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TOP-SPECS: Reference Specification Library Maintenance

REV: 08/24/15

SCOPE: This procedure covers the maintenance of the Reference Specification Library (see examples at bottom of page).







1 Any team member Upon receiving a new or updated reference specification; Purchase Order (PO) review New or updated specifications; Customer information and PO Forward new or updated specifications to Customer Service Representative; if specification revision on PO does not match what is in the Specification Library, notify QA Manager to obtain new specification. New or updated specifications forwarded to Customer Service Representative; QA Manager notified to obtain new specification
2 QA Manager Notification of a new or revised reference specification requirement Customer information and PO Obtain correct revision level specification and forward to Customer Service Representative  for processing. Obtained specification; forwarded to Customer Service Representative
3 Customer Service Representative Upon receiving new or updated specification; notification from customer New or updated specification; SRS; customer notification; PO review Verify specification is new or updated; fill out SRS; put specification in specification review folder in shared drive and notify Engineering Assistant via email. Specification verified; SRS filled out; specification put in specification review folder and Engineering Assistant notified via email
4 Engineering Assistant Upon review of SRS, receipt of new or updated specifications; email notification; at least twice per week SRS; documents in specification review folder Put updated specification information in Engineering Files; send email to QA Manager, Forging Engineer, Customer Service Representative, QA Assistant; review SRS at least twice per week. Updated specification info in Engineering Files; email notification sent; SRS review twice a week; notification email sent
NOTE: If Specification is new; Go to Step 6
5 Forging Engineer* Upon receiving notification that new or revised specification added to SRS New or updated specification, previous specification; emails; personal knowledge Review specification; verify changes to SRS, if any; update documentation in M2M if required; add any notes to SRS; sign off on the SRS. Specification reviewed; documentation updated if required; notes added; SRS signed off
6 QA Manager Upon receiving notification of new or updated reference specification added to SRS New or updated specifications; SRS Review updated specifications; sign off on the SRS; for new specification when reviewed forward to QA Assistant. SRS signed off; new or updated reference specifications reviewed and forwarded to QA Assistant
7 QA Assistant Upon receiving new or updated specifications from QA Manager; SRS notification New or updated specifications; SRS Place new or updated Customer Specifications in the specification library; when updating a Customer Specification place the obsolete Customer Specification in the customer's Obsolete specification File; sign off on the SRS. Specification Library updated; obsolete Customer Specifications placed in Obsolete Specification File; SRS signed off
8 Customer Service Representative Notification of SRS routing completion Customer PO; SRS Verify that all specifications and the current revision level is the same as on the purchase order; notify QA Manager and Forging Engineer*; if specifications and revision levels now match the purchase order, sign off on the SRS; release any pending orders. Specifications verified; SRS signed off; pending orders released
9 Engineering Assistant After Customer Service Rep sign off SRS Print revision review slip as PDF and save in Engineering Files; delete specification file from forging engineering shared files. Revision review slip saved; Specification deleted from Engineering Files
10 QA Manager Annually (typically during internal audit of this TOP) Specification Library Audit per TOP-IAUDT. Specifications Library audited

*"Forging Engineer" refers to the member of the Engineering Department assigned to the customer. If there is any question as to which Forging Engineer is assigned, the VP-Quality & Engineering decides.


  • American National Standards Institute (ANSI)
  • American Petroleum Institute (API)
  • American Society of Mechanical Engineers (ASME)
  • American Society of Testing Materials (ASTM)
  • National Association of Corrosion Engineers (NACE)
  • Society of Automotive Engineers (SAE)
  • US Department of Defense (MIL- specs)
  • US Federal Supply Service, GSA ("Federal" specs)
  • Code of Federal Regulations (CFR)

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