Document Control Procedure

Document Control Procedure

1.1 Introduction
Objective: Scope: To establish a procedure for documenting electronic files. Procedure applies to the project documents, drawings, spreadsheets, forms, email, manuals and external documents. Project Manager Responsible for ensuring the procedure is followed across Clearford. (S)he may designate and authorize competent personnel to carry out this procedure as needed. Project Leader Responsible for the effective implementation of the document control procedure for documentation.

Responsibility and Authority

1.1.1 Responsibility Table Document Type Project Documents Forms Product Data Sheets CAD models, drawings and specifications Customer Documents Standards, specifications, and statutory /regulatory requirements Original Source Project Managers Original Source Approval Authority Project Managers Project Managers Project Managers Project Managers Release Control Project Managers Project Managers Project Managers Project Managers Project Managers Change Requestor Any Employee Any Employee Any Employee Any Employee

Customer

Customer

Document Control Procedure

(external)

External Documents

Original Source

Project Managers

Original Source

1.2 Procedure
1.2.1 General Only electronic documents (information and its support medium) are controlled; printed copies remain outside of the scope of CLEARFORD document control. Person responsible for the maintenance of the Master Folder is the Project Leader. (S)he will identify documents belonging under that folder All CLEARFORD employees are responsible for creating documents according to the procedure and routed electronically to the Project Leader Management may approve and provide uncontrolled document(s) to outside individuals who have been determined to have a need.

1.2.2 Identifying project controlled documents Documents which fall under the categories of: documents, drawings, spreadsheets, forms, email and manuals; and which affect product realization are to be filed under a project folder, located in the public server. The Project Folder consists of sub-folder that enables Project Leader to access the different levels of the documentation. Documents created to support the project follow the file naming convention of CLEARFORD and are assigned an unique identifier (prefixed with project number) using the following format:
12345 AB 12 34.xyz 12345: Project Number or Quality Management Document AB: Code for type of document (see codes below) 12: Volume number of document (01-99) 34: Version number (00-99), the number 00 will indicate it is a draft document .xyz: file extension (.docx, .dwg, .xls; it is assigned by the computer) Codes for type of document: LD: Layout Drawing DD: Detail Drawing. PR: Profiles Drawing.

Document Control Procedure

OM: Operations Manual SP: Specifications HD: Hydraulic Design Sheet PD: Pump Station design Sheet DC: Document Control For example, the first version for detail drawing number 05 for Positano Project would be named:

1.2.3 Approving documents for adequacy prior to issue: Prior to release documents are checked by Project Leader for adequacy and correctness; he will review and approve the document and move it to the Master Folder. Only approved documents are entered in that folder

11023 DD 05 01.dwg

The review process is as follows: 1. The Project leader responsible for approving a particular document will review the document and approve it, indicating that the contents of the document has been reviewed and accepted subject to the following categories: A. Disagree, comments included B. Agree, subject to incorporation of comments C. Agree with contents 2. After the requested revisions have been made (if any), the Project Leader reviews the document again, and accepts it according to the three categories (above), until (s)he agrees with the final content and approves the document thereby taking responsibility over it. 3. Afterward the document is moved into the Master Folder of the respective project where it appears as read-only version and becomes a controlled document. Only Project Manager and Project Leader can add or change documents in the Master Folder. Other employees have readonly rights to the Master Folder. Employees are made aware of relevant documentation changes through email notifications.

1.2.5 Ensuring that changes and the current revision status of documents are identified: When a document is amended, it replaces the previous version. In the log book, record will be kept of the version number and date indicating the recentness of the document. First page of each controlled project document has a revision history, which consists of Date, Revision level, and Description of

Document Control Procedure

the Revision. Minor editorial changes (such as correcting typos) not affecting the outcome of the document are not considered as Changes for the purpose of this procedure.

1.2.6 Ensuring that relevant versions of applicable documents are available at points of use: Documents in the project folder are available to CLEARFORD employees subject to document access control and security restrictions that may be placed on a document (such as the Master Folder). 1.2.7 Ensuring that documents remain legible and readily identifiable: Effective protection of the integrity of the electronically stored documents is ensured through system backups and ensuring restoration capabilities. Each document has a unique identification, and a master list containing all project documents is maintained by the Project Leader (see 1.2.10: Maintaining a list of the Documents available in the PROJECT Folder).

1.2.8 Ensuring that documents of external origin are identified and their distribution controlled: CLEARFORD does not include documents of external origin in its Master Folder. Any document that has not undergone the project document control process is uncontrolled and considered for reference only.

1.2.9 Preventing the unintended use of obsolete documents, and to apply suitable identification to them if they are retained for any purpose: Each (significant) change in a document involves a change in the version number. The amended document is the only version to be used and diffused. The updated numbering of documents avoids the use of obsolete documents. 1.2.10 Maintaining a list of the Documents available in the Project Folder Project Leader is responsible for keeping an updated master list of all the project documents. The list is kept at the project folder or Project Log Book and will be updated whenever changes to the project documents are made.