TOP-DLIST: Document and Record Master List

IDENTIFICATION	DEFINITION	PRIMARY	MINIMUM	TOP
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 Metrologist personal computer with individual readings kept on paper in Metrologist file.	Metrologist	5 Years	CALIB
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
3D Die Design Checklist	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
Daily Scale Checklist	Form used in recording scale accuracy. Maintained in Shipping files.	Production Control Manager	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
Die Change Order (DCO) <on computer>now ECO	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
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 Clerk		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 Clerk		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.	Metrologist	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 Control Manager	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 Metrologist.	Metrologist	5 yrs	GAGES
Gage Post-it	A self-stamping label the Metrologist 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.	Metrologist	10 years	GAGES
Gage Wear Record	Record of Machining Division's calibration of gages including tested dimensions and status. Maintained by Metrologist.	Metrologist	5 years	GAGES
Goldenrod Spreadsheet	The event spreadsheet for prints.	Engineering Assistant	on computer
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 destoryed.	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.	Metrologist		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 Bi-Weekly Report	Bi-weekly review of progress of IDEAS program. Stored in IDEAS Clerk's files.	IDEAS Clerk	2 years	IDEAS
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 Metrologist to send die impression approval/disapproval status to Materials/Scheduling Supervisor and all other pertinent parties.	Metrologist	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
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 Control Manager		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 costing report maintained as part of Jobs info on computer and copy filed with Cutting Ticket in Accounting area by die number/ job number.	A/R Clerk	5 years	JCOST
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 Control Manager		JSTRT
Job Order	Document issued to initiate work, track cost and maintain traceability.	Production Control Manager	3 years	AFTSH DCORD JCOST 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 Control Manager	30 years	AFTSH DCORD JCOST 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 Manager	10 DSNs, 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 JCOST
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	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.	Metrologist	1 year minimum	CALIB
Metrologist Report	Dimensional analyses (typically from Coordinate Measuring Machine) of patterns, casts, etc. Stored in Engineering files.	Metrologist	20 years	CASTS PATRN SECTL
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 Metrologist.	Metrologist
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 &nb

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