1 year	FTEMP
Gage Control System (including gage status record) <on computer>	Database of all gages, including current status and recalibration dates. Maintained on network by Calibrations Clerk.	Calibrations Clerk	5 yrs	GAGES
Gage Post-it	A self-stamping label the Calibrations Clerk places on the master forging drawing of any die with a gage in the Gage Control System so the gage will be checked if the drawing is changed.	Calibrations Clerk	10 years	GAGES
Gage Wear Record	Record of Machining Division's calibration of gages including tested dimensions and status. Maintained by Metrologist.	Calibrations Clerk	5 years	GAGES
Gas Furnace Operation Procedures	Documents that explain startup and shutdown Procedures of gas furnaces 306,307,310,311 and 315.	Maintenance Engineer
Grinding Verification Log	Form used stating a visual inspection was done on work in process.	QC Forging Supervisor	10 Jobs, 3 years minimum	POSQC
Hammerlogs	Form filled out by Hammerman to show hours and down time codes for each job run on a hammer during a day. Data entered in computer. Stored in file boxes in front office for 1 year, then destroyed.	Manufacturing Manager	1 year	FORGE FINIS
Hammer Scrap Log	Form filled out by the Hammerman for scrap count and causes . Counts are scanned into M2M by the Hammerman. Hammer Scrap Logs are forwarded to the Materials Clerk who enters scrap causes into M2M.	Manufacturing Manager	online	CDCHG SCRAP
Hardness Calibration	Calibration of Brinell and Rockwell testers. Results recorded in Gage Manager.	Calibrations Clerk		HARDT CALIB
Hardness Inspection Sheet	Form recording the readings taken in hardness testing. Recorded in SPC after readings completed.	Post Forge Supervisor		HARDT
Heat Code Info <in M2M program on the computer>	Computer database system (M2M) of chemistry and testing history of each heat code. Data used throughout the system.	Materials Manager	10 Jobs, 3 years minimum.	RECRM OTEST
Heat Treat Chart	Form used to record Internal Heat Treat furnace time and temperatures.	Manufacturing Manager	10 years	TREAT
Hotcell	Sheet with die number, hammer, date, heat method, tong, temp; material, material size, length, and weight; heat time, pieces per load, and notes used by the hammer crew for blow pattern and set-up.	Forging Production Supervisor		FORGE
IDEAS Suggestion	Document controlling the processing of a team member's suggestion through the IDEAS program (previously called "$uggest-a-$hare"). Stored in IDEAS Clerk's files chronologically by initiation.	IDEAS Clerk	10 years	IDEAS
InfoSys Database	Microsoft access database that is used to record installation and support information for each software program installed on Trinity Forge's personal computers.	IT Manager		SYSTM
Inspection Sampling Sheet	Sampling table for normal inspection giving lot or batch size, general inspection levels with acceptable quality levels. i.e. General Inspection Level l with acceptable quality level 2.5 using a sample size code letter to determine the sample size based on the number of parts forged. A copy of the Inspection Sampling Sheet is distributed to personnel performing inspections.	QC Supervisor		POSQC HARDT
Internal Audit Report	Report of findings of Internal Quality Audit Committee produced for each internal audit. Now stored electronically.	Audit Manager	5 years	IAUDT
Internal Cast Status	Email template used by Engineering Assistant to send die impression approval/disapproval status to Materials/Scheduling Supervisor and all other pertinent parties.	Engineering Assistant	1 year	CASTS
Internal Process Review Form	Form used for die/tooling reviews.	QC Supervisor		PROQC
Internal Quality Audit Schedule	Annual auditing plan maintained by Audit Manager. Saved in Audit Manager's files (on computer)	Audit Manager	10 years	IAUDT
Internal Specification	Documents identifying internal specification requirements as deemed necessary by VP Quality and Engineering Manager	VP Quality and Engineering		ISPEC
Inventory Adjustment Ticket	Form used to facilitate the use of raw material inventory to use for non-production purposes, i.e., tooling, maintenance, etc.	Steelyard Supervisor	1 year	MNTRM
Inventory <M2M>	Consist of Item Master, On-Hand by location, Material Availability, Inventory Movement, Valuation, Performance, Cycle Counting, and Physical Inventory.	Production Scheduler		FINIS
Invoices and Related Paperwork	Invoice, export papers, etc. sent to customer subsequent to shipment. Copies saved in Customer PO file.	A/R Clerk	20 years	AFTSH
Item Master (in M2M computer program) <Replacing TPS>	The M2M computer program used for translating customer specifications into Trinity specifications.	Sales Operations Manager	On computer
Item Master Checklist	Computer program used for the set-up of new part numbers and specification and the review of revised parts numbers and specification	VP Quality & Engineering	On Computer
Job Analysis	Job cost report from previous system. Replaced by Profitability Spreadsheet.
Job Optimization <on computer>	Program to pull in Jobs info, allow a Production Foreman to enter variables, and to determine best choice of available process variables for a job.	Production Scheduler		JSTRT
Job Order	Document issued to initiate work, track cost and maintain traceability.	Production Scheduler	3 years	AFTSH DCORD ORDER
Jobs Info <on computer> <now M2M computer program>	The primary central computer database system for tracking orders. Directly linked with Inventory system. Data from this database is used throughout the computerized systems.	Production Scheduler	30 years	AFTSH DCORD ORDER
Lab Test Reports	A report prepared by an independent lab for Mechanical Properties: including toughness, strength or stiffness, i.e. Tensile Test. Chemical Properties: chemical composition of elements of a solid structure of material, i.e. Chemical Analysis; Physical Properties: properties to define density and thermal behavior of material, i.e. Microstructure Examination. The information is scanned and stored in a computer data program.	QA Manager	30 years	OTEST HARDT CHEMC
Last Part Inspection	Report prepared regarding the dimensions of a part made toward the end of a forging run. Typically done on same inspection sheet as first part inspection, etc. Scanned into QC computer data files.	QC Supervisor	10 Jobs, 3 years minimum	PROQC
M2M (on computer)	Program for all procedures from start to finish. This includes sales, quoting, purchasing, production, machining, inspection, outside work performed, engineering information, and shipping.			MOPPP FORGE JSTRT FINIS RECOM PATRN
Machine Utilization Report (previously Machine Downtime Report)	Report maintained in computer to record downtime, tooling, and fixture problems at Machining Department. Stored in computer for future reference.	Machining Department Manager		MOPPP MORDR
Machining Procedure Specification (MPS) (In part Production Floor Traveler in M2M)	Computer generated packet containing specific job information for a particular machining job. Packet contains MPS Cover Sheet, Operations Orders, Inspection Orders, Inspection Records and Operation Pick Lists. MPS "travels" with machining job throughout all process. Ultimately filed in Customer PO file.	Machining Department Manager	30 years	PRDEV MOPPP MOPQC STAMP DIMKR MORDR MPSMM
Machining Schedule	Set of computerized documents maintained to control which machining operation is to be produced on each piece of Machining Department equipment. Not archived.	Machining Department Manager		MORDR BRKDN
Magnetic Particle Certification	The certified results of the magnetic particle examination of forgings with the pertinent information required by the customer. Original filed in customer’s purchase order file. Traceability copy kept in QA Manager’s file.	QA Manager	10 years	MFLUX
Magnetic Particle Inspection Log	A record of the date, job number, heat code, part name, quantity examined by magnetic particle inspection, and the results. Filed by the magnetic particle inspection machine.	Post Forge Supervisor	10 years	MFLUX PREQC
Maintenance Work Orders	Document detailing what needs to be done and what has been done for each maintenance project of more than a few minutes duration. Discarded after info entered into AMMS.	Manufacturing Manager	5 years	BRKDN
Management Review Packet	Gathering of documents for review by Management Review Committee including CARS and PARS, Audit Results, etc. Packet is attached to Management Review Committee Report	Audit Manager	3 Years	MREVU
Management Review Committee Report	Formal report of Management Review Committee as presented to President. Paper copy maintained as a record in Management Review File.	President	5 Years	REVUE
Manager's/Supervisor's Report	Statement taken from Manager or Supervisor regarding employee injury. Filed in employee's injury file.	HR Manager	6 years	ACDNT
Material Availability Report	This provides a time-phased item availability report. The demand date is compared to the scheduled receipt date (supply date). The material available quantity will become negative if the demand date precedes the supply date. The report has an option which can be used to select a lookup to look only through a certain date.	Materials Manager	online	DOCUM
Material Grade Report	A document, stored on the PC server, which includes distribution. (DOC.xls)	Materials Manager		DOCUM
Material Inventory Report and Cycle Count Form	A physical count of all materials in the Machine Department	Accounting Manager	3 years	CYCLE
Measuring Instrument Verification Log	Log used by QC Dept. to log date and time of calibration of measuring instruments. Used to determine latest base date when an instrument is out of calibration.	Calibrations Clerk	1 year minimum	CALIB
Mill Test Report <now stored on computer database under Mill Certs>	Chemical analysis provided by raw material suppliers and the basis for Heat Code info. Copies sometimes provided to customers with certifications. Stored in Materials Manager files by heat code. <now stored on computer>	Materials Manager	30 years	RECRM
Mil-Std-105E	Sampling table for normal inspection giving lot or batch size, general inspection levels with acceptable quality levels. i.e. AQL Inspection Sampling Sheet	QA Manager VP Quality & Engineering		HARDT
Model Status Record <on computer> <obsolete>	Database of all tracing models, including current status and location. Maintained on network by Engineering Assistant.	Engineering Assistant
Morning Operations Meeting Agenda	Shared electronics spreadsheet (included with Op Plans) that contains each topic currently being followed in the Morning Operations Meeting, briefly showing progress to date as well as the who-and-when of the next progress report.	President	1 year	MEETG
NOCON File Folder	File folder in QC Manager's office used to place Production Floor Traveler when pulled from circulation to prevent non-conforming parts being shipped.	QC Supervisor		NOCON
Obsolete File	File (OBDLST) where any specification, document, form or record is kept when it has been made obsolete.( i.e. Customer Specification Obsolete File)	Any Manager
On The Job Training Form	Form used by the Training Coordinator to record task learned testing, and other training needed. Filed in employee's file.	Training Coordinator	Lifetime of employment plus 10 years	TRECS
Operation Order	Document included with MPS containing specific instructions for each operation on a machining job.	Machining Department Manager		MOPPP MORDR
Operation Pick List	Document included with MPS assigning specific tools and fixtures for each operation on a machining job.	Machining Department Crib Attendant		MORDR
Op Plans (Operations Plans)	Detailed action items for developing the company, including Quality Objectives. Maintained in an Excel spreadsheet by the president. Paper copy maintained as a record in Management Review File.	President	5 Years	MREVU
Orders Due List	Key guide to what jobs need to be shipped, when, and their status.	Production Scheduler		ORDUE
Other Raw Material Inventory System <on computer>	Computer database system for other raw material inventories. These are currently entered in different types of computer systems (also spreadsheets) which will eventually be combined into a single type in M2M	Machining Department Crib Attendant and Warehouseman		RECOM
Out-of-Calibration Report	Document to control the review and re-inspection of products checked with instruments later found to be inaccurate.	QC Supervisor	10 years	RECHK
Part Certs <on computer>	Program used to store test results preformed by the laboratory; (i.e. Chemical Analysis, Tensile Test and Charpy Impact Test)	QA Manager	20 years	OTEST
Packing Slip (Obsolete)	Shipping document similar to invoice sent to customer with shipment. No copy maintained, but copy of invoice maintained in Customer PO file.	Shipping Lead Man		FINIS
PART CONVERSION REQUEST	An email sent to the QA Manager and a copy to the Sales Manager stating that a part conversion must take place, including the requestor's name, date of request, reason for request, old part number, old heat code, quantity to be converted and new part number.	Shipping Supervisor		TRANS
Part Inspection Sheet (including first part and last part inspections) Also maintained in SPC program	Form completed for first-part inspections, last- part inspections, etc. Scanned into QC computer files.	QC Supervisor	10 DSNs, 3 years minimum	PREQC NOCON POSTP
Pattern List	List of all patterns kept in storage.	Engineering Assistant	Life of Pattern	PATRN
Pattern Status Record <on computer>	Database of all patterns, including current status and location. Maintained on engineering Assistant's personal computer.	Engineering Assistant		PATRN
Personnel File	Folder kept for each team member with general employment records. Maintained in clerical area in alphabetical sequence.	HR Manager	Lifetime employment plus 10 years	TRECS
Personnel Qualification and Certification form	Documented requirements for qualifications of NDT candidates	QA Manager
Pick List	Form issued to communicate the need for materials and allow the issue of these materials. Form specifying what die material is to be cut in what dimensions for a die. Filed with closed Job Orders.	Die Shop Supervisor	1 year	DSCON
Post Forge Scrap Log	Form filled out by Postforge and QC personnel for scrap count and causes. Ultimately scanned into M2M.	Post Forge Supervisor and Forge QC Supervisor		SCARP
Powerway SPC Program <In part takes the place of Q.C.I.O.s>	Program used by QC for dimensional data collection of parts being forged. Includes the inspector, heat code, forging temperature, cold coining, hardness testing, the shift parts are made, the hammer used to forge parts, first and last part inspection, time intervals for data collection, gage, magnaflux, and Post Production Final Inspection, etc.	QA Manager		PREQC NOCON POSTP POSQC HARDT FTEMP POSQC JSTRT MFLUX FINIS SUBCO STATS MSURE FTEMP IMPTL HTTRM RMNON
Potential Recall Memo	Form used to convey the description of a potential problem giving the details as to who, what, where, when and how. The form is generated by the QA Manager and sent to upper management informing them of what might be involved in a potential recall of parts from a customer. The final disposition is also included.	QA Manager	10 years	RCALL
Precision Instrument Manufacturer Info File	Folder maintained by Metrologist with suppliers' instructions on how to calibrate precision measuring equipment. Maintained until equipment is scrapped.	Calibrations Clerk		CALIB
Preventive Action Report (PAR)	E-mailed based document for addressing improvement opportunities (Preventive Action Reports: PARs), handled similarly to Corrective Action Reports (CARs). Located in CAR Control File.	President	5 years	CARRR
Preventive Maintenance Work Order Log (on computer)	Ongoing log of PM Work Orders Issued. Maintained in Work Order History file.	Warehouse Administrator		PREVM
Preventive Maintenance (PM) Work Order	Hard copy form printed from AMMS to coordinate preventive maintenance work. Details what needs to be done and when it needs to be done. Ultimately information printed on form re-entered into AMMS with hard copy discarded.	Warehouse Administrator	5 years within AMMS, hard copy not retained.	PREVM
Print Follow-up File <on computer>	Personal computer database maintained by Engineering Assistant for follow-up of prints sent to customers for approval.	Engineering Assistant		PRINT
Print Review Spreadsheet	Passed between Sales and Engineering whenever a customer cites a print revision other than that shown in Dies info as current.	Engineering Assistant	20 years	ORDER
Production Floor Traveler (Traveler) <M2M> (Traveler for all practical purposes) (Traveler has taken the place of the Next Job ticket and/or Cutting Ticket ) (Traveler for After Run Die Procedures has taken the place of heat code slip) (Traveler for Post Production) <M2M>	This procedure covers the steps of parts being forged in the Forging Dept. Computer generated packet containing specific job information for a particular job. "Travels" with job throughout the forging process for forged parts , through the inspection process and any outside processing by approved vendors This procedure covers the steps of parts being machined in the Machine Department. Computer generated packet containing specific job information for a particular job. "Travels" with the job throughout the machining process and through the inspection process. A copy is filed in the Customer PO File.	Manufacturing Manager Machining Department Manager	6 Months 20 years	FORGE PRDEV MOPPP MOPQC DIMKR MORDR MPSMM JSTRT
Production Scheduling Program <on computer> (formerly Production Scheduling Board)	Personal computer database maintained by Production Control Scheduler laying out what job is to run on what piece of equipment. Used as basis for Production Schedule.	Production Scheduler		ORDER PSCHD
Profitability Spreadsheet	Complex Excel spreadsheet to report on job costing of orders run and shipped over a time period, typically weekly. Master copy is "Profitability MASTER.xlsx", with copies stored on-line as "Profitability yyyy-mm-dd thru yyyy-mm-dd.xlsx".	Controller	5 years	JCOST
Purchase Order (customer)	Order placed by the customer for goods and/or supplies forged and/or machined by Trinity.	VP Sales
Purchase Order (PO) for outside or sub-contract services Program in <M2M> (formerly Work Order)	Purchasing document issued for heat treat, machining, welding, plating or lab work.	Production Scheduler		SUBCO
Purchase Order (PO) for die steel or raw materials Program in <M2M>	Raw material purchasing document sent to supplier. Copy stored in Materials Manager's file by Vendor.	Materials Manager	5 years	PURCH POSUP
Purchase Order Info <on computer>M2M	Database on central computer of orders placed for raw material. Data used by multiple computerized systems.	Materials Manager	30 years	PURCH POSUP
Purchasing Queue	<on computer> M2M under Reports -Purchasing Queue - On Hand by Location Report to check for having an adequate supply of material that meets the specifications of the orders unclaimed in the steelyard or already on order	Materials Manager		PURCH POSUP
Purchase Order Supplemental Requirements	Covers requirements placed on suppliers for purchased material, goods, or other services. All subcontractors and raw material suppliers to Trinity Forge must meet the requirements.	Materials Manager		PURCH POSUP
QC of the Magnetic Particle Inspection System	The record of the results found during the checking of certain quality control items involving the magnetic particle inspection equipment. Filed in QC on line file.	QA Manager	10 years	MFLUX
QC Print	Contains dimensional information for each job to be inspected with location of each dimension and tolerances. The print is stored in the computer and can be viewed and/or printed when needed.	VP Quality and Engineering		PRINT
Quality Control Records	Part Inspection Sheet, Inspection Remarks Sheet , Mag Particle Inspection Sheet (when req’d), Cold Coin Inspection Sheet and Final Inspection Report scanned into online program	QC Supervisor	Last 10 jobs or 3 years	PREQC PROQC
Quality Plan	A formal checksheet of all quality related functions that apply to a specific part number. Some examples are internal process requirements, measurement plan (includes inspection criteria, print review, inspection tool specifics, and production review), testing requirements, specific vendor requirements, gauging requirements, and certification requirements. This checksheet will be scanned into an online directory.	QA Manager	Last 10 jobs or 3 years	QARTI
Quality Survey	Document used to evaluate potential supplier for addition to approved suppliers list. Filed in the Supplier Approval Files	QA Manager		SAPVL
Quote Spreadsheet	Spreadsheet containing directions of what documents there are and how to find them, with a hyperlink e-mailed to each person whose contribution is required in the quoting exercise.	Quote Estimator		QUOTE
Quote Log	Excel spreadsheet maintained on shared drive to capture Quote Data; due dates for each team member involved in the quoting exercise,	VP Sales		QUOTE
Quote Packet	Traveling documents involved in the quotation process for a die. Filed in customer file.	VP Sales	3 years	QUOTE
Raw Material Nonconformance Report (RMNR)	Forms produced when a nonconformance is found in raw material. Stored in Materials Manager's files by supplier.	Materials Manager	10 years	RMNON
Raw Material Receiving Inspection	Stamped on the receiver for each delivery, this lists all steps to inspecting for acceptance; attached to invoice.	Materials Manager	30 Years	RECRM
Request for Die Change	A document, stored on the PC server, which describes a customer's requirements for a new die or die change of an existing die.	VP of Quality and Engineering	20 years	DCORD
Reference Specifications Library	Collection of reference standards and specifications used throughout the company. Customer specifications are on line for viewing in the Specification Directory. Regularly used standard specifications are added to the on line Specification Directory, all others are in binders in the QA Office. (Library-any place deemed appropriate to store or gather specifications).	QA Manager		SPECS
Request for Tooling Work Order (Formerly Die/Tooling Repair Order) <obsolete> now Work Order	Form to report changes needed to forge dies or other tooling for internal work orders. Routed to Die Shop Leadman.	Manufacturing Manager		DSHOP
Resource Request Form	Form to process managerial requests for capital, human resource, or miscellaneous resources. Filed in CEO's files in chronological order.	Accounting Manager	10 year	RSRCE
R&A Spreadsheet (Obsolete) see Customer Service Request	Excel spreadsheet used to track returned parts, reasons for returns, and analysis of final disposition	QA Manager	10 years
Router	Detailed instructions used for each step in running a job from beginning to completion, (production, machining, inspection, outside work performed, and shipping.)	VP Quality and Engineering		JSTRT FORGE FINIS
Run Chart <obsolete> Now Powerway SPC	Form tracking basic information of each inspection cycle for a job, including graphical representation of dimensional readings as required. Stored on computer in SPC program.	QC Supervisor	10 DSNs, 3 years minimum	PREQC PROQC STATS POSTP
Safety Meeting Agenda	List of topics and materials to be used at upcoming Weekly Safety Meetings distributed by Human resources Manager to all manufacturing supervisors. Copy retained by HR Manager	HR Manager	3 years	MEETG
Sales Order	Electronic information entered in M2M of an order placed by the customer for goods and/or supplies forged, machined, or fabricated by Trinity Forge.	Sales Operation Manager	3 years	ORDER
Schedule for TOPs Champion TOPs Review	Schedule maintained on QA Assistant's computer for TOPs Champions to review their TOPs .	QA Assistant		TOPSM
Scrap Report/Scrap Log <Maintained in M2M>	Report prepared for each job showing how many parts were scrapped and the cause. Data from the Scrap Report is put in Quality, Production Inspection in M2M.	QA Assistant		PREQC NOCON QDATA POSQC SCRAP
Shift Change Memo/E-mail Forging Division	Form or e-mail used to convey information from one shift to the next that might be pertinent in the company's operation. Stored as needed with recipient's records.	Shift Supervisor		SHIFT FINIS
Shift Change Memo/E-mail Machining Department	Computer generated form used to convey information from one shift to the next that might be pertinent in the company's operation. Not retained.	Shift Supervisor		SHIFT
Shipping List (Replaces Packing List)	Shipping document similar to invoice sent to customer with shipment. No copy maintained, but copy of invoice maintained in Customer PO file.	Production Scheduler		FINIS
Shipping Memo	Form detailing what is to be shipped, including packaging and transportation information, as well as weights and counts by container. Stored in Accounts Receivable Clerk’s file.	Production Scheduler	20 Years	FINIS
Shop Schedule	In the shared drive as s:\schedule/shopscheduleall consisting of a list of all jobs and work centers.
SOsOnOrder.xls	Spreadsheet for made to order sales orders found in the shared file.	Sales Operations Manager		ORDUE
Specification Library (on line)	Directory for storing on line all Customer Specifications and regularly used standard specifications.	QA Manager		SPECS
Spec ID	The system for translating customer specifications into Trinity specifications. This data is used throughout M2M.	VP Engineering and Quality		TPSMM
Specification Review Spreadsheet <Specification Revision Review Slip SRRS> old	Electronic spreadsheet used by Sales, QA and Engineering team members whenever a customer cites a specification revision. Stored on line. Engineering Assistant monitors the Specification Review Spreadsheet daily, sends out the automated report on Tuesday and Friday as a minimum.	VP Engineering and Quality	20 years	TPSMM ORDER SPECS
SPC Data Format (Powerway SPC Program)	Computer generated system for collecting and recording inspection data during forging and machining process.	QA Manager		MOPQC
Strategic Plan, Corporate	Formal report generated by the CEO which sets overall corporate goals. Paper copy maintained as a record in Management Review File	President	5 Years	MREVU
Steel Info <on computer>	The central computer database system for raw material. Data from this database is used throughout the computerized systems.	Steelyard Lead Man	30 years	CUTIT CYCLE RECRM
Steelyard Scrap Log	Form filled out by the Steelyard Workers for scrap count and scanned into M2M. The Steelyard Scrap Log is forwarded to the Materials Clerk for scrap causes to be entered in M2M.	Steelyard Supervisor		SCRAP
Steel Stickers	Stickers placed on the bundle tags with the lot number, size, grade, heat code, weight, and vendor.	Materials Manager		RECRM
Steelyard Cycle Count Schedule	Calendar containing schedule of steelyard bins and corresponding cycle count due dates (S:\ACCTNG\INVENTORY COUNTS\SteelyardCycleCount.xls)	Controller	3 years	CYCLE
Steelyard Cycle Count Form	Blank form used to record Steelyard cycle count information. Included in the (S:\ACCTNG\INVENTORY COUNTS\SteelyardCycleCount.xls)	Controller	3 years	CYCLE
Steelyard Daily Scale Checklist	Form used to record daily the scale weights for the box/crane.	Steelyard Supervisor	1 month	RECRM
Steelyard Inventory Report	Excel spreadsheet report, links to M2M. Contains steelyard info by Bundle ID & Bin; included in (S:\ACCTNG\INVENTORY COUNTS\SteelyardCycleCount.xls)	Controller	3 years	CYCLE
Steelyard Clipboard	Clipboard that holds the "Traveler and/or BOM" in the Steelyard office to hold heat code and heat code changes for jobs waiting to be run.	Steelyard Supervisor		CUTIT
Steelyard Cutting Sheet	Form used by the steelyard to log the cutting of raw material. Travels with Billet Traveler	Steelyard Supervisor	2 years	CUTIT
Steelyard Traveler (Traveler in M2M has taken the place of the Next Job ticket and/or Cutting Ticket )	Form specifying what raw material is to be cut in what quantities and to what dimensions for a job.	Materials Manager	2 years	CUTIT JSTRT PSCHD
Stocking Program in <M2M> (was Consignment Purchase Order)	Document used to order items for the tool crib from vendor following routine purchasing procedures	Machining Department Manager	30 years	MCRIB
Supplier Approval File (supplier folder)	File maintained by QA Manager with details of supplier evaluation and approval. In supplier/chronological sequence.	QA Manager	10 years	SAPVL
Supplier Info <on computer>	The central computer database system for suppliers and subcontractors. The supplier notes section includes supplier evaluation and re-evaluation information. Data from this database is used throughout the computerized systems.	QA Manager	20 years	SAPVL
Synchronizer Gantt Chart	Shop Schedule in M2M.	Production Scheduler
Tax Exempt Certificate	Certificate for the purchase of tangible personal property or taxable services for resale or for use in performing taxable services where such property becomes a component part of the property upon which the services are performed and will be actually transferred to the purchaser. WV Code § 11-15-9(a)(9) An Exemption Certificate may be used only to claim exemption from tax upon a purchase of tangible personal property or services which will be used for an exempt purpose. A purchaser may file a blanket Exemption Certificate with the vendor to cover additional purchases of the same general type of property or service. However, each subsequent sales slip or purchase invoice evidencing a transaction covered by a blanket Exemption Certificate must show the purchaser’s name, address and Business Registration Certificate Number for purposes of certification.	Controller		NEWDI
Tags and Labels	Various types of metal and paper tags and stick-on labels are used throughout forging and/or machining process. Green tags for "Ready to Ship", yellow tags for "MPI Test" and red tags for "Rework".	Steelyard Lead Man, QC Supervisor, Post Forge Leadman, Machining Department Supervisor		Used throughout
Team Member Training File	Folder for each team member showing individual's training or plans. Used in conjunction with training modules and training attendance sheets. Filed in Personnel office Training files in alphabetical order.	Training Coordinator	Lifetime of employment plus 10 years	TRECS
Technique Sheet	Instructions on how to perform magnetic particle inspection for a specific part. The Technique Sheet is kept on the server (S:\POST FORGE\Technique Sheet .xls)	Post Forge Supervisor		MFLUX
3D Die Design Checksheet	Form used to show Engineering die design intent and then approval of same for 3D die designs. Stored in Engineering files.	VP Quality & Engineering	10 years	CASTS DIMKR SOLID
13WeekOutlook.xls	Spreadsheet for a 13 week analysis of sales $ to ship on Sales Orders and to move into inventory-consigned items not included.	Sales Operation Manger		ORDUE
Time Cards/Sheet	Cards/Sheet filled out for non-exempt team members to record the hours worked daily/per week. Reconciled at the end of each pay period by Supervisors and submitted to Payroll Clerk. Stored in Accounting.	Payroll Clerk	5 years
TFQM Archive	Paper copy of Trinity Forge Quality Manual, with CD-ROM of contemporaneous TOPs system, retained for archive purposes in Controller's file safe (file initiated 11/01/2006)		20 years	TFQMM
TFQM Update Notification List	List maintained in Audit Manager's personal email directory of customers needing notification of Quality Manual changes.”	Audit Manager		TFQMM
TFQM Release File	Release and distribution information regarding Trinity Forge Quality Manual. Maintained in Audit Manager's email file..	Audit Manager	10 years	TFQMM DOCUM
TFTP Release File	Release and distribution information regarding Trinity Forge Team Positions. Maintained in Computer.	Training Coordinator	10 years	TFQMM DOCUM
Tooling Cutting Ticket	Document detailing what needs to be done and what has been done for die preparation. Filed in Engineering files.	Engineer	10 years	DSCON
Tooling Info <on computer>	The primary central computer database system for tracking the materials needed for the forging process. Data from this database is used throughout the computerized systems.	Engineering Assistant		FTEMP
Tooling Job Order <on computer>	Purchasing document issued for dies or other tooling and for other die related accessories. Located in the Tooling program.	Die Shop Supervisor	5 years	SINKR PATRN
Tool Crib Inventory Report	Form used to record physical inventory counts.	Accounting Manager		MCRIB
TOP Release File	Release and distribution information regarding Trinity Operating Procedures. Maintained on computer.	Tops Clerk	5 Years	TOPSM DOCUM
TOP Violation Notification Form	Form used to record an employee's violation of specific TOP procedures. Filed in employees personnel file.	HR Manager	Lifetime employment plus 10 years	ENFRC
Training Record	Records of each person who has received each unit of instruction in the training program. Copy stored chronologically in Team Member Training File for each trainee. Contains information for how training was later deemed "effective"	Training Coordinator	Lifetime employment plus 10 years	TRECS
Training Requirement Checklist	Form used by the Training Coordinator to record employee name, number, team position and modules completed with completion dates.	Training Coordinator	Lifetime employment plus 10 years	TRECS
Traveler for After Run Die Procedures (Traveler in M2M has taken the place of heat code slip)	This procedure covers the steps followed with the dies and other tooling after a forging job is complete.	Die Shop Supervisor		AFTFG
Trinity Forge General Hardness Chart	Chart with lot size, sample size, defects accepted and defects rejected.	QA Manager		TREAT
Trinity Forge Environmental Management System Manual	Highest level document of Trinity Forge Environmental Management System. Has formal control procedures. Maintained on the Internet at http://www.trinityforge.net/enviromanual.htm	Environmental Coordinator	10 Years	TFEMS
Trinity Forge Quality Manual (TFQM)	Highest level document of Trinity Forge Quality System. Has formal control procedures. Maintained on the Internet at http://www.trinityforge.net/qualitymanual.htm	QA Manager	10 years	TFQMM
Trinity Forge Team Positions (TFTPs)	Documents detailing the responsibilities and requirements of each position on the Trinity Forge team. Has formal control procedures. TFTPs are available on-line.	Training Coordinator	10 years	TFTPM DOCUM
Trinity Forge Training Modules (TFTMs) <on computer>	Documents detailing each "course of study" in the training program. Has formal control procedures. TFTMs are available on-line. Masters are kept in personal computer files.	Training Coordinator	10 Years	TFTMM DOCUM
Trinity Operating Procedures (TOPs)	Hypertext manual of written procedures covering the various aspects of Trinity Forge's operation (this document). Has formal control procedures. Indexed with appendices to help locate specific TOPs	President	10 Years	TOPSM
Trinity Procedure Specifications (TPS) <on computer> <Replaced by M2M>	The primary central computer database system for translating customer specifications into Trinity specifications. Data from this database is used throughout the computerized systems.	VP Quality & Engineering	On computer	TPSMM
Urgent Release Form	Form submitted by steelyard personnel whenever material must be cut before all specifications of the raw material (typically receipt of mill test results) have been met. Stored in Certs files in computer program in heat code sequence.	Materials Manager	3 year	URGNT
Vendor Rating Form	Form printed with Approved Vendor List used to rate the quality of vendors.	QA Assistant		DOCUM
Viewer File	File that has been created with the Imaging System in order to view prints	VP Quality & Engineering	20 Years	PRINT CADFL
Viewer Approved Folder	Folder where the approved cad/cam file image resides prior to placement in the viewer database.	VP Quality & Engineering		PRINT CADFL
Viewer Unapproved Folder	Folder where the unapproved cad/cam file image resides, while waiting approval (usually from the customer) prior to placement in the Viewer Approved Folder.	VP Quality & Engineering		PRINT CADFL
Weld Log <Assembly Log>	Process Log used to record heat codes, serial numbers, welding material, and customer specification also used to acknowledge parts have been inspected and recorded. A copy is retained in customer file with certifications.	Machining Department Manager	20 years	MORDR MOPQC
Witness Statement	Statement taken from an employee who witnessed an on-the-job accident by a co-worker.	HR Manager	6 years	ACDNT
Work Order Info <on computer> now "M2M"	The central computer database system for subcontractor work orders. Part of the Inventory/Order entry system. Data from this database is used throughout the computerized systems.	Production Scheduler		SUBCO

REV: 10/28/09

Documents are controlled only when viewed on-line in the original English -- printed copies or translations are not controlled documents.

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