My question is specifically to the office protocol, about mail receiving, memos in company etc, how to handle them and archive them. The person who is the internal auditor for the ISO 9001 in our company is currently not present in the company, so I was hoping if you can just clarify this for me?
It is up to your company how to handle documentation (external and internal documented information) and how to archive them. What it is important firstly is that the organization determines which of all that documentation is necessary for the effectiveness of the Quality Management System, including of course the mandatory documented information required by the ISO 9001 standard. These requirements are defined in the section 7.5 of the standard.
I would recommend you to write a procedure for documented information control that includes all the above requirements helping your organization to follow a systematic structure regarding your documentation. Here you can download a free preview of our procedure - Procedure for document and r ecord control: https://advisera.com/9001academy/documentation/procedure-document-record-control/ Then you can have a list of internal documentation and external documentation that is relevant for the effectiveness of the QMS processes.