ALMANSOORI SPECIALIZED ENGINEERING

HEALTH, SAFETY, ENVIRONMENT & QUALITY IMSP : 02

INTEGRATED MANAGEMENT SYSTEM PROCEDURE MANUAL REV : 02

PAGE : 2 OF 4
TITLE: RECORDS DATE : 01 / 10 / 2009

CONTENTS

1.0 PURPOSE

2.0 SCOPE

3.0 RESPONSIBILITY

4.0 PROCEDURE

4.1 CONTROL OF RECORDS

4.1.1 FILING, INDEXING, STORAGE, AND RETENTION

4.1.2 ACCESS

4.1.3 DISPOSAL OF RECORDS

 ALMANSOORI SPECIALIZED ENGINEERING
HEALTH, SAFETY, ENVIRONMENT & QUALITY IMSP : 02

INTEGRATED MANAGEMENT SYSTEM PROCEDURE MANUAL REV : 02

PAGE : 3 OF 4
TITLE: RECORDS DATE : 01 / 10 / 2009

1.0 PURPOSE

1.1 The purpose of this procedure is to ensure that all records are kept and maintained to
demonstrate the implementation of the HSEQ Integrated Management System effective and
that services conform to specified requirements.

2.0 SCOPE

2.1 The scope of this procedure shall be to cover all Company HSEQ Integrated Management
System Records.

3.0 RESPONSIBILITY

3.1 It shall be the responsibility of all Divisions Managers to maintain their Records pertaining to
their departments in compliance with this procedure and in conjunction with the HSEQ
Department.

4.0 PROCEDURE

4.1 CONTROL OF RECORDS

4.1.1 FILING, INDEXING, STORAGE, AND RETENTION

4.1.1.1 Divisions Managers shall develop and implement a system for filing and indexing in such a
way that the Records pertaining to their department are easily retrievable, accessible, and
legible.

4.1.1.2 All Records shall be stored in a suitable manner to prevent loss, damage, and deterioration
during all retention periods.

4.1.1.3 Records shall be stored by each division and shall be archived as per 4.1.1.1 of this
procedure.

4.1.1.4 Unless otherwise stated the retention period for each division, for all quality records, shall be
for the period of contract duration plus one year.

4.1.1.5 All Manuals, Specifications, Operational Manuals and catalogues shall be retained
indefinitely or until replaced through revisions or updates.
 ALMANSOORI SPECIALIZED ENGINEERING
HEALTH, SAFETY, ENVIRONMENT & QUALITY IMSP : 02

INTEGRATED MANAGEMENT SYSTEM PROCEDURE MANUAL REV : 02

PAGE : 4 OF 4
TITLE: RECORDS DATE : 01 / 10 / 2009

4.1.1.6 Maintenance records shall be retained for the period of equipment life.

4.1.1.7 HSEQ Department records shall be retained for a minimum of five years and faxed
documents on thermal paper shall be copied onto plain paper and then stored accordingly.
Faxed documents through internet computer system shall be saved in computer and copy in
the fax master file.

4.1.2 ACCESS

4.1.2.1 Records shall be available to the customer or customer’s representative, where agreed
contractually or documents relating to contract for evaluation and to show that AlMansoori’s
System conforms to customer specifications, contract or AlMansoori HSEQ Integrated
Management System.

4.1.3 DISPOSAL OF RECORDS

4.1.3.1 It is the responsibility of the Division Manager in conjunction with HSEQ Department to
decide how to dispose off Records at the end of retention period.