DOCUMENT

NO.:
QP-001

REVISION
NO.:
N/A

EFFECTIVE
DATE:

PAGE NO.:

DOCUMENT TITLE

DOCUMENT AND
DATA CONTROL

1 OF 59

Rev. No.

Page No.

Revision History

Originator

Date

DOCUMENT
NO.:
QP-001

REVISION
NO.:
N/A

EFFECTIVE
DATE:

PAGE NO.:

DOCUMENT TITLE

DOCUMENT AND
DATA CONTROL

1 OF 59

1.0

PURPOSE
1.1

2.0

This procedure describes the controls followed for the receipt,

storage, distribution, and revision of all controlled documents in the
company.

SCOPE
2.1

This procedure shall be applied to the

documents:
Quality Manual
Quality Procedures
Work Instructions
Contracts / Scope of Work
Specifications & Standards
Drawings and Bill of Materials (BOM)

following controlled

Note: This procedure shall not be applied to Routine

Correspondence, which shall be Registered and filed by the
concerned departments.
3.0

REFERENCES
3.1
3.2

ISO 9001-2008 Section ________

CES-16-01 Control of Quality Records

4.0

RESPONSIBILITIES
4.1
The General Manager (Technical) shall be responsible to prepare,
distribute and revision control on Quality Manual, Quality
Procedures, Work Instructions, Project Quality Plan and Quality
Forms.
4.2
Each Department Head shall be responsible to receive, log,
distribute and revision control the documents related to their
activities.
4.3
At Head Office and or major projects, the Document Control Clerk
shall be responsible for the receipt, control and distribution
documents.
4.4
The QA/QC Department shall control the inspection documents.

5.0

PROCEDURE
5.1

DOCUMENT AND DATA APPROVAL AND ISSUE

5.1.1 Controlled documents shall be issued only with approval of
the Concerned Authority.
5.1.2 Approval shall be in the form of a signature or by typing the
initial.

DOCUMENT
NO.:
QP-001

REVISION
NO.:
N/A

EFFECTIVE
DATE:

PAGE NO.:

DOCUMENT TITLE

DOCUMENT AND
DATA CONTROL

1 OF 59
5.1.3 Approval shall be taken at a specified location in the
document.
5.1.4 The Document Control Clerk shall keep a master list of all
controlled documents.
5.1.5 For project documents such as drawing, etc., the master list
shall be maintained at projects sites.
5.1.6 Distribution of all MRK generated documents shall be made
by the originator.
5.1.7 Documents received from client or Subcontractors shall be
distributed by the Document Controller.
5.2

DOCUMENT HANDLING
5.2.1 Receipt, issue and usage of all controlled documents shall be
controlled.
5.2.2 The Documents shall be Date Stamped, on receipt and
entered into the corresponding log. For drawings date stamp
shall be made only on the drawing list.
5.2.3 Issue shall be made as per standard list or as instructed by
the Project Manage / Department Manager.
5.2.4 Photocopying of the controlled copy document is permitted,
but the individual who makes the copy should ensure that
copied one is the latest revision.
5.2.5 The distribution of documents outside the company shall be
made under the cover of a Transmittal Record (Form:
CES/DOC/001).
5.2.6 In case of revisions, revised copy shall be distributed to all
the original recipients.
5.2.7 Receipts of the revised copies shall destroy the previous issue
or clearly mark them as SUPERSEDED.
5.2.8 All controlled documents shall be entered into a Master List of
controlled documents (Form: CES/DOC/002)
5.2.9 All controlled documents for specific projects shall be entered
in
Document
Register
for
specific
project
(Form:
CES/DOC/003)

5.3

CONTROL OF DRAWINGS
5.3.1 All drawings shall be entered into a Drawing Register
Form: CES/DOC/004
Drawings Register (Bidding)
Form: CES/DOC/005
Drawings
Register
(Construction)
5.3.2 Whenever client has issued drawings with drawing list, this
list may be maintained instead of register mentioned in 5.3.1
above.
5.3.3 The drawings shall be filed in a easily identifiable sequence
and stored in a proper condition to protect from damage or
loss.
5.3.4 Revision to drawings received shall be recorded in the
drawing register and distributed to all the original receipts.

DOCUMENT
NO.:
QP-001

REVISION
NO.:
N/A

EFFECTIVE
DATE:

PAGE NO.:

DOCUMENT TITLE

DOCUMENT AND
DATA CONTROL

1 OF 59
5.4

QUALITY FORMS FROM CLIENT

5.4.1 When there is a requirement to use quality forms issued by
the client, these forms shall be used on the project.
5.4.2 The forms shall be used by the control number issued by the
client.
5.4.3 Such forms shall be controlled by including them along with
the list quality forms included in the Project Quality Plan.

5.5

PREPARATION OF DRAWINGS
5.5.1 Drawings shall be prepared on a standard format.
5.5.2 As minimum, all drawings should have the following details
- Drawing number
- Reference drawing number, if applicable
- Title / description
- Revision number and date
- Approval authority
5.5.3 Issue and revision of CESCO prepared drawings shall be
controlled by the Discipline Engineer.

5.6

STANDARDS AND SPECIFICATIONS

5.6.1 National
and
international
codes,
standards
and
specifications shall be recorded in the Document register for
standards / references / manuals (Form: CES/DOC/006).
5.6.2 National and international codes, standards shall be
controlled by the QA/QC Manager or Document Control Clerk.

5.7

DOCUMENT STORAGE
5.7.1 In order to ensure the safe storage of the project Documents,
the documents shall be stored in a lockable room with
restricted entry.

5.8

ELECTRONIC DATA
5.8.1 Access to electronic data shall be controlled by providing
passwords.
5.8.2 Electronic data shall be copied on back-up tapes at regular
intervals.
5.8.3 The back-up tapes shall be either stored in a fire resistant
cabinet or to a location away from the source.

5.9

DOCUMENT AND DATA CHANGES

5.9.1 All revisions to the controlled documents shall be identified
by a revision number or letter.
5.9.2 The revision shall be reviewed and approved by the same
function that performed the original review.

DOCUMENT
NO.:
QP-001

REVISION
NO.:
N/A

EFFECTIVE
DATE:

PAGE NO.:

DOCUMENT TITLE

DOCUMENT AND
DATA CONTROL

1 OF 59
5.9.3 All revised documents shall be issued to the original receipts.
5.9.4 Any pre-revised of documents retained for references or
otherwise shall be clearly marked superseded.
5.10

DOCUMENT DISPOSAL
5.10.1Documents will be disposed of upon written approval from
General Manager (Tech.) at head office or by Project Manager
at the project.
5.10.2The method proposed is via shredding. A record of shredded
documents shall be maintained.
5.10.3No Documents / Drawings will be disposed of, by any means,
without authorization of the General Manager (Tech.) / Project
Manager.

6.0

QUALITY FORMS AND RECORDS

6.1
Form: CES/DOC/001 Transmittal Record
6.2
Form: CES/DOC/002 Master list of controlled documents
6.3
Form: CES/DOC/003 Document register for specific project
6.4
Form: CES/DOC/004 Drawing register (Bidding)
6.5
Form: CES/DOC/005 Drawing register (Construction)
6.6
Form: CES/DOC/006 Document register for standards / references /
manuals

SIGNATURE
PREPARED BY:

REVIEWED BY:

APPROVED BY:

DA