2.

NEW DOCUMENTS AND REVISIONS TO EXISTING DOCUMENTS

2.1 See Flow Chart E&A-RC-QA-FC01 New Document and Changes to Existing Documen
t Procedure.
2.2 Issue Notation, Draft Issue, and Post Approval Issue.
2.2.1 controlled, or an uncontrolled copy.
2.2.2 control
2.3 Document Control for Project Documents.
Separate procedures to show when a generated Project Design Document b
egins to be
controlled are contained in the Quality Procedure for Design Control E
&A-RC-ENG-QP01.
2.4 Document Control for non-Project Documents.
2.5 Document Coding System:
3.RECEIVING DOCUMENTS AND DOCUMENT/DRAWING HANDLING
3.1 Document Addressing
3.2 Document Receipt
3.2.1 Incoming Document
3.2.2 For supervision projects, all incoming documents should be scann
ed
and stored along with the correspondence log.
3.2.3 The Project Document Custodian shall determine after consultatio
n with the Authorized
Representative OR PM, on a "Need to Know" basis who shall receiv
e either a copy of the
Document/Drawing or the original.
3.3
Project Document Custodian
3.4
Sensitive (Classified) Document Receipt (Customer Property)
3.4.1 ,3.4.2,3.4.3
3.5
Sensitive (Classified) Document Handling (Customer Property)
3.5.1 Sensitive (Classified) Documents are to be kept safe, secure and
protected against loss, unauthorized disclosure modification, reproduction and
destruction.
3.5.2 Copies of Sensitive (Classified) Documents will be treated as or
iginals, logged and controlled.
They will be returned back to client or destroyed when no longer
needed. Project Document Custodian shall sign off after the Sensitive (Classifi
ed) documents are destroyed.
4.
DOCUMENT TRANSMITTAL TO CLIENT
4.1

Outgoing Documents/Drawings
4.1.1, 4.1.2
4.2
Transmittal Addressee
4.3
Sensitive (Classified) Document Transmittal (Customer Property)
4.3.1 ,4.3.2,4.3.3
5.
DOCUMENT STORAGE
5.DOCUMENT STORAGE
5.1 Storage Location /5.2 CADD Backup Storage/
5.3 Archived records
5.3.1Project records, as well as other documents that are no longer
in constant usage will be archived. DAR-E&A have a lockable area allocated,
5.3.1.2 Contents
5.3.1.3 Disposal date
5.3.1.4 Project Document Custodian or relevant HOD in case of de
partment documents placing the document in storage
5.3.2The archived storage area shall be secured, but readily accessi
ble by means of controlled keys. The Administration Manager, the Engineering Man
ager and the Archive Custodian shall each have a key.
5.4
Archiving Project Records
The Project Documents and records shall be kept in electronic files as
per Archiving Policy E&A-RC-QA-WIP01.

5.5

Archiving and storage of Quality Documents.

For the procedure to follow with Quality Documents see Quality Proced
ure E&A-RC-QA-QP02 Control of Quality Records.
6.

CADD DRAWING ACCESS

CADD drawing access shall be limited to those on a "Need to Know" basis by m
eans of controlled access to the drawing files by the CADD Supervisor
The CADD Supervisor shall control the issue of drawings to the CADD operator
s during the assignment of the operator to the project.
In addition each CADD operator shall have a unique password.
7.
DOCUMENT DISPOSAL
7.1
Methods 7.2
Electronic Files Electronic files document dispo
sal shall be according E&A-IT-QP01. 7.3 Authorization

8.

EXTERNAL DOCUMENTS
Documents external to DAR-E&A and/or the client but which affect the qua
lity of the project, such as standards, handbooks, reference material
and Computer Programs will be controlled in accordance with the procedur
es shown on E&A-RC-QA-FC01
9.
CHANGES TO EXISTING DOCUMENTS AND REQUESTS FOR NEW DOCUMENTS
9.1
Document change requests, and requests for new documents shall b
e generated following Flowchart E&A-RC-QA-FC01.
Minor changes may be issued via the Document Change Note see For
m E&A-RC-QA-FRM01. Changes shall be authorized by the same authority that author
ized the original document.
9.2
When a new revision is issued to registered holders they shall b
e issued the new revision upon presentation of the old version, or satisfactory
proof that the old version
has been destroyed or marked Superseded.
See Form E&A-RC-QA-FRM02
.
10.
ATTACHMENTS
10.1
Flowchart E&A-RC-QA-FC01
ing Document Procedure
10.2
Flowchart E&A-RC-QA-FC02
ernal Documents
10.3
Form E&A-RC-QA-FRM01
10.4
Form E&A-RC-QA-FRM02
10.5
Form E&A-RC-QA-FRM03
10.6
Form E&A-RC-QA-FRM04
-

New Document and Change to Exist

Procedure for the Control of Ext

Document Change Note (DCN)

Controlled Document Receipt
Incoming Correspondence Log
Outgoing Correspondence Log