KUZMIN – SREMSKA RAČA HIGHWAY PROJECT Doc. No.

: SRK-PRC-002
Rev. Date: 09.12.2020
DOCUMENT CONTROL PROCEDURE Rev. No: 00

REVISION HISTORY

REV. NO REV. DATE REVISED SECTIONS REV. REASON

0 09 December 2020 - -
 KUZMIN – SREMSKA RAČA HIGHWAY PROJECT Doc. No.: SRK-PRC-002
Rev. Date: 09.12.2020
DOCUMENT CONTROL PROCEDURE Rev. No: 00

Table of Contents
1 PURPOSE ....................................................................................................................................... 4

2 SCOPE ............................................................................................................................................ 4

3 DEFINITIONS & ABBREVIATIONS .................................................................................................... 4

4 REFERENCES................................................................................................................................... 4
5 RESPONSIBILITIES .......................................................................................................................... 5
5.1 PROJECT DIRECTOR ............................................................................................................................................................... 5
5.2 QA/QC MANAGER ................................................................................................................................................................. 5
5.3 QA/QC ENGINEER .................................................................................................................................................................. 5
5.4 DCC (DOCUMENT CONTROL CENTER) ................................................................................................................................... 5

6 DOCUMENT CONTROLLING ............................................................................................................ 5

6.1 PREPARATION OF DOCUMENT .............................................................................................................................................. 5
6.2 IDENTIFICATION, CODING & NUMBERING OF DOCUMENTS ................................................................................................. 6
6.3 SUBMISSION OF DOCUMENTS .............................................................................................................................................. 8
6.4 REVISION & CANCELLATION OF DOCUMENTS ....................................................................................................................... 9
6.5 DOCUMENT TRACKING & STORAGE ...................................................................................................................................... 9
6.6 RFI IDENTIFICATION, CODING & NUMBERING....................................................................................................................... 9

7 FINAL DOCUMENTATION ............................................................................................................... 9

7.1 PRECEDINGS DOCUMENTATION ........................................................................................................................................... 9

7.1.1 Material documentation ............................................................................................................................................................. 9

7.1.2 Documentation on periodic inspection of measuring and control equipment - calibration certificates ................................... 10

7.1.3 Methodologies on performing works ........................................................................................................................................ 10

7.1.4 RFI (Request for Inspection) ...................................................................................................................................................... 10

7.2 DOCUMENTATION CONSISTING OF REPORTS ON TESTS DURING THE EXECUTION OF WORKS .......................................... 10
7.3 DOCUMENTATION OF PERFORMED WORK ......................................................................................................................... 10
7.4 ARCHIVING OF FINAL DOCUMENTATION ............................................................................................................................ 11

8 ATTACHMENTS ............................................................................................................................ 12
 KUZMIN – SREMSKA RAČA HIGHWAY PROJECT Doc. No.: SRK-PRC-002
Rev. Date: 09.12.2020
DOCUMENT CONTROL PROCEDURE Rev. No: 00

1 PURPOSE

The purpose of this document is to provide information about the methods for preparation, review,
approval, distribution and revision of documents for the Kuzmin – Sremska Raca Highway Project

2 SCOPE

This document is intended to be a guidance which provides information about document controlling
system including preparation, identification, coding&numbering, submission, revision, tracking and
storage.

3 DEFINITIONS & ABBREVIATIONS

Definitions:

Document: A document is a content file that has information in a structured or unstructured format.
It is an editable file and can be stored as paper or digitally. Documents can be changed and revised as
needed.

Record: Records are historical files that provide “proof of existence.” They are used to prove a state
of existence of the activity. document stating results achieved or providing evidence of activities
performed

For example, an empty form is a document and then after it is filled in becomes a record.

In this procedure document/record will be mentioned as `document` generally.

Abbreviations:

DCC: Document Control Center

ITP: Inspection & Test Plan
MAR: Material Aproval Request
MS: Method Statement
NCR: Non Conformance Report
QA/QC: Quality Assurance / Quality Control
QCP: Quality Control Plan
QAP: Quality Assurance Plan
RFI: Request For Inspection
RFA: Request For Aproval
SR: Survelliance Report

4 REFERENCES

ISO 9001:2015 Quality management systems — Requirements

 KUZMIN – SREMSKA RAČA HIGHWAY PROJECT Doc. No.: SRK-PRC-002
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5 RESPONSIBILITIES
5.1 PROJECT DIRECTOR
Project Director is responsible for overall implementation of this procedure and provides necessary
sources.

5.2 QA/QC MANAGER

The QA/QC Manager holds the overall responsibility for document controlling issues with DCC.
He/she is responsible to establish a document control system, and making sure that it operates in
accordance with this procedure. He/She might assign a task about
preparing/revising/reviewing/aproving a document to any other related person.

5.3QA/QC ENGINEER
QA/QC Engineer holds the overall responsibility to:
• Prepare/revise/review/approve any document.
• Follow up and revise valid document list.

5.4 DCC (DOCUMENT CONTROL CENTER)

DCC holds the overall responsibility to:
• Submit/distribute all documents incoming & outgoing.
• Prepare letter templates
• Control the format of prepared each document by others before submission
• Assign Document code & numbers to documents
• Coordinate with the QA/QC Manager whenever receives a new type document
which is not mentioned in this procedure.
• Registrar each incoming/outgoing document to DCC log

6 DOCUMENT CONTROLLING
6.1 PREPARATION OF DOCUMENT
When the need for a new document arises, the person assigned in the relevant department prepares the
requested document according to the subject and content of the document, and shares it with the
relevant persons via e-mail and presents it for interview. As a result of the evaluations made, the
finalized document is shared with DCC. DCC controls the document in terms of format and numbering.
A document that needs to be presented makes its presentation by creating the cover page. A document
that needs to be shared internally with the project team is distributed to those concerned via e-mail.

If the required document is a document related to the general operation within the quality management
system, the QA / QC manager or his / her person prepares the document and shares it with the relevant
persons via e-mail. The QA / QC manager finalizes the document prepared as a result of the notified
interviews, checks it in terms of format, approves it, enumerates it and sends it to DCC for distribution
to the relevant units.
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DOCUMENT CONTROL PROCEDURE Rev. No: 00

6.2 IDENTIFICATION, CODING & NUMBERING OF DOCUMENTS

All documents prepared are numbered by coding as abbreviations as indicated in the table below.

Note: External Documents are not Coded.

When necessary, QA / QC Manager/DCC can generate new codes and add them to this procedure at
the first change. Each document; document name, code, document prepared and approved, page
number, first publication date, revision number and revision date.
If necessary, a cover page is created for each document. The cover page contains the document name,
code, the person who prepared and approved the document. In addition, on the following page, revision
history: revision number, revision reason and revision date headings. Company logo, document name,
first publication date, document number, revision number, revision date are included in the header part
of each document created.
 KUZMIN – SREMSKA RAČA HIGHWAY PROJECT Doc. No.: SRK-PRC-002
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Document Numbering & Coding Table

Document Document Name Record Number

Document Code / Number
Type
Method Method Statement SRK - MS - The sequence -
Statement number
Plan Inspection Test Plan SRK - ITP - The sequence -
number
Plan Quality Control Plan SRK - QCP -
Plan Quality Assurance SRK - QAP -
Plan
Procedure ........ Procedure SRK - PR - The sequence number -
Form System Forms FR - The sequence number -
Form Request for Aproval FR - The sequence number SRK - RFA - The sequence
number
Form Non-Conformance FR - The sequence number SRK - NCR - The sequence
Report number
Form Material Aproval FR - The sequence number SRK - MAR - The sequence
Request number
Form Surveillance Report FR - The sequence number SRK - SR - The sequence
number
Form Site Minutes of FR - The sequence number SRK - SMM- The sequence
Meeting number
List ......... List SRK - LST- The sequence -
number
Contract Subcontract SRK-C- SA SRK-CSA- The sequence
Agreement number
Contract Agreement on SRK-C- APS SRK-CAPS- The sequence
Providing Services number
Contract Sale and Purchase SRK-C- SPA SRK-CSPA- The sequence
Agreement number
Report HSE Monthly Report RP- The sequence number SRK - HMR - The sequence
number
Report Incident-Accident RP- The sequence number SRK - IAR - The sequence
Report number
Report HSE Improvement RP- The sequence number SRK - HIR - The sequence
Report number
Report Daily Information RP- The sequence number SRK - DIR - The sequence
Report number
Report Monthly Progress RP- The sequence number SRK - MPR - The sequence
Report number
Report Weekly Progress RP- The sequence number SRK - WPR - The sequence
Report number
Report Weekly Activity RP- The sequence number SRK - WAR - The sequence
Report number
Report Executive Note RP- The sequence number SRK - EN- The sequence
number
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Chart Organization Chart SRK - OC -

Form Request for Inspection FR - The sequence number *Will be defined in 6.6
Form Letter & Submission FR - The sequence number *Will be defined in 6.3
Cover Page Form

6.3 SUBMISSION OF DOCUMENTS

All documents, except RFI, are submitted with the ` Letter & Submission Cover Page Form`.

`Letter and Submission Cover Page` includes below informations:

• Subject
Subject of Letter or Submittal Document

• Date
Submission Date

• Log No
Submission Log No is determined as below:

• Issue Ref.
If Letter or Submittal Document is related to any critical subject, Issue reference number is
written to this part. Issue reference number is taken from the Issue List (SRK-LST-02)

• Attention
The recipient of the document is defined in this area.

• Reference
If the submittal is related to any other document, reference document is mentioned in this part.
 KUZMIN – SREMSKA RAČA HIGHWAY PROJECT Doc. No.: SRK-PRC-002
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DOCUMENT CONTROL PROCEDURE Rev. No: 00

• Enclosures
Submittal Document and attachments of Letter is listed here

6.4 REVISION & CANCELLATION OF DOCUMENTS

The document that needs to be renewed is delivered to the DCC after the necessary examinations
and finalized, it is checked in terms of format, it numbers the revision number by incrementing the
old number by one. By making changes on the cover part of the document and in the current
document list regarding the revision number and revision date. The revised document is distributed
to the relevant persons.

If a document is cancelled, responsible person share this information with DCC or QA/QC. And this
cancellation is mentioned in Valid Document List (SRK-LST-01).

6.5 DOCUMENT TRACKING & STORAGE

All incoming and outgoing documents are listed as DCC Log by DCC. Also all documents are
processed in Valid Document List (SRK-LST-01) by QA/QC department.

6.6 RFI IDENTIFICATION, CODING & NUMBERING

RFI -Request for Inspection. Document form that is used to announce and describe which work is
going to be conducted on the site.

RFI Coding & Numbering system is below;

RFI CODE YEAR- SEQUENCE NUMBER

Example: RFI GEO 2020-045

Codes are determined by QA/QC Department. Available codes are as below, when a new activity
takes place a new code will be determined.

Code CON stands for concreting, RFS stands for reinforcement, SUR stands for survey, GEO stands
for geodesy and BIT stands for coating with waterproof material (Bitulit plus and poliazbitol).
All RFIs starts with 001 and the number assignment continues in the order.

7 FINAL DOCUMENTATION
The technical documentation regarding quality contains the following parts:

7.1 PRECEDINGS DOCUMENTATION

7.1.1 Material documentation

This documentation consists of certificates and reports for material`s test control, which are required
by technical legislation and / or the Contract. The materials which require quality evidence are:
* an integral part of the designed structures,
* auxiliary materials used during construction, that have special importance in terms of load-bearing
capacity, performance of works within the limits of tolerance of measures, safety of works, etc.
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An integral part of the designed structures is: concrete components, concrete steel, sheets used for
the production of bridge elements, bonding materials in the construction of steel structures (screws,
electrodes), components of embankment materials in road construction, waterproofing material,
protective concrete coatings, anti-corrosion material, steel protective and repellent fences, bearings
and expansion joints.
Auxiliary materials are formwork elements and scaffolding, component materials of auxiliary tools
for mounting steel structures, etc.

7.1.2 Documentation on periodic inspection of measuring and control equipment - calibration

certificates
All measuring devices used in concrete plants, car scales, equipment used for survey measurements,
laboratory measuring and control equipment, presses for cable tightening, and others, are subjects to
periodic control according to the Law on Metrology.

7.1.3 Methodologies on performing works

Through the methodology it is defined way of work performing, the necessary equipment, the
personnel who will perform the work, the plan for controlling the execution of works and the
necessary sampling and testing.

7.1.4 RFI (Request for Inspection)

The RFI is an announcement for upcoming works. It is sent to the Supervisor as an invitation to
review the fulfillment of the conditions for starting the next step of works.

7.2 DOCUMENTATION CONSISTING OF REPORTS ON TESTS DURING THE

EXECUTION OF WORKS

Each phase of work whose quality of performance is proven by a certain test, results in a Test Report.
The tests that are carried out are diverse for each specific area of work: earthworks, foundation
works, concrete production, concrete works, works on the construction of the steel structure of the
bridge, survey tests, etc. Test methods, their scope and frequency, are defined by technical legislation
and the Construction Contract. Tests are performed according to the Plan of control and testing, and
for concrete works, are an integral part of individual Method Statements.

7.3 DOCUMENTATION OF PERFORMED WORK

This documentation proves that the work was performed in accordance with the legal technical
regulations and the requirements of the Construction Contract. It consists all reports of load-bearing
tests and special requirements for concrete quality (frost resistance, water penetration resistance,
watertightness of concrete), reports on welding and tightening of bolts on steel bridge assembly,
reports on terrain compaction during road construction and quality of installed asphalt, reports on
geodetic measurements, etc.
The load-bearing capacity of constructed bridges is proved by the positive finding of the load-bearing
capacity test.

All the listed documentation is subject for the Supervisors’ approval. Submission of documentation
to the Supervisors’ is performed by the Quality Control Service, through DCC. Approved
documentation is submitted to the Quality Control Service, where it is archived until the handover
of the documentation - technical acceptance of work.
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7.4 ARCHIVING OF FINAL DOCUMENTATION

Archiving of documentation can be classified through:

- Material quality documentation:

This documentation is classified according to the type of work: concrete work, concrete steel, steel
structure, bonding material in the assembly of steel structure, earthworks, asphalt works,
waterproofing works, corrosion protection of metals, expansion joints, bearings, fences and etc.

- Documentation consisting Test Reports during the execution of works and documentation of
performed work:
Since each statically independent structure is considered as an independent object during technical
handover, the documentation is archived for each object separately. Each construction element is
documented by the following records: RFA, survey marking plan, before the execution of works,
reports on testing of concrete, survey report of completed work.
Test Reports performed during welding and bolt assembly work are archived separately for the steel
structure construction phase and the segment assembly phase.
Archiving documentation on the road construction is done according to the position of the work and
stations. Each segment of the road, in addition to the Test Report during the execution of work and
documentation of the performed work, also contains survey records, with the final survey record on
the level of the road.

A separate chapter in the archive contains:

-Waterproofing materials,
- Anti-corrosive protection,
- Dilatations,
- Bearings,
- Fences on footpaths,
- Elasto-reflective fences,
-Traffic signaling.

Each registrar with documentation has a label with :

- Name of the project, name and logo of the Contractor's company;
- Serial number of the registrar;
- Name of the facility;
- Type of work.

The documentation is archived by an authorized person. Its place of storage has been defined, and it
is not allowed to change the location of any part of the documentation, nor to issue documents that
belong to the archived material. If necessary, each participant in the works can receive a copy.
 KUZMIN – SREMSKA RAČA HIGHWAY PROJECT Doc. No.: SRK-PRC-002
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DOCUMENT CONTROL PROCEDURE Rev. No: 00

8 ATTACHMENTS
Appendix 1 – Letter & Submission Cover Page Form
Appendix 2 – Request for Inspection
 KUZMIN – SREMSKA RAČA HIGHWAY PROJECT Doc. No.: SRK-PRC-002
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APPENDIX1
 KUZMIN – SREMSKA RAČA HIGHWAY PROJECT Doc. No.: SRK-PRC-002
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APPENDIX 2