Project:
Location:
Client logo
Project:
Location:
DOC No:
...................................
PAGE:
05 including this cover
REV0
JOB No: ............................................
DOCUMENT TITLE:
PROCEDURE OF DOCUMENT CONTROL
REVISION
REVISION NO.
DESCRIPTION
DATE
Issue for reviewing
Remarks:
Prepared by
Checked by
Name:
Name:
Signature:
Signature:
Date:
Date:
TABLE OF CONTENTS
1
Project:
Location:
1.
PURPOSE.................................................................................................................................2
2.
SCOPE......................................................................................................................................2
3.
REFERENCE............................................................................................................................2
4.
DEFINITION............................................................................................................................2
5.
DOCUMENT CONTROL PROCEDURE................................................................................2
5.1
Internal document control..................................................................................................2
5.2
External document control.................................................................................................3
ATTACHMENTS.........................................................................................................................4
Attachment 1: Document Revision History.............................................................................4
Attachment 2: Distribution List................................................................................................4
Attachment 3: List of External Document................................................................................4
Project:
Location:
1. PURPOSE
This document defines the responsibilities and methods for preparation, revision, control, and
release of all Document created by PENJICO and its subcontractors.
2. SCOPE
This procedure covers all documents produced by PENJICO and its subcontractors.
Document controller and any relevant personnel are responsible for this document.
3. REFERENCE
4. DEFINITION
Document controller is not only one who assigned to do so, but also one who manages in the
assigned field, i.e. Site Supervisor must response for controlling any site records which he
supervises.
Manager is one who responses for checking, correcting or approving the document, i.e.
Construction Manager will response for checking, correcting and approving Method Statement
prepared by his staffs.
5. DOCUMENT CONTROL PROCEDURE
5.1 Internal document control
When a request of preparation/modification of document is receipt, it will, if approved by
manager, be transferred to relative division to review.
Project:
Location:
A draft document is created for reviewing and approving by the manager. If this is a revision, a
copy is also given to the originator for reviewing to assure that the content accurately reflects the
intent of the originators document.
A draft document will be deemed to be approved if there is not responsibility from manager
within 14 days from the date draft document is released.
If the draft is not approved, it will be sent back to the requester with an explanation of the
necessary changes to allow approval.
If the draft is approved, a document control number will be assigned in accordance with the
document system of project, which includes revision at the end of document number. The draft is
assigned as revision 0.
Upon issuance of a document control number, the number and name will be added to the control
system (or a document control file). Evidence of review and approval is indicated in the Approval
field in the header of the document.
The controller is responsible for updating the document revision history as attached form. The
document revision history includes the current document name, number and revision, the number
of controlled copies that exist, and where they are located.
All previous versions of the controlled document (both electronic and hard copy) will be
destroyed and replaced by the newest one.
The document controller will forward all revisions of the document on to the relevant department
for storage.
The manager will ensure that interested parties/relevant personnel are notified of all approved
documents and network location of the electronic controlled version. Any required hard copy
documents are distributed according to an established distribution list (as the attachment) to
ensure available at the location where the activity will be performed. The change is
communicated by posting a Change Notification form (attachment) communicating that a change
has occurred, the nature of change, and the date it is effective.
Project:
Location:
5.2 External document control
External document is the one which is prepared and issued by other devisions/parties.
External document which requires to be controlled will be documented on List of External
Documentation (attached form) by the controller.
ATTACHMENTS
Attachment 1: Document Revision History
No.
Document No.
Name of
Revision
Document
Revision
Location of
Date
Document
Attachment 2: Distribution List
No.
Document
Name of
No.
Document
Administration
The
The
Relevant
Vendor
Employer
Engineer
SubContractor
Attachment 3: List of External Document
No
Document
Name of
No.
document
Received Receive from
The
The
date
Employe Enginee
r
Location
Subcontracto
r /Vendor
of
Document
Remarks: Relevant parties set in Attachment 2 and 3 may be changed in compliance with
purpose of issuance.
