1.

INTRODUCTION
This procedure describes the specific working methods which will be used to
carry out the document controlling system in this project.
2. PURPOSE/SCOPE
2.2 General Description
The purpose of this procedure is to describe the measures and ways of proper
distribution, movement and keeping of all documents in this project with the
responsibility of the document control management.
This procedure defines the mechanism for controlling project documents. The
purpose of this procedure is to ensure that those personnel requiring access to
project documents will have the most up-to-date revisions and are aware of the
document control process.
The procedures set forth on this document is in compliance with the
(company) quality management system and relevant international standards.
2.3 Reference
2.3.1 Project Quality Plan
2.3.2 International Standards
2.4 Definition
o

Document control is a function or department which keep track of all

documentation, specifications and processes. The purpose is to ensure is
everyone uses the correct and most current processes and specifications.

The document control function has the responsibility to manage document

flow and storage in an organization through various functions and processes.

Document controller is a person who manages all the documents of an

organization for a project or a whole organization.

2.5 Responsibilities
o

Project Manager will be responsible for reviewing all contract

documentation and assessing any further information required to complete the
project.

Document control responsible for documentation and filing system.

Distribute all docs to the concerned personnel maintain and efficient project
related document control register etc.

2.6 Procedures/Methodology
o

The document control management representative shall be responsible for

coordinating, developing, issuing and controlling project or
organization documents.

Procedures shall be in a format that is consistent with other

controlled documents.

The document control representative shall maintain a master log of project

or organization documents.

The documents to be controlled are; contract documents, shop drawings,

material submittal, inspections, request for information, correspondence etc.
The particular documents shall be kept separately in a clearly labeled file. The
document control representative shall ensure all documents are kept within
one location and immediately be accessible.

Each area or department body should maintain an updated log of all

project organization documents relevant to their area, as applicable.

Relevant documents are available at the locations where they are needed.

Personnel or staff ensures current revisions are available and used.

The project manager and technical manager shall review and approve
changes to project documents.

All controlled documents shall be marked with the words

CONTROLLED DOCUMENTS.

Controlled documents shall be placed on the box files, computer system or

in a programme for system archiving and to make sure an easy access once
needed.

All controlled documents issued by the document control management

representative shall be recorded on a master log sheet.

The document control management shall provide noticed to affected

personnel to ensure that they are aware of the new or revised document and
issue controlled copies of those documents to the appropriate personnel.

All documents not marked with the words CONTROLLED DOCUMENT

shall be considered uncontrolled and if found at personnel hands it shall be
withdrawn and stamp as uncontrolled copy.