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SOP-QMS-07 — Resources, Competence & Documented Information

Governs how UBC determines and provides resources, ensures competence, and controls documented information (ISO 9001 §7).

Owner: HR DirectorApprover: Quality DirectorVersion: 2.2Updated: 10/3/1969

1. Purpose

Ensure UBC provides the people, infrastructure, environment, monitoring resources, knowledge, and controlled documentation needed to deliver conforming services.

2. Scope

All UBC functions. Applies to every role, tool, environment, and controlled document.

3. Definitions

Competence — Ability to apply knowledge and skills to achieve intended results.
Documented information — Information required to be controlled and maintained by the organization.

4. Roles & Responsibilities (RACI)

Activity	R	A	C	I	Cadence
Define role competencies	Function lead	HR Director	Quality Director	HR Business Partner	Annual
Verify training completion	HR Business Partner	HR Director	Managers	Quality Council	Monthly
Maintain document register	Quality Analyst	Quality Director	Owners	All staff	Continuous
Approve document changes	Document owner	Approver of record	Quality Analyst	Users	Per change

5. Procedure

Maintain a competency matrix per role, refreshed annually.
Assign onboarding and annual training paths in the LMS; block system access on overdue training.
Every controlled document must declare owner, approver, version, review cycle, and location.
Distribute controlled documents only through the QMS portal; superseded copies are watermarked.
Retain evidence of training and document acknowledgment for the retention period.

6. Inputs & Outputs

Inputs

Role catalog
Training records
Document register
Infrastructure asset register

Outputs

Competency matrix
LMS completion reports
Approved & versioned documents

7. Controls & Metrics

Metric	Target
Training completion	≥ 98%
Documents past review date	≤ 5%

8. Exceptions & Escalation

Emergency document changes may be published with 24-hour retro-approval by the Quality Director.

9. Records & Retention

Record	Retention
Training records	7 years
Document register	Life of QMS
Competency matrix	7 years

QMS Manual
SOP-PM-02 Stakeholder Register & RACI
Access Control Policy

11. References

ISO 9001:2015 §7
CMMI-DEV v2.0 OT (Organizational Training)

12. Revision History

See the Versions tab for the full change history maintained by the Auto-Doc Engine.

Document code: SOP-QMS-07 · Aligned to ISO 9001:2015 §7. Controlled document — reproduction outside the UBC QMS requires the Quality Manager's approval.

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Frameworks

ISO 9001

CMMI-DEV