Order Management · Guideline

GL-OM-05 · Product File Management

Scope

Purpose: Product File Management produces one complete, signed product file per style, handed to Quality Assurance (QA) with a sealed approved sample. The file holds every standard the factory must work to: fit approvals, measurements, fabric and trim approvals, and the customer Purchase Order (PO). Missing documents leave QA with nothing to inspect against, so defects are found late.

Owner: PMR.

Applies to: Product Merchandiser (PMR), who owns the file, with Garment Technologist (GT), FT, QA, and Technical Manager (TM).

Requirements

1. R1 — Create the product file. PMR opens the file immediately after OC, before technical documents start collecting in email.

   • Add the customer PO and the customer order documents first.
   • Keep the file in the CRM / SharePoint product file store, so every role works on one copy.

2. R2 — Add approvals and test documents as each step closes. GT files pattern and fit approvals, sewing instructions, measurement charts, tolerances, and the Red Seal fit sample record. FT files fabric approval forms, shade bands, lab test results, and trim approvals.

   • File these items for every style: Product File Checklist, Sewing Instructions, Measurement Chart, Measurement Tolerances, approved fit sample (Red Seal), Gold Seal sample, customer PO, approved bulk fabric, approved shades (shade band), Trim Card, and Pilot Production Request.
   • File these items when the style calls for them: approved print, approved embroidery, and the Fusing Data Sheet.
   • Mark the checklist item as soon as the evidence is filed. Do not leave the entry for later.

3. R3 — Sign the completion checklist before the Pre-Production Meeting (PPM). PMR checks the file against the list in step 2 and signs it.

   • If every mandatory item is filed, PMR signs the checklist and books the handover.
   • If anything is missing, do not hold the PPM. PMR records the open items on the checklist, names the owner of each one, and escalates to TM.

4. R4 — Hand over the file and the sealed sample to QA. PMR delivers both at the Monday Handover Meeting.

   • If there is no meeting that week, send the file and the sample to the production site, marked for the attention of QA.
   • Deliver only a sealed and signed approved sample. An unsealed sample is not a standard, so QA cannot inspect against it.

5. R5 — Confirm receipt before inspection starts. QA confirms it holds the complete file and the sealed sample.

   • If documents are missing, QA does not start the inspection. QA returns the gaps to PMR and escalates to TM.
   • Keep the checklist as the record of what was outstanding and when it was closed.

Workflow

Create the product file

Add approvals and test documents as each step closes

Sign the completion checklist before the PPM

Hand over the file and the sealed sample to QA

Confirm receipt before inspection starts

Used in

• SOP-OM-03 Order Confirmation & Sign-Off
• SOP-OM-04 Handover Meeting
• SOP-OM-08 Trim & Accessories Approval
• SOP-OM-09 Risk Assessment (RA) Meeting
• SOP-OM-12 Bulk Fabric Approval
• SOP-OM-14 Pre-Production Meeting (PPM) & Mini Pilot
• SOP-OM-16 Inline Inspection
• SOP-OM-18 Final Inspection
• SOP-OM-20 Customer Complaint Management

Generated automatically from the guidelines each SOP lists.

Forms to be used

• Product Inspection File Checklist

Tutorial

This training video supports the Product File Management process. It does not replace the numbered steps.

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Exam

Pass mark	Expected duration	Attempts
80%	About 10 minutes	1 (one attempt per person)

Pass mark 80%. 10 single-choice questions, one point each.

Your name and score are recorded and count towards the leaderboard. You have one attempt, so finish the article and the tutorial before you start.

Locked

Watch the tutorial video above to 100% to unlock the exam. The questions appear here once your progress is complete.

Changelog

Changelog

Date	Changed by	What changed
2026-10-12	Technical	Training video added and exam published.
2026-09-30	Order Management	Converted from process to guideline (GL-OM-05).
2026-09-21	Technical Team	Translated the Turkish mirror's Tutorial section heading and intro text.
2026-09-21	Technical Team	Removed the duplicated Exam pass-mark table and Microsoft Form embed.
2026-09-17	Technical Team	Updated Product Inspection File Checklist to the direct SharePoint workbook link.
2026-09-16	Technical Team	Removed placeholder Forms to be used section until SharePoint links are published.
2026-09-14	Technical Team	Article Added