Quality Control Policy

Definitions

Quality Control (QC)

Quality control involves orchestrated activities that systematically ensure the quality criteria set for products or services are met.

Quality Assurance (QA)

QA aims to build and maintain a system that supports QC efforts, thereby ensuring the company consistently delivers high-quality products and services.

Quality Management System (QMS)

The overarching framework that integrates all operational processes and quality control activities to meet and exceed customer and regulatory requirements.

Standard Operating Procedures (SOP)

These are detailed guidelines designed to help employees perform routine operations effectively, meeting industry standards and customer expectations.

Non-Conformance Report (NCR)

A formal documentation process to report deviations or non-compliance with established quality standards.

Root Cause Analysis (RCA)

A method to explore the events leading to an undesired outcome, aiming to identify corrective measures that prevent future occurrences.

Print Run

A term referring to a single batch of printing output, treated as a single entity for quality control purposes.

Purpose of Policy

Quality Control (QC)

QC serves to maintain a high and consistent level of quality in all large format prints. This involves monitoring and evaluation of all print-related activities.

Quality Assurance (QA)

QA is geared toward procedural excellence, providing a framework within which QC activities can function effectively.

Quality Management System (QMS)

The QMS aims to coordinate all activities related to quality, integrating all operational processes and quality control activities.

Standard Operating Procedures (SOP)

SOPs guide all employees in the conduct of operations within quality expectations and in compliance with internal requirements.

Non-Conformance Report (NCR)

NCRs formally identify and document any instances of non-conformance, essential for accountability and continuous improvement.

Root Cause Analysis (RCA)

RCA comprehensively understands the fundamental reasons behind any discrepancies in quality, enabling corrective actions for lasting solutions.

Print Run

The concept of "Print Run" allows for batch-specific quality control and traceability.

Scope of Policy

The Quality Control Policy is intended to be a comprehensive guide that covers all activities, personnel, and departments involved in the workflow of Outsourced Print. Each term used within the policy and procedures has a specific scope of applicability, as outlined below:

The term "Quality Control" covers the activities related directly to the quality of the end product, which is large format prints in our case. This involves each step in the printing process, from file verification to post-production inspection. QC also incorporates the activities undertaken to maintain the standard of materials used, such as ink and substrates.

"Quality Assurance" encompasses broader aspects, including the procedures and system elements that support quality control. This covers not only the checks and measures but also preventive actions, system reviews, internal audits, and employee training focused on quality.

The scope of "QMS" extends to the entire organization, affecting every department and process that has an impact on the quality of the end product or customer experience. This includes procurement, finance, human resources, and logistics in addition to the core production and quality control teams. The QMS aims to be an integrated approach to quality, linking various departments and ensuring a uniform standard of excellence.

"SOPs" are detailed guides applicable to specific tasks or processes within the company. SOPs exist for various departments, from procurement to customer service, and their scope is tailored to cover each task's intricacies in contributing to the overall quality of products and services.

The "Non-Conformance Report" applies to situations where either products or processes deviate from the defined quality standards. This can include issues related to material quality, process inconsistency, human error, or equipment failure. The scope of NCRs is not limited to just the production department; it can be initiated in any part of the company where quality non-conformance is observed.

The term "Root Cause Analysis" is used in the context of problem-solving and spans across departments. Whenever a quality issue arises, RCA is employed to dig deep into the causes, going beyond just identifying symptoms. The scope of RCA often necessitates a multidisciplinary approach, bringing in experts from different departments to provide a holistic understanding of the problem.

The concept of a "Print Run" is applied to the scope of a specific batch of printing output. It allows for targeted quality control and enables traceability back to the raw materials, machine settings, and operators involved. By keeping records for each print run, the company is better equipped to identify any trends or recurring issues in quality.

By elaborating the scope of these terms, this Quality Control Policy aims to clarify the company's approach towards maintaining high-quality products and services, ensuring that all staff understand their roles and responsibilities in achieving this goal.

Policy & Procedures

The following procedures lay out in detail the necessary steps to ensure the highest quality of large format prints at Outsourced Print. Adherence to these procedures is mandatory for all relevant personnel.

Records Management and Storage

Maintaining organized and secure records is paramount to uphold the integrity of our operations at Outsourced Print. Our commitment to proper records management ensures accountability, traceability, and compliance with regulatory standards. The following procedures outline our approach to record storage, retention, and electronic data protection:

Physical Records Storage

Identification and Retrieval: Records will be systematically organized within the main office to ensure easy identification and retrieval. A comprehensive indexing system will be implemented to categorize records based on type, date, and relevant criteria. This ensures that when a specific record is needed, it can be quickly located.

Damp-Free Environment: Storage areas designated for records will be maintained in optimal conditions, free from dampness, excessive humidity, and other factors that could lead to premature deterioration of physical records. Climate control measures will be in place to preserve the quality of the stored documents.

Electronic Records Management

Regular Back-up: Electronic records are equally vital to our operations. All electronic records will be subject to regular back-up procedures at defined intervals. This practice guarantees that even in the event of data loss or system failure, the most recent and accurate version of our records can be retrieved.

Secured Back-up Location: Back-up data will be stored in a secure and separate location from the active data. This isolation prevents loss or damage in case of unexpected events such as hardware failures, cyber threats, or natural disasters.

Retention Period

General Retention: As part of our commitment to maintaining a comprehensive historical perspective, all records will be retained for a minimum period of 2 years. This retention period ensures that our records are available for reference, audits, and analysis.

Client or Legal Requirements: For certain records, the retention period may extend beyond the general 2-year period. We will accommodate any specific requirements defined by our clients, such as maintaining records for projects with longer lifecycles. Additionally, in cases where legal regulations stipulate specific retention periods, we will adhere to those mandates. This particularly applies to medical records that are subject to legal guidelines.

Supplier Selection 

Quality and Compliance: Suppliers are chosen based on their capacity to meet our stringent requirements, keeping quality at the forefront. We consider their ability to fulfil statutory obligations, align with our specified timescales, and maintain cost-effectiveness.

1. Client Contracts: When not defined by client contracts, supplier selection is determined by our internal criteria, ensuring consistency and adherence to our quality standards.

Approved Suppliers List

Maintaining an Approved List: We maintain an updated list of approved suppliers and sub-contractors. This list serves as a go-to resource for our procurement team when sourcing products, materials, or services.

Criteria for Assessment: Suppliers and sub-contractors undergo rigorous assessment against several key criteria:

1. Previous Performance: Their track record in delivering similar products or services to our specifications and requirements is evaluated.
2. Conformance to Standards: We prioritize suppliers stocking high-volume standard items conforming to relevant British Standards. Items supplied with a statement of conformity are also deemed favourable.
3. Third-Party Quality Registration: Compliance with reputable third-party product/quality registration schemes such as RISQS adds to their credibility.
4. Industry Recommendations: Recommendations from other purchasers or equipment manufacturers carry significant weight in our evaluation.
5. Trial Orders and Performance Evaluation: New suppliers undergo a trial order phase, during which their performance is closely monitored and evaluated.

Non-Approved Suppliers

1. Analysing Capability: Should a supplier not present on our approved list be proposed, a comprehensive capability analysis is conducted.
2. Managing Director's Approval: The final decision to engage a non-approved supplier rests with the Managing Director. This ensures that any potential risks are thoroughly assessed and that the decision aligns with our commitment to quality.

Pre-Press Procedures

File Verification

1. Resolution Check: All files should meet a minimum resolution of 300 dpi to ensure print clarity. Lower resolutions may result in poor print quality and are generally unacceptable unless explicitly permitted by the client.
2. File Format Validation: Acceptable formats include PDF, TIFF, and JPEG. Verify that the files are in the correct format before proceeding. Conversion of files should only be done with client approval.
3. Content Review: Check the content for typographical errors, broken lines, and other content-related issues. Notify the design team for any necessary corrections. Soft Proofing
4. Initial Review: Before printing, a digital soft proof should be generated and reviewed by designated personnel to ensure that it meets all project specifications.
5. Client Approval: If the project specifications dictate, obtain approval on the digital proof from the client. Document the approval before commencing the print run.

Print Run Setup

Calibration

1. Equipment Calibration: At the start of each print run, calibrate printing machines according to manufacturer specifications to ensure colour accuracy and consistency.
2. Test Prints: Conduct test prints to validate that the calibration was successful. Material Check
3. Ink Quality: Validate that the ink cartridges are full and that the ink meets the set criteria for colour, consistency, and durability.
4. Substrate Inspection: Confirm the quality of the paper or material to be printed on. It should be free of defects and align with client specifications regarding thickness, texture, and colour.

During Print Run

In-Process Checks

1. Random Sampling: At regular intervals, randomly select prints for a quality check to ensure ongoing quality.
2. Measurement Tools: Employ digital measuring tools to compare the print output against pre-defined quality criteria such as colour, sharpness, and alignment. Alignment and Colour Checks
3. Alignment Grids: Use alignment grids to check for any misalignment issues.
4. Spectrophotometer Use: Utilize a spectrophotometer to ensure colour consistency across the batch, comparing measurements to predefined acceptable ranges.

Post-Print Run

Visual Inspection

1. Defect Identification: Staff members trained in quality control should perform visual inspections to identify defects like smudging, ink splatter, colour inconsistencies, and misalignment.
2. NCR Initiation: Any defects or deviations should be recorded, and an NCR should be initiated for further investigation. Dimensional and Colour Accuracy
3. Dimension Checks: Use calipers or other precise measuring tools to confirm that the print dimensions are as per customer specifications.
4. Colour Matching: Confirm that the final colour output is within allowable deviations as defined in the SOP.

Non-Conformity Management

Reporting

1. Immediate Reporting: Any non-conformance identified must be reported immediately to the quality control manager.
2. NCR Issuance: Fill out a Non-Conformance Report detailing the issue, the size of the affected batch, and any immediate corrective actions taken. Root Cause Analysis
3. Investigation: An RCA should be initiated to ascertain the root cause of the non-conformance.
4. Team Involvement: Involve cross-functional teams in the RCA process to ensure comprehensive insights. Corrective Actions
5. Action Planning: Develop a corrective action plan based on the findings of the RCA.
6. Implementation and Monitoring: Implement the corrective actions and monitor their effectiveness over a specified period.

Documentation and Record-Keeping

Document Archive: Maintain a secure and organized archive of all quality control activities, including test results, NCRs, RCA reports, and client approvals.

Change Logs: Document any changes made to SOPs or processes, clearly specifying the reason for the change, the person authorizing the change, and the date of implementation.

Staff Training

Orientation

QC Training: All new hires should undergo a detailed orientation program, which includes training in the company's quality control protocols and SOPs.

Documentation: Document completion of orientation training for each employee. Ongoing Training

Continuous Education: Regularly update employees on industry best practices, new technologies, and changes in SOPs through workshops, seminars, and refresher courses.

Training Records: Maintain records of all training programs attended by employees, along with performance evaluations to track effectiveness.

Compliance

Compliance with this Quality Control Policy is mandatory for all employees. While Outsourced Print is not ISO9001 registered, it adheres closely to these standards. Non-compliance may lead to disciplinary action.

Regular internal audits verify adherence to this policy and related standards. The policy undergoes periodic reviews to ensure its effectiveness and alignment with industry standards.