Professional Documents
Culture Documents
SUCO frequently receives documents from external sources that describe technical
recommendations or give instruction to the organization.
This procedure applies to all documents that have an impact on the HSE
performance of SUCO including technical documents, those that affect plant
integrity, legal and insurance matters and instructions from shareholders.
3.0 Responsibility:
This procedure is covered by the SUCO document control system in line with
OHSAS 18001 and ISO 14001 requirements.
The Procedure Owner for this procedure is the HSE General Manager.
The HSE General Manager is responsible for reviewing this procedure and preparing
drafts for approval and reissue.
4.0 Procedure:
A variety of documents need to be controlled within the HSE system. The level of
control applied to each depends on the type of document and the potential HSE risk.
However, we also have many documents, such as vendor reports, external audit
findings and reports from shareholders that require action on behalf of SUCO.
Any external document that is introduced into the SUCO system is sent to the
relevant Document Co-ordinator who gives it a unique identifier in the system and
records the receipt.
Any document which is received by the Fields is also sent to the relevant Cairo
Division Document Co-ordinator.
Where possible all final versions of documents should be scanned to PDF format and
retained in a central server location.
Once the document final version is obtained then any recommendations should be
reviewed in relation to the supporting information. Each recommendation should be
assessed and accepted or rejected as required. Any rejected recommendations
should be fully justified.
Final issues of Documents are given an index number by the Document Co-ordinator
and relevant copies or extracts are sent to defined users. Where necessary, local co-
ordinators maintain up-to-date files.
A covering memo stating acceptance of the findings and relevant actions is included.
Since most external documents of this type will require some actions then they are
introduced into the follow-up system.
For HSE improvements, the procedure for objectives setting and review, Cairo-HSE-
P17, should be followed.
Where a budget is required then the Division Manager is responsible for including
these items in the budget process.
Where the document suggests that an HSE legal requirement is out of compliance
then this will be raised immediately to HSE and followed up at the HSE Committee
Meeting until compliance is resumed.
Division Document Co-ordinators maintain a status report for all documents in their
Division and produce a monthly report of the status of those with outstanding
actions.
Where possible all final versions of documents should be scanned to PDF format and
retained in a central server location.
In addition, many external reports are now supplied in soft copy form. The local
Division Co-ordinator maintains the same process although the documents are held
electronically.