DOCUMENT CONTROL PROCEDURE

(ISO 9001 Ref. 4.5, 4.8, 4.16)

TABLE OF CONTENTS

1.0 INTRODUCTION

1.1 Scope
1.2 Objective
1.3 Definitions
1.4 Responsibility
1.5 References

2.0 DESCRIPTION

2.1 General
2.2 External Document Receipt
2.3 External Document Registration
2.4 External Document Tracking/Distribution
2.5 Internal Document Registration
2.6 Internal Document Tracking/Distribution
2.7 Document Transmittal (external)
2.8 Document Transmittal (on-site)
2.9 Drawing Control
2.10 Document Preparation
2.11 Document Types and Codes
2.12 Document Numbering
2.13 Document Checking
2.14 Document Approval
2.15 Document Revision
2.16 Document Status
2.17 Controlled/Uncontrolled Documents
2.18 Document Retention
2.19 Document Archives
2.20 Quality Records
2.21 As-Built Documents
2.22 Codes and Standards

AB.0000.PC.28.003 Rev 6 Page 1 of 23

AB.0000.PC.28.003 Rev 6 Page 2 of 23
 2.23 Correspondence Control
2.24 Correspondence Filing
2.25 Use of Couriers
2.26 Verification

3.0 APPENDICES

Appendix 1 Incoming Document Register

Appendix 2 Incoming Document Tracking List
Appendix 3 Document Register (internal)
Appendix 4 Document Issue List
(internal)
Appendix 5 Document Transmittal
Appendix 6 Transmittal Register
Appendix 7 Procedure Table of Contents
Appendix 8 Document Front Sheet
Appendix 9 Discipline\Interdiscipline Routing
Sheet

AB.0000.PC.28.003 Rev 6 Page 3 of 23

1.0 INTRODUCTION

1.1 Scope

The scope of this procedure covers all elements necessary for control of Seaway
(UK) produced documents, the receipt of client documentation and to explain the
method of control used to register, distribute, file, revise, prepare and transmit
documents.

1.2 Objective

The objective is to ensure that an adequate consistent system of controlling

documents is maintained.

1.3 Definitions

Controlled Copy - Copy of a document of which, when the

document is revised, the holder requires a copy
of the revision.

Document - Engineering related documents eg. drawings,

specifications, procedures.

- National and International Codes and Standards.

- Quality and Safety Documents.

- Inspection and Test Records.

- Operational Manuals.

Correspondence - Letters, telefaxes and telexes.

All other definitions are defined in the Seaway (UK) Ltd Quality Assurance
Manual - AB0000.MA.28.001.

1.4 Responsibility

All Project and Department Managers are ultimately responsible for the control
of documentation within their Project/Department and with compliance to this
procedure.

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AB.0000.PC.28.003 Rev 6 Page 5 of 23
 The Document Controller is responsible to the Quality Assurance Manager for
the implementation of this procedure. The effectiveness of the procedure shall
be audited by the Quality Assurance Manager.

Deviations from and revision to this procedure shall be the responsibility of the
Quality Assurance Manager.

1.5 References

Audit Procedure - AB.0000.PC.28.007

Treatment of Non-Conformances
and Corrective Actions - AB.0000.PC.28.006

Quality Assurance Manual - AB.0000.MA.28.001

2.0 DESCRIPTION

2.1 General

It is a requirement both of the current ISO 9001 and the Seaway (UK) Ltd
Quality System that documents are received, distributed, prepared, amended,
approved and transmitted in a standard, controlled manner.

2.2 External Document Receipt

Documents shall be received from external sources and passed to the addressee.

The addressee normally the Project or Department Manager will give the
documents to the Document Controller or Project/Department Secretary for
checking against the transmittal prior to registration.

Incoming tender documents are controlled by the Bid Co-ordinator. The detailed
method is explained in the Tendering and Commercial Manual
AB.0000.MA.25.001.

2.3 External Document Registration

Documents shall be logged into the system by the Document Controller on the

AB.0000.PC.28.003 Rev 6 Page 6 of 23

 Incoming Document Register a sample of which is contained in Appendix 1.

AB.0000.PC.28.003 Rev 6 Page 7 of 23

 The pertinent information contained in the register is:

- Date
- From (outside source)
- Transmittal Number
- Document Number
- Title/Subject
- Destination (the user)
- Location (the file position within Document Control)

The register is multi document.

2.4 External Document Tracking/Distribution

All documents once logged in to the system shall be tracked by use of the
Incoming Document Tracking List for which a sample format is contained in
Appendix 2.

This allows document control to account for the recipients of all documents and
act as a record of receipt.

2.5 Internal Document Registration

All Seaway (UK) Ltd created documents shall be given a number in

accordance with 2.12 of this procedure.

The Document Controller shall allocate numbers from the project or department
registers for all Seaway (UK) Ltd produced documents with the exception of
drawings. (A sample form is contained in Appendix 3).

Drawing numbers and registers shall be administered by the Lead CAD

Draughtsperson.

2.6 Internal Document Tracking/Distribution

The Document Controller shall produce a Document Issue List for each
document as a record of issue and receipt. A sample form is contained
in Appendix 4.

AB.0000.PC.28.003 Rev 6 Page 8 of 23

2.7 Document Transmittal (external)

All documents which are going to an external source either a client vessel, or site
location shall be accompanied by a Transmittal Note, an example of which is
contained in Appendix 5.

The Document Controller shall allocate a transmittal number from the transmittal
register (Appendix 6).

Each Project and Department will have their own transmittal register maintained
by the Document Controller (or secretary).

The Document Controller shall make all necessary arrangements for

transportation of documents on the instruction of the Project/Department
Managers having been advised of the most cost effective method.

2.8 Document Transmittal (on-site)

Where there is a requirement for a site or vessel to issue documents on

transmittals, Document Control (office) will allocate a block of numbers from
the particular project register. The Site Controller shall maintain a register (using
same format) of all issued transmittals, and on a weekly basis return a copy of all
transmittals issued to the office Document Controller for update of the Master
Register.

2.9 Drawing Control

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AB.0000.PC.28.003 Rev 6 Page 9 of 23

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AB.0000.PC.28.003 Rev 6 Page 11 of 23

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AB.0000.PC.28.003 Rev 6 Page 12 of 23

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The deviations are summarised as follows:-

Drawing Sheet types

Layering Conventions
Drawing format styles

AB.0000.PC.28.003 Rev 6 Page 13 of 23

 Establishment of customised library system
Establishment of back-up routines and archive system
Constituting a disaster recovery plan
Creation of appropriate security system to protect against

a) erasure
b) confidentiality
c) virus contraction

2.9.2 All drawings shall be produced using existing CAD techniques.

Paper Size AO
A1
A2
A3
A4

Plotting parameters A1 - 817 x 570

A3 - 396 x 273
A4 - 265 x 180

Actual plot parameters A1 - 780 x 560

A3 - 360 x 260
A4 - 265 x 180

Plotting registration points A1 - +20, +5

A3 - +28, +5
A4 - +18, -12

2.9.3 A concept design proposal is raised under the TD prefix (tender drawing) and the
drawing receives the standard Seaway presentation format, including the TD
prefix incorporated in the drawing number. The revision status 'ISSUED AS
PROPOSAL' is raised, with revision numbers following from 1, 2, 3 etc. The
drawing also carries a CAD file number which will be registered in the TD
drawing register. The drawing is signed/dated by the design originator and head
of department responsible.

AB.0000.PC.28.003 Rev 6 Page 14 of 23

2.9.4 On the design proposal becoming 'live' the drawing is upgraded to either DR
(Drawing) or SK (Engineering Sketch) document status, and a new original is
produced receiving the standard Seaway presentation format including either the
DR or SK prefix incorporated in the drawing number. The revision status
'ISSUED FOR INTERNAL COMMENT' is raised, with revision numbers
following from 1, 2, 3 etc. The drawing also carries a unique CAD file number
which registers the file number in the DR or SK CAD Directory in preparation
for design analysis. The drawing is signed/dated by the design originator and
Engineer/Project Manager.

2.9.5 The design drawing having been 'cleared' internally, the revision status is raised
to 'ISSUED FOR CLIENT COMMENT/APPROVAL with revision numbers 1A,
2A, 3A etc. The drawing will be signed/dated by the design originator and
Engineer/Project Manager. When the client approves the drawing it will be
returned signed/dated as approved.

2.9.6 On receipt of the clients's approval signature the design drawing is raised to the
revision status 'ISSUED FOR CONSTRUCTION' and the revision number 'O'is
issued. Any modifications, amendments and/or additions to the 'design for
construction' are indicated by a brief description in the revision box, signed and
dated by the draughtsman, design originator and Engineer/Project Manager and
will carry the revision number and construction revision symbol, ()), ie
(A), (B), (C) etc. The reworked areas are indicated on the drawing itself by
'clouding' and using the construction revision symbol ) within the cloud, for the
instruction of the fabricator. In the case where multiple construction revisions
have taken place all previous clouds and symbols are deleted leaving only the
current clouds and symbols on the drawing.

2.9.7 All revisions will be executed with inclusions and new revision numbers etc
annotated, while all previous revisions will be held on hard copy issues only,
with the final revision retained on software tape, as archive files.

2.9.8 A 'live' drawing can be issued at any time during the revision process at the
discretion of the Engineer/Project Manager by using the most appropriate
document control stamps 'UNCONTROLLED COPY' or 'DRAUGHTING IN
PROGRESS' and or 'FOR INFORMATION ONLY'.

2.9.9 As-built drawing documents are required to be produced using the latest
) construction revision of the design drawing, encapsulating all information
contained within that drawing. The revision status is raised to "ISSUED AS-
BUILT", the construction symbol triangle will be hatched solid with no revision

AB.0000.PC.28.003 Rev 6 Page 15 of 23

 No. required.

AB.0000.PC.28.003 Rev 6 Page 16 of 23

 Also the words "As-built" will be shown diagonally over the drawing title
box, in capitals at 45E angle three times larger than the drawing title font.

) When the design drawing achieves "As-built" status the drawing No. prefix
changes to ASB ie.

AB6500-DR-20-001 changes to
AB6500-ASB-20-001

and the cad file No. remains under the project file No., ie. 6500-001.

NB. Changes in the design beyond ASB requires to be executed

under a new DR file, and under no circumstances will the ASB
file receive a revision.

2.9.10 In respect of all drawings issued by CAD personnel, all hard copy issues
will be retained on file in the appropriate drawing registers. The only exception
to this procedure will occur when the company require to present 'an original'
document and/or the original is required as part of a presentation in both cases a
photocopy will be retained in the drawing register.

2.10 Document Preparation

2.10.1 General

Seaway (UK) Ltd shall produce documents as far as is practical in a standard

uniform manner as detailed below. These formats and layouts shall apply if the
client is not specific.

2.10.2 Specifications

The structure of specifications cannot be rigid but the following guidelines and
sections should be addressed.

1.0 Introduction
2.0 Definition
3.0 Specification (Scope of Work)
4.0 Material Requirement
5.0 Equipment Requirement
6.0 Drawing Index

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 7.0 Specification Index
8.0 References
9.0 Appendices

1.0 Introduction

This should be a general pre-amble highlighting any areas which should be

particularly addressed.

2.0 Definition

Definitions explaining the exact meaning/terminology as used in the particular

specification.

3.0 Specification (Scope of Work)

The specification shall be a precise statement of the minimum requirements

related to the scope of the specification, independent of who shall carry out
specific tasks or how contracts shall be written.

The specifications shall have the following characteristics:

* It shall have a precise listing of other standards, codes and/or other

specifications which are referenced, and thus are part of the subject
specification.

* The precedence of standards, codes or other specifications should be clear.

* To the maximum extent possible it shall utilise recognised industry codes and
standards which are generally known. Only changes to these codes and
standards or information needed in the codes, or elimination of alternatives
should be included.

* Information or requirements contained in the reference codes and standards

shall not be repeated in the specification.

* The specification shall have an orderly format with sections specifying related
requirements such as:

- Engineering
- Procurement

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AB.0000.PC.28.003 Rev 6 Page 19 of 23
 - Inspection & Testing (In Process)
- Fabrication & Test
- Assembly & Test
- Inspection & Test Acceptance (Final)
- Commissioning
- Installation & Test
- Handling, Storage, Shipping & packaging
- Load out
- Lifting
- Vessels
- Quality Assurance
- Safety
- Maintenance
- Documentation
- Certification
- Third Party Verification

* Requirements in the specification shall be stated once only.

* In general, the specification shall not contain statements such as "contractor

shall...". If the requirement cannot be written without these words, it probably
belongs in the scope of work. Therefore any use of "Contractor shall..." should
be justified.

* The specification shall not imply that a requirement "might be changed".

* It should not do a potential contractor's work for him. He will ultimately have
to carry out and be responsible for his own engineering within the minimum
requirements stated in the specification. Detailed construction procedures
should be included only when they are the only acceptable procedures.

* Information to the Contractor which is for his assistance only should not be
given in the specification.

* Instructions relating to tender preparation should not be given in the

specification.

4.0 Material Requirement

This section shall specify the material requirements by national or international

codes, standards and grades.

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AB.0000.PC.28.003 Rev 6 Page 21 of 23
 5.0 Equipment Requirement

This section shall specify any special equipment to be used to assist, aid or test
all phases of the work scope.

6.0 Drawing Index

List of associated drawing to be read in conjunction with the specification.

7.0 Specification Index

List of all other interface specifications.

8.0 References

This section should include a list of relevant codes, standards and legislative
documents.

9.0 Appendices

All appendices should be listed and if possible pro-forma's should be completed

as working examples to clarify their specific use.

2.10.3 Manuals and Procedures

All Seaway (UK) Ltd Company, department, or discipline manuals and

procedures shall be produced in the following structure.

Table of Contents

1.0 Introduction
2.0 Section
3.0 Section
4.0 Etc.

Appendix 1 Description
Appendix 2 Description
Etc

AB.0000.PC.28.003 Rev 6 Page 22 of 23

 Explanation of the Table of Contents

1.0 Introduction - The introduction is further broken down to cover quality

assurance standards into:

1.1 Scope - This shall be a general statement covering the outline

function of the manual.

1.2 Objective - This shall describe the aim of the manual.

1.3 Definitions - This shall define all terminology which may be

ambiguous.

1.4 Responsibility - This indicates who is responsible for the execution and
who has the authority to change or deviate from the text.

1.5 References - This shall list all other documents which have a bearing
on the subject of the manual.

2.0 Sections - Sections are created to cover the individual elements of

operations or methods.

The number of sections are equal to the number of elements.

All sections shall carry the section number and be paginated in the footer of each
page. Page numbering will take the from of Page X of Y.

Appendix - Appendices should be included wherever possible as working

examples. A list of appendices is contained in the Table of Contents.

2.10.4 Work Instructions

Work Instructions are developed at project level, their function being the method
and execution of a task or sequence of tasks to complete a particular operation.

Work Instructions are generally structured as follows:

Table of Contents

1.0 Introduction
2.0 Principals and Execution

AB.0000.PC.28.003 Rev 6 Page 23 of 23

 3.0 Equipment List
4.0 Drawings List
5.0 References
6.0 Appendices

Explanation of the sections of the table contents has been given previously.

Work Instructions should be kept concise and clear so further abbreviations on

the Table of Contents is permissable.

2.10.5 Guidelines for calculations

All calculations produced by Seaway (UK) Ltd Personnel shall be performed as

follows:-

Hand Calculations

All calculations shall be clear and sufficiently documented to allow easy future
retrieval and review, should this be necessary. Hand calculations shall indicate,
as a minimum, the subject, the engineer's name, date of calculation, relevant code
or standard, pertinent identification and code number assigned, checker's initials
and sheet number.

Computer Calculations

For computer calculations, a summary sheet shall be prepared showing run

number, software identification, critical classification, date and engineer's initials
in addition to the results of the calculations. When feasible runs shall be checked
by hand calculation using approximate methods. Final runs and hand checks
shall be filed with the project documents.

Calculation Checking and Records

Calculations shall be checked by an Engineer from the same discipline. In a

small project this may be the Project Manager. The calculation sheets shall be
signed by the checker.

Calculations shall be carried out as necessary during the detailed design. If

drawing approval is likely to be dependent on certain calculations then these
calculation shall be available for cross reference by the checker.

AB.0000.PC.28.003 Rev 6 Page 24 of 23

AB.0000.PC.28.003 Rev 6 Page 25 of 23
 All principal calculations shall be filed and shall subsequently form a permanent
record of the work that has been carried out.

Checked calculations sheets shall be retained by the Project Engineers and shall
form part of the "as built" documentation package for record purposes.

2.11 Document Types and Department Codes

Engineering documents and their unique abbreviations are as follows:

AR - Audit Report
CR - Close Out Report RI - Risk Analysis
DC - Design Calculations SA - Safety Plan
DI - Discipline Instructions SC - Sub Contract
DR - Drawings SF - Standard Forms
ED - Enquiry Documents SK - Sketches (Studies etc.)
GE - General Equipment SP - Specifications etc.
IR - Inspection Report SQ - Subcontract Quotes
LE - Letter SV - Scrap View
MA - Manual TC - Tender Correspondence
PC - Procedures TD - Tender Drawings
PI - Particular Instructions TE - Tenders (Bids)
PR - Proposals TF - Telefax
PT - Presentations TI - Tender Invitation
PU - Publication TM - Transmittals
QA - Quality Assurance VI - Vessel Instructions
RE - Reports VN - Variation Initiation
VR - Visit Report Note
TX - Telex WI - Work Instructions
QC - Quality Control

Note: The Quality Assurance Department is responsible for issuing codes

through Document Control.

Additional document types may be required to cover all operations, these shall
be added to the existing list by way of IOM's and included in the next revision
of this procedure.

The following department codes shall be used in document numbering.

AB.0000.PC.28.003 Rev 6 Page 26 of 23

 Department Code

Engineering (incl Inspection) 20

Operations (incl. Welding Quads 21

Vessels, Marine & Diving)

Department Code

Personnel 22
Logistics & purchasing 23
Marketing & Sales 24
Tendering & Commercial 25
Administration 26
Finance (incl. Payroll) 27
Quality Assurance 28
Safety 29
Executive 30

Department codes are issued and revised by the Financial Controller.

2.12 Document Numbering

All documents shall be numbered in a uniform manner as follows.

The number structure is:

AB0000 TM 28 001 XX
. . . . .
. . . . ...... Additional Facility
. . . .
. . . .......... Sequential No
. . .
. . ............... Department Code
. .
. .................... Document Type
.
. . . . . . . . . . . . . . . . . . . . . . . . . . Base Document, Project or ITT No.

AB.0000.PC.28.003 Rev 6 Page 27 of 23

 The additional facility may be used to accommodate revision status or
subsequent submissions of the same document.

2.13 Document Checking

All documents shall be checked by a responsible Seaway (UK) Ltd person

whether intended for internal or external use.

All documents which are produced shall have a "check print" circulated to the
discipline or other disciplines as determined by the document originator.

The "check print" will be recognised by a red stamp marked "check print".

Only comments added to the check print shall be incorporated into the final
document.

It is the responsibility of the document originator to ensure the co-ordination and

compliance to this procedure.

N.B. For the purpose of "joint venture" agreement the "partners" shall be
considered to be a further discipline within Seaway (UK) Ltd.

A discipline/interdiscipline routing sheet (Appendix 9) may be used for control

of the checking/comment cycle. Alternatively the document may be marked
accordingly to indicate the persons who are part of the check circle.

2.14 Document Approval

All Seaway (UK) Ltd produced documents shall be approved by the person
responsible for the document or set of documents.

This would normally be a Director, Project or Departmental Manager dependant

on the operational function of the document eg. Corporate, Operational or
Departmental.

The Approval Signature makes the document binding and contractual.

The Standard Front Sheet (AB.0000.SF.28.031) is used as the record of the

document originator, checker and approver. (Appendix 8)

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AB.0000.PC.28.003 Rev 6 Page 29 of 23
2.15 Document Revision

Documents shall be revised by the same discipline as the originator and shall
follow the same routing of checking and approval as the original document.

Revised documents, drawings etc shall be clearly marked to indicate the revised
area or text.

Drawings shall have a triangle with the revision number inserted as near as
practical to the changed area, this applies only to drawings issued for
construction.

Text will be indicated by a delta symbol in the left hand margin.

The originator of a revised document, drawing etc. shall instruct all holders of
controlled documents by Transmittal to destroy the previous issues.

Where this does not apply, the note on the Transmittal shall be crossed out.

It is the document holders' responsibility to ensure that only the latest revision is
available at the "work station".

Revised documents shall be retained along with the Master for

historical purposes.

2.16 Document Status

All produced documents shall clearly indicate their status (Revision).

Documents which are required to have their status shown are drawings, work
instructions, procedures, manuals.

Tender documents are issued with status, this is detailed in the Tendering and
Commercial Manual AB.0000.MA.25.001.

Work Instructions and Procedures

Work instructions and procedures shall adopt the same status system which is:

AB.0000.PC.28.003 Rev 6 Page 30 of 23

 Internal Comment/Approval - document stamped "Draft Check Copy".
Approved for Internal use - 0,1,2,3, etc.
Issued to client for Approval - 1A, 2A, 3A, etc.
Client Approved for use - 0,1,2,3, etc.

Manuals

Manuals follow the same status system as above but have, because of the
possible volume, the facility to re-issue individual sections which in addition to
the whole number status carry a lower case alphabetic suffix.

eg. Manual Rev. 1 Section 2, 1a, 1b, etc.

The Table of Contents Lists the individual section status, this allows an individual
section and revised Table of Contents to be re-distributed if necessary.

When a manual is next updated for operational or regulation reasons, it will be

issued with all sections and manual as the same status.

2.17 Controlled/Uncontrolled Copies

Controlled copies of documents are issued internally and to offsite Seaway (UK)
Ltd personnel, these shall be updated by Document Control.

A register of holders of Controlled Documents shall be maintained by Document

Control.

Uncontrolled copies are recorded by Document Control but any future revisions
are not forwarded to the holders.

For ease of identification controlled documents carry a Red "S" Logo,

uncontrolled copies will have a Black "S" Logo with the exception of drawings.

For operational reasons (site issue etc) in the event that "Red S" paper is not
available or impractical the copies shall be rubber stamped or otherwise identified
"Controlled" or "Uncontrolled".

AB.0000.PC.28.003 Rev 6 Page 31 of 23

2.18 Document Retention

Project documentation shall be controlled and retained by Document Control

until compilation and handover to clients in "As built" or "Certification"
packages.

Should there be a requirement either contractually or legally to retain documents,

records, videos etc for a specified period, these shall be retained by Document
Control with the place of retention recorded.

The actual period of document retention shall be agreed with Clients upon
Contract Award.

Documents shall be registered by Document Control until the warranty

period has been reached.

Revised documents shall be retained by Document Control untilproject close out.

Where the project or department retain documents, they shall assume

this responsibility.

Corporate documents e.g Personnel Training, Quality Records etc, shall be

retained for a minimum of five years in a secure area.

2.19 Document Archives

Department or Projects which require documents to be archived shall instruct

Document Control via the transmittal note system.

The instruction (transmittal) should indicate clearly the requirement ie Secure and
Fireproof, Environmentally Protected etc.

The Document Controller shall return a copy of the TM to the originator as a

record of archiving location of documents.

2.20 Quality Records

Quality Records identification, collection, indexing, filing storage, maintenance

and disposition shall be the responsibility of the originating department or
project.

AB.0000.PC.28.003 Rev 6 Page 32 of 23

AB.0000.PC.28.003 Rev 6 Page 33 of 23
 Quality Records shall be securely filed to enable retrieval when they are to be
collated into the "as built" documentation.

The Inspection Department shall accept project or company Q.C. Reports,

Records, Videos etc as a central control point, these shall be passed to the
Inspection Department via the transmittal note system.

2.21 As-Built Documents

The contents of an as-built certification package is usually determined by the

contract, but the following list shall be indicative:-

- Quality Assurance Manual

- Quality Procedures
- Operational Manuals & Procedures
- Quality Assurance Plan
- Quality Control Plan
- Purchase Orders
- Subcontract Agreements
- Quality Control Records
- N.D.T. Records
- Inspection Release Certificates (Seaway UK)
- Test Reports & Data, Videos etc
- Diving Log
- As-Built Drawings
- Q.C. Drawings (Weld & Materials)
- Material Certificates
- Certificates of Conformance
- Third Part Acceptance Certificate
- Internal & External Audit Reports
- Non Conformance Reports

Note: All as-built documents are to be controlled.

2.22 Codes and Standards

Seaway (UK) Ltd is a member of the British Standards Institute which it utilised
for purchase and updating of national and international codes and standards.

AB.0000.PC.28.003 Rev 6 Page 34 of 23

 A limited number of standards are retained and controlled by the Document
Controller.

Safety rules and regulations are retained and controlled by the Safety Manager.

2.23 Correspondence Control

Incoming

All incoming correspondence is logged into the system by the Office Services
Assistant (O.S.A.) a standard form AB.000.SF.00.039 is used for this purpose.

The O.S.A. then distributes the correspondence to the Project Manager.

Each Project or Department Manager maintains a correspondence register for the

purpose.

Outgoing

All out going correspondence follows the process:- raised by Project/Department

Manager - number allocated by secretary - register /updated - passed to
reception for despatch.

All incoming and outgoing correspondence is sequentially numbered from the

central register, which acts as the tracking record for internal and external
recipients.

2.24 Correspondence Filing

The Company's departments operate with a standard filing index maintained

by each department secretary.

When projects are required for operational reasons to develop their own index,
the index and files shall be maintained by the Project Secretary.

2.25 Use of Couriers

Where there is a requirement and authority has been given by the

Project/Department Mangers documents shall be transmitted via an external
courier, this activity is co-ordinated by the Purchasing and Logistics Department
which/shall maintain records.

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AB.0000.PC.28.003 Rev 6 Page 36 of 23
2.26 Verification

The quality control of documents shall be recorded by the retention of check

copies and amendments along with the master copy for verification purposes.

The originating project/department is responsible for the retention of these

copies. Their location shall be recorded by Document Control.

AB.0000.PC.28.003 Rev 6 Page 37 of 23

3.0 APPENDICES

Appendix 1 Incoming Document Register

Appendix 2 Incoming Document Tracking List

Appendix 3 Document Register (internal)

Appendix 4 Document Issue List (internal)

Appendix 5 Document Transmittal

Appendix 6 Transmittal Register

Appendix 7 Procedure Table Of Contents

Appendix 8 Document Front Sheet

Appendix 9 Discipline/Interdiscipline Routing Sheet

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 APPENDIX 1

INCOMING DOCUMENT REGISTER

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 APPENDIX 2

INCOMING DOCUMENT TRACKING LIST

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 APPENDIX 3

DOCUMENT REGISTER (internal)

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 APPENDIX 4

DOCUMENT ISSUE LIST (internal)

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 APPENDIX 5

DOCUMENT TRANSMITTAL

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 APPENDIX 6

TRANSMITTAL REGISTER

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 APPENDIX 7

PROCEDURE TABLE OF CONTENTS

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 APPENDIX 8

DOCUMENT FRONT SHEET

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 APPENDIX 9

DISCIPLINE\INTERDISCIPLINE ROUTING SHEET

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