Answer
QMS is a documented and process-based management system used by an organisation to consistently meet customer, statutory and regulatory requirements through quality policy, measurable objectives, defined responsibilities, operational controls, audits, corrective actions, management review and continual improvement.
Controlled Documents: Documents that are subject to formal approval, revision tracking, and distribution limits. When a controlled document is updated by the company, all old copies onboard must be destroyed and replaced to prevent the use of obsolete data.
Examples: Safety Management System (SMS) Manuals, Ship Security Plan (SSP), Cargo Securing Manual.
Uncontrolled Documents: Documents provided for general information or reference only. They are not officially tracked or updated by the QMS administrator. If a crew member prints a page of the SMS to carry in their pocket, it becomes an "Uncontrolled Copy."
Examples: Printed reference diagrams, generic vendor manuals not customized to the hull, or training handouts.