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    QACON 04-Control of Documents and Archieving

    Uploaded by

    Kannan Murugesan
    This document outlines quality assurance procedures for controlling documents and archiving at a company. It assigns responsibilities for document control to the project manager, document controller, and QA/QC engineer. It describes procedures for listing, preparing, approving, distributing, filing, and archiving documents during a project. Upon project completion, the project manager and document controller are responsible for archiving project documents and sending them to the company's main archiving section.

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    © All Rights Reserved
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    QACON 04-Control of Documents and Archieving

    Uploaded by

    Kannan Murugesan
    106 views3 pages
    This document outlines quality assurance procedures for controlling documents and archiving at a company. It assigns responsibilities for document control to the project manager, document controller, and QA/QC engineer. It describes procedures for listing, preparing, approving, distributing, filing, and archiving documents during a project. Upon project completion, the project manager and document controller are responsible for archiving project documents and sending them to the company's main archiving section.

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    QACON 04-Control of documents and Archieving

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    This document outlines quality assurance procedures for controlling documents and archiving at a company. It assigns responsibilities for document control to the project manager, document controller, and QA/QC engineer. It describes procedures for listing, preparing, approving, distributing, filing, and archiving documents during a project. Upon project completion, the project manager and document controller are responsible for archiving project documents and sending them to the company's main archiving section.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    106 views3 pages

    QACON 04-Control of Documents and Archieving

    Uploaded by

    Kannan Murugesan
    This document outlines quality assurance procedures for controlling documents and archiving at a company. It assigns responsibilities for document control to the project manager, document controller, and QA/QC engineer. It describes procedures for listing, preparing, approving, distributing, filing, and archiving documents during a project. Upon project completion, the project manager and document controller are responsible for archiving project documents and sending them to the company's main archiving section.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    of 3

    Document No.

    : QA/CON/04 -Rev-
    0
    QUALITY ASSURANCE PROCEDURES
    CONTROL OF DOCUMENTS AND ARCHIVING Date of Issue: 22/05/19
    Authority: QA/QC Manager

    CONTROL OF DOCUMENTS AND ARCHIVING

    Purpose

    To ensure that company and project documentation is controlled and filed in a systematic manner, for
    identification, action, easy retrieval and archiving.

    Responsibility

    Project Manager/Document Controller/QAQC Engineer.

    Procedure

    1.1 List of files (project documents) shall be prepared by document controller & categorize the
    documents as follows,

    i) General documents
    ii) Project documents
    iii) Confidential / commercial documents
    iv) Interface documents/Letters

    2.1 Document shall be prepared by the authorized personnel as mentioned in the CQP/PQP and
    reviewed & approved as per client approved CQP/PQP of the relevant project.

    2.2 Documents generated & maintained at specific project sites related are, hard copy after the
    approval of Target/Client (OGC), the approved documents are distributed to the controlled copy holders as
    per the approved distribution matrix & recorded.

    2.3 “Controlled copy” and “Master Copy” shall be stamped in all project documents for all latest
    revision documents prior to distribution to copy holders.

    2.4 Contract/Project related documents which are directly involved to production/project shall be
    “PREPARED”, “REVIEWED” and “APPROVED” by the authorized personnel only as per the approved
    CQP/PQP.

    Page |1
    Document No.: QA/CON/04 -Rev-
    0
    QUALITY ASSURANCE PROCEDURES
    CONTROL OF DOCUMENTS AND ARCHIVING Date of Issue: 22/05/19
    Authority: QA/QC Manager

    2.5 None of the project documents shall be submitted to the client without TARGET’s completing
    “PREPARED”, “REVIEWED” and “APPROVED” columns are duly signed in each generated documents.

    2.6 Document controller in the project site shall be responsible to maintain the generated and
    approved documents in category wise in TARGET approved filing system in a rack/DCC with file index and
    register arrangement for easy access, retrieval and verification when and where required and IA and
    external audit purposes..

    2.7 Uncontrolled copy distribution shall not be acceptable at project site unless approved by Project
    manager.

    2.8 All project documents shall be archived upon completion of project one set of documents will be
    handed over to the client.

    2.9 Project Manager & QA/QC Engineer will advise the archieved documents for its disposal and storage
    duration as per contract requirements.

    2.10 All approved RFIs, MAS, MIRs shall be maintained by Document Controller and discipline QA/QC
    Engineer in-charge and log/register shall be prepared in uniform agreed format and keep updated on daily
    basis and circulate to DC & all related discipline Construction Engineer’s & Managers as and when required.

    Communication Procedure & Interface documents

    2.11 At the outset of a Project the Project Manager/Engineer shall inform the Client, Consultant or
    Architect etc. where the project post should be addressed and to whom.

    2.12 All incoming post shall be opened, date stamped whether at Head, or site offices. Any post
    identified for the Project Manager or a high executive and identified as confidential should not be opened.
    All post shall be segregated into departments.

    Page |2
    Document No.: QA/CON/04 -Rev-
    0
    QUALITY ASSURANCE PROCEDURES
    CONTROL OF DOCUMENTS AND ARCHIVING Date of Issue: 22/05/19
    Authority: QA/QC Manager

    2.13 The document controller shall file the communication letters/mail correspondences in outgoing
    register and the reply letter.

    All Correspondence should be copied to the Project Team as necessary however, the responsibility
    for filing a copy lies with the person nominated for maintaining that original master file (DC).

    4.1 Master Contracts File

    Filing Index shall be used to index files. The master files shall be maintained by the Document
    Controller.

    If files are stored away from the main files i.e. surveying files a note stating where these can be
    found shall be made on the index.

    No commercial files & personnel files shall be left unattended on site.

    5.1 Archiving at Project Completion

    The Project Manager in conjunction with the project DC shall be responsible for the
    archiving of project documents.

    After completion of Project, the Project Manager will send all the Project files to the Main
    Archiving Section at the Head Office with a complete list of all files.

    Prepared By Reviewed By

    M.Kannan Rajesh C Menon,

    Site QC Manager Corporate QAQC Manager.

    Page |3

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