SOP for Recording of Specimen Signatures
Objective : To lay down a procedure for recording specimen signatures of all employees.
Scope : This procedure is applicable for formulation plant.
Responsibility :
Head HRD or his/ her designee shall be responsible for recording specimen signatures before induction training is imparted to all newly recruited employees.
HODs of each department shall ensure the recording of signature of employees of their respective department and to provide the same to documentation cell QA
Head, Quality Assurance shall be responsible for compliance of this SOP.
Procedure :
All recordings shall be done using ball point pen, preferably with black ink.
All newly recruited employees shall be given pre-printed specimen signature card, before starting their induction training.
HRD shall provide pre-printed specimen signature card to the newly recruited employee and shall record the signatures.
Specimen signatures shall be recorded in two columns provided on the specimen signature card. Full signatures shall be recorded against ‘Signatures’ and initials or short signatures shall be recorded against ‘Initials’ respectively.
Employee who practices single signatures shall record the same signatures in both columns.
For the employees working in company prior to the effectiveness of this SOP, Pre-printed specimen signature cards shall be given to each department for recording specimen signatures of the employees of respective department.
Filled specimen signature cards shall be filed and kept in documentation cell QA.
Specimen signature cards shall be updated, whenever there is a change in designation.
Old cards shall be stamped as obsolete and shall be retained for reference.