Procedure #: QMS-PR-DC-001

Date: 22/03/2014
Project Document Control Procedure Revision: 01

Project Document Control Procedure

Revision Status

Revision Date Prepared By Checked By Reviewed By Approved By

00 09/05/2011 James Murphy Sufyan Saleh

Marian Uy Dinesh Kumar

22/03/2014 Noman Arshad Maya & & Sufyan Saleh
Ramesh Mullapally Tarek Halabi
01
 Procedure #: QMS-PR-DC-001
Date: 22/03/2014
Project Document Control Procedure Revision: 01

TABLE OF CONTENTS

1. Purpose 1

2. Scope 1

3. Definitions & Terms 1

4. Responsibilities 3

5. Procedure 4

6. Records 9

Appendix A – Requirements of DC Room

Appendix B - Document Numbering System
Appendix C - Standard Document’s Templates
Appendix D - Table 1 – Hard Copy Distribution List
Appendix E - Table 2 – Authority of Key Participation
Appendix F - Procedure Flow Diagram
Appendix G - Filing Index
Appendix H - Box File Label
Appendix I - Drawing Register
Appendix J - Correspondence Register
Appendix K - Submittal Register
Appendix L - Stamps
 Document Control Procedure|Page 1 of 21
1.0 Purpose
a. This procedure aims to organize the handling, distribution, filing, storage, archiving,
revision and retrieval of project documents/ correspondence in an efficient manner to
ensure an effective document control in compliance with project requirement.

2.0 Scope
This Document Control Procedure cover the methods of controlling the flow, the continuous
up-dating, filing, storage, archiving and retrieval of all project documents/data generated in
the course of performance of works relating to the project. The aim of the procedure is to
achieve an efficient documentation control throughout the project tenure during the various
phases of the project.

Project Related Documentation.

a. General Correspondence,
- Communication with Client/Consultant/Main Contractor
- Communication with Subcontractors/Vendors(Suppliers)-Fibrex Division working on
a project considered as Subcontractor
- Communication with Third Party Agency - Authorities
b. Technical Documents
- Project Drawings
- Project Submittals
- Project Procedures/Deliverables
- Specifications and Standards
- Method Statements and construction Procedures
- QA/QC Documents – NCRs/CAR/IR…etc.
- HSE Documents/Procedures
- Engineering Queries
c. Non Technical Documents:
- Invoices
- Variation orders
- Service / Material Requisitions (If procurement department is not available on site)
- Planning Packages and progress Reports
- Minutes of Meetings
- Internal correspondence
- Others

3.0 Definitions &Terms

a. Unless stated otherwise, the following are Fibrex personnel:
i. PD – Project Director
ii. DC – Document Controller

b. Document Control – The office responsible for control, storage, retrieval, distribution
and revision of all documents originated, or received

QMS/PR/DC/001
 Document Control Procedure|Page 2 of 21
c. Correspondence Control – The policies and procedures for this section are to specify
correspondence controls and procedures. Project participants shall use uniform
document formats and consistent processing practices. This policy will apply to e-mail as
well as traditional correspondence means.
d. Baseline Documents are drawings, specifications, standards, design criteria, and
program plans including budget and schedule approved by the project management
(QC, Commercial)
e. Third Parties – Include Sub-Contractors, Suppliers / Manufacturers, Design Consultants
f. Distribution Matrix – A master distribution list for all controlled documents approved by
the project head.
g. Definition of Document Types

DOCUMENT TYPE DEFINITION

The RFI is used in cases where it is necessary to
confirm the interpretation of a detail, specification or

RFI (Request For Information) note on the construction drawings or to secure a

documented directive or clarification from the
Engineer or Client that is needed to continue work.

Document /Technical Submittal is used to formally

dispatch Technical Documents such as Method

Document / Technical Submittal Statement, Pre Qualification, Test Certificates.etc

from Contractor to Engineer/Consultant to get
approval.
Material Submittal is used to Submit Material &
Material Submittal
Sample to Engineer/Consultant to get approval.
Shop Drawing Submittal is used to Submit Drawings
Shop / Design Drawing
Submittal to Engineer/Consultant to get approval.
it is a Report which details what went wrong (this
is the nonconformity)
NCR (Non Conformance Report) This report will list all of the elements in
construction that do not meet or conform
standards that are required by the law
It is a way of formalizing an instruction given to
Contractor. CVI is usually prepared by a Contractor
CVI (Confirmation of Verbal and being approved by the Client or the Project
Instruction)

QMS/PR/DC/001
 Document Control Procedure|Page 3 of 21
Manager on site. Normally when a client and a
contractor jointly inspect the site, and if the client
CVI (Confirmation of Verbal
Instruction) wants something to be done immediately which is not
part of the Contract, he verbally tells it to the
contractor and the contractor, in return confirms it in
writing.

CVI usually entails variation order from the main

contract which involves cost and extension of
contract time
It is used for quality assessments and evaluations of
MIR (Material Inspection materials which is delivered by the Supplier /
Request)
Subcontractor
The Work Inspection is used to ensure a building is
constructed according to the approved plans and

WIR (Work Inspection Request) code requirements. After building permit is issued,
Engineer inspect Building to make sure it is done
according to the approved plans and Drawings
Document Transmittal is used to formally dispatch

Document Transmittal any Document such as Drawing Submittal, Sample,

Material Submittal from one party to the other

4.0 Responsibilities
Document Control is the management and administration of the Project documents,
including technical and engineering design data, contract and procurement
documents and management approved procedures, manuals, plans,
correspondence etc. within an EDMS system (If any). The Project documents are
subject to controlled distribution to ensure that changes and updates to key
documents are made in a controlled and systematic manner and that all parties are
working to the latest version of the documents.

Key Responsibilities
a. To ensure that client receives all relevant documents in a timely manner, in accordance
with requirements of the Contract Agreement.
b. To ensure the continuous logging of the document-flow (in/out) in the relevant registers
c. To ensure that the documents are stamped with the relevant approval information.

QMS/PR/DC/001
 Document Control Procedure|Page 4 of 21
d. To ensure the timely distribution of the documents to the relevant parties as per the
approved Distribution Matrix.
e. To ensure that the status of each document is continuously up-dated on the relevant
registers.
f. To ensure that the revised documents are re-submitted to the recipients of the previous
revisions.
g. To ensure that the proper identification of the documents, their indexing and storage is
carried out in a manner that enables an easy and quick retrieval.
h. To ensure that the project EDMS system is being used as a tool for control and
retrieval of all project documentation throughout the project duration and retention
period.
i. “General Log” & “Overdue Report” are issued every Thursday, to enable the project
management team to monitor and expedite receipt and dispatch of drawings and
documents in a timely manner.

5.0 Procedure

A. General
i. Document Controller to establish “Distribution Matrix” & secure project head
approval. Distribution Matrix to be circulated to all project department’s
Manager. (Appendix C)
ii. All documents are identified with Number and Revisions. (Appendix A-Without
any alternation).
iii. All technical documents must be reviewed by the concerned department
managers prior to issue.
iv. All obsolete / old Revision must stamped as “Superseded”
v. The document controller is the responsible to recollect the distributed
documents/drawings of the superseded revision and stamp it as superseded
vi. All hard copy documents are filed in accordance with the QMS filing and coding
system. (Appendix F)

Distribution of documents as per the table below:

With EDMS Without EDMS
For drawing Hard Copy and soft copy For drawing Hard Copy and soft copy
using EDMS using Email
Material Submittal using EDMS Material Submittal through Email
Document Submittal using EDMS Document Submittal through Email
Correspondence using EDMS Correspondence through Email

B. Procedures
i. QHSE Manager is responsible for the distribution of Revised Procedure.
ii. All Procedures are identified by a Ref. No and Revision No. The QHSE
Manager/Department maintains a register of all company procedures.

QMS/PR/DC/001
 Document Control Procedure|Page 5 of 21
iii. Each procedure has a control table as first page which is identifying the revision,
date of issue and who prepared, reviewed and finally approved the procedure.
iv. All procedures are to include the following sections:
 Purpose
 Scope
 Definition of Terms
 Responsibilities
 Procedure
 Records(Attachments)

C. QMS Document Changes

i. Changes to QMS documents may result from audit findings, corrective actions,
management reviews, customer feedback, changes to legislation or business
needs.
ii. Document changes may also be proposed by any member of the company to
their Functional / Project head, detailing the reason for the change and potential
improvements. The Document Proposal / Change form # QMS/F/001/01 is to be
used to propose an amendment to a document (This is available in QA/QC
Department). The Function/Project head reviews the proposal and if the change
is accepted, the form is forwarded to the company Quality Manger.
iii. The Company QHSE Manger reviews any changes to QMS documents for
compliance with ISO 9001:2008
iv. Amendments to QMS Documents are recorded and communicated to all
concerned company personnel.
v. All changes to QMS documents are approved by the Managing Director.

D. Tender Documents
i. The contracts Department maintain the original copies of the tender
specifications and drawings after being awarded a contract. All drawings and
specifications are marked as “Tender”.
ii. One copy of each is stamped as “Controlled” and given to the Project Head.
iii. In case of any change, the Contracts Manager copies the amendments as one
set and issues it to the Project Head marked as “Revised”. Previous revisions
are marked as “Superseded” and dated and kept with the controlled documents.

E. Construction Drawings(Project)
i. Drawings are received back from the Consultant with approval code indicating on
Submittal form as (Approved, Approved with Comments.
ii. Any copies of the drawings are also to be stamped as per the status of document
which is given by Engineer. Under no circumstances any drawing is issued to the
site without a “For Construction” Stamp should have “For Information/Advance
copy” stamp with approval of project head.

QMS/PR/DC/001
 Document Control Procedure|Page 6 of 21
iii. In case of a change to a drawing, the revision is issued by the Project Design
Manager upon approval by the Engineer to the site. The Construction Manager is
responsible for distributing the revised drawing to the concerned construction
personnel and retrieving the superseded drawings to be handed to the document
controller to stamp as Superseded. The project Quality Manager issues an
updated drawing log on the weekly basis using email to all construction
personnel to enable them to check the latest revision status of the drawings.

F. Incoming Correspondence
i. All correspondence is given directly to the Project document controller.
ii. The document controller stamps the correspondence, identifying the date
of receiving and put distribution stamp.
iii. The document controller updates the correspondence log.
iv. The Document Controller distributes the document as per the approved
Distribution Matrix
v. The document controller presents the correspondence to the Project head as
soon as he is available. If Project Head does any changes on the distribution
stamp (already ticked by the DC according to approved distribution matrix) either
through direct ticking or by email then document controller will redistribute the
documents accordingly. If the Project Head is on leave, his nominated
representative marks the distribution on his behalf. A copy, however, is made
and given to the Project Head on his return.
vi. The document controller updates the correspondence log with person(s)
responsible for action and a target date for it to be completed. (It is not
responsibility of DC to check the reply of the correspondence)
vii. The document controller scans the correspondence and distribute as “TO” to the
persons who have responsibility for “Action” and “CC” for “Information” using
Email/EDMS

G. Outgoing Correspondence
i. The originator provides a soft copy to the document controller. The document
controller formats the letter and ensures that the letter addressee is correct and
put reference as Appendix A.
ii. The document controller provides the letter to the Project Head for review. Upon
approval of the Project Head, the document controller prints the letter on FIBREX
Letterhead and presents to the Project Head for the signature.
iii. Once signed, the document controller arranges for the letter to be delivered. A
receiving copy is delivered with the letter, which is signed by the recipient with
the date. Upon return of the messenger document controller should get receiving
copy from him to update the log with submitted date.
iv. After updating the log, the received copy signed by recipient is filed along with
the copy of the outgoing correspondence.

QMS/PR/DC/001
 Document Control Procedure|Page 7 of 21
H. Submittals
i. All submittals are prepared and / or reviewed by members of the project team.
When ready for submission to the Engineer, the document controller arranges for
the cover sheet and assigns number according to the project submittal
numbering system to be signed by the Project Head or nominated representative.
ii. When the Project Head has approved and signed the submittal it is returned to
the document controller.
iii. A receiving copy is issued with the submittal which is stamped and signed by the
Recipient. Upon return of the receiving copy, document controller updates the
submittal log.
iv. After update the log, the received copy is filed with the copy of submittal.
v. Submittal after reviewed by Engineer, it returns to the document controller. The
Document Controller stamps the submittal for distribution and distributes the
documents as per approved distribution Matrix and presents to the Project Head.
The Project Head then marks as action/information for missed people during the
distribution.
vi. The document controller update the submittal log to record the date of response
from the Engineer, whether the submittal is approved or not. The document
controller scans the submittal cover sheet with attached comments(if any) and
distribute to the persons who have responsibility for “Action” and CC’s those for
“Information”

I. E-Mails
i. All Outgoing and incoming e-mails are to be copied to the project-email
address
ii. Document controller monitors the project e-mails address. As e-mails are
received, document controller sorts them into each person’s folder.
iii. Document controller shall be able to retrieve the email & forward to Project
Head. Then Project Head may then instruct to document controller
whether the e-mail is to be distributed the email.

J. Project Close-out/ Turnover

The Project Close-out / Turnover document consists of all approved documents

listed below from the kick off date of the Project to till the final hand over.

On Start of the process a list of what is to be included as part of the Turnover

(Close-out) documents as mentioned below, Document Controller has to make
Register and After archiving the documents, maintain these documents with
proper filing index:

QMS/PR/DC/001
 Document Control Procedure|Page 8 of 21
Turnover Documents

i. Documents (Approved Submittals with A Status)

ii. Operation and Maintenance Manuals
iii. Spare Materials, Parts and Tools
iv. As Built Drawings
v. Insurance and Bonding
vi. Testing Certificates
vii. Commissioning Reports
viii.Fire Alarm Certificate
ix. Balancing Reports (Payment Reports)
x. Warranties
xi. Maintenance Agreements
xii. Product Certifications

K. Archiving of Documents.
i. The Document Controller is responsible for archiving of documents during and
upon completion of the project.
ii. The QHSE Manager or project Quality Manager with the help of Commercial
Department prepares a list of all documents required to be archived.
iii. A register of all documents archived is maintained by the concerned document
controller. Any documents added or removed from the archive are recorded on
that register. The archive is kept neat and tidy so that all documents are
identifiable and retrievable. Access to the archive is restricted only to persons
nominated by the Project Head.
iv. An Electronic Backup of documents.

L. Defects Liability Period (DLP)

A period of usually twelve months that is officially marked by receiving letter,
during which the Employer can require then Contractor to return to the site to
complete any omission in the works and to make good any defective work or
materials. When all omissions and defects have been made good, the
Employer’s must issue a certificate or statement of completion of making good
defects.

Below is the process of DLP and Document Controller has to maintain a proper
DLP log

Activity 1 Inspection of Works

1. DLP Coordinator Inspect and Verify that the Outstanding Works have
been Satisfactorily Completed by Fibrex or Fibrex Subcontractor.
2. In case the defect was not closed proplerly, the DLP coordinator calls the

QMS/PR/DC/001
 Document Control Procedure|Page 9 of 21
Contractor to Remedy Detected Defects

Activity 2 Inspection of Defects Liability Works Certificate

1. Upon the completion of DLP work the Employer will Issue Defects
Liability Certificate

Activity 3 Final Certificate and Final Report

After receiving the DLP certificate the Contractor shall issue the final
testing with below documents attached
1. Final Statement submittal
2. Issuance of Final Certificate
3. Final Report

6.0 Records - List of documents cited in this Procedure

A. Requirements of DC Room
B. Document Numbering System(Appendix B)
C. Standard Document’s Templates (Appendix C)
D. Table 1 – Hard Copy Distribution List (Appendix D)
E. Table 2 – Authority of Key Participation (Appendix E)
F. Procedure Flow Diagram (Appendix F)
G. Filing Index (Appendix G)
H. Box File Label (Appendix H)
I. Drawing Register(Appendix I)
J. Correspondence Register(Appendix J)
K. Submittal Register (Appendix K)
L. Stamps(Appendix L)

QMS/PR/DC/001
 Document Control Procedure|Page 10 of 21

APPENDIX A
Requirements of DC Room

QMS/PR/DC/001
 Document Control Procedure|Page 11 of 21

APPENDIX B
Document Numbering System

QMS/PR/DC/001
 Document Control Procedure|Page 12 of 21

APPENDIX C
Standard Document’s Templates

QMS/PR/DC/001
 Document Control Procedure|Page 13 of 21

APPENDIX D
Hard Copy Distribution List

QMS/PR/DC/001
 Document Control Procedure|Page 14 of 21

APPENDIX E
Authority of Key Participation

QMS/PR/DC/001
 Document Control Procedure|Page 15 of 21

APPENDIX F
Document Flow Diagram

QMS/PR/DC/001
 Document Control Procedure|Page 16 of 21

APPENDIX G
Filing Index

QMS/PR/DC/001
 Document Control Procedure|Page 17 of 21

APPENDIX H
Box File Label

QMS/PR/DC/001
 Document Control Procedure|Page 18 of 21

APPENDIX I
Drawing Register/Summary Sheet

Note:-

- Logs are provided by Central/Corporate DC. Those are to be customized

to meet project contractual requirements.
- Summary Sheet of this report is generated automatically and is to provide
to Engineering / Project Head on every Thursday.

QMS/PR/DC/001
 Document Control Procedure|Page 19 of 21

APPENDIX J
Correspondence Register

Note:-

- Logs are provided by Central/Corporate DC. Those are to be customized

to meet project contractual requirements.

QMS/PR/DC/001
 Document Control Procedure|Page 20 of 21

APPENDIX K
Submittal Register/Summary Sheet

Note:-

- Logs are provided by Central/Corporate DC. Those are to be customized

to meet project contractual requirements.
- Summary Sheet of this report is generated automatically and is to provide
to Engineering / Project Head on every Thursday.

QMS/PR/DC/001
 Document Control Procedure|Page 21 of 21

APPENDIX L
Stamps

QMS/PR/DC/001
 Q & A For Document Control Job

Q1. What is document Control?

A1.

Document control establishes a central point where all project related correspondence and
documents are logged and tracked. The purpose of document control is to ensure that all project
required documents and/or correspondence is processed as required, and in a timely manner. A
delay in processing of required documents and/or correspondence could cause a delay to the
overall project completion and result in substantial additional costs. Therefore, this process is an
important element of construction management and project delivery, and should not be
underestimated. The size of the project/program will determine how simple or complex the
document control system needs to be.

Q2. What are the types of Document used in Project?

DOCUMENT TYPE DEFINITION

The RFI is used in cases where it is necessary to confirm
the interpretation of a detail, specification or note on the

RFI (Request For Information) construction drawings or to secure a documented

directive or clarification from the Engineer or Client that is
needed to continue work.

Document /Technical Submittal is used to formally

dispatch Technical Documents such as Method
Document / Technical Submittal
Statement, Pre Qualification, Test Certificates.etc from
Contractor to Engineer/Consultant to get approval.
Material Submittal is used to Submit Material & Sample to
Material Submittal
Engineer/Consultant to get approval.
Shop Drawing Submittal is used to Submit Drawings to
Shop / Design Drawing Submittal
Engineer/Consultant to get approval.
it is a Report which details what went wrong (this is
the nonconformity)

NCR (Non Conformance Report) This report will list all of the elements in construction that
do not meet or conform standards that are required by the
law

It is a way of formalizing an instruction given to Contractor.

CVI is usually prepared by a Contractor and being
CVI (Confirmation of Verbal approved by the Client or the Project Manager on site.
Instruction)
Normally when a client and a contractor jointly inspect the
site, and if the client wants something to be done
 Q & A For Document Control Job
immediately which is not part of the Contract, he verbally
tells it to the contractor and the contractor, in return
CVI (Confirmation of Verbal confirms it in writing.
Instruction)

CVI usually entails variation order from the main contract

which involves cost and extension of contract time
It is used for quality assessments and evaluations of

MIR (Material Inspection Request) materials which is delivered by the Supplier /

Subcontractor
The Work Inspection is used to ensure a building is
constructed according to the approved plans and code

WIR (Work Inspection Request) requirements. After building permit is issued, Engineer
inspect Building to make sure it is done according to the
approved plans and Drawings
Document Transmittal is used to formally dispatch any

Document Transmittal Document such as Drawing Submittal, Sample, Material

Submittal from one party to the other
Q3. What is the Process of Shop Drawing?

A3.

Q4. What are the Responsibilities of Document

Controller? A4.

1. Conduct / Collect all incoming & outgoing Documents

2. Coordinate with seniors about all incoming & outgoing Documents.

3. Follow up the Documents

4. Prepare Document / Technical Submittal, Shop Drawing Submittal

5. Prepare Mail / Copies for Client / Consultant

6. Add & Update the Records

7. Put the proper Stamps

8. Distribute Documents on Time as per Approved Distribution Matrix

9. Do Proper Filing as per Filing Index

 Q & A For Document Control Job
Q5. What is the Life Cycle of Material Submittal/Document

submittal? A5.

Q6. What are the documents need to submit during Project

Handover? A6.

i. Documents (Approved Submittals with A Status)

ii. Operation and Maintenance Manuals
iii. Spare Materials, Parts and Tools
iv. As Built Drawings
v. Insurance and Bonding
vi. Testing Certificates
vii. Commissioning Reports
viii. Fire Alarm Certificate
ix. Balancing Reports (Payment Reports)
x. Warranties
xi. Maintenance Agreements
xii. Product Certifications
A8.

Project documents?
Q8. If on project there is no Document Control Procedure then what is your strategy to handle the

Correspondence Log

Drawing Submittal Log

Material Submittal Log

A7.

Q7. Make Logs for Material Submittal and Shop Drawing?

Sr. No Sr. No

S# New Reference No.

Drawing No
Rev
Rev
From L/SS
L/SS
Material Title
Created Date Submittal Title
BOQ/Spec
Submittal Number
Submitted Date Material Specified
Rev
REF. NO. Manufacturer / Supplier
Originator
Material Proposed
Subject
Submitted Date Reason for Alternative
To
Due Date Any Remarks
ENCL:
Response Date Submitted Date

Q & A For Document Control Job

ENCL: TYPE
Over Due Due Date
ISSUED BY: Status Response Date

ACTION To: Review /Comments Over Due

of Consultant
Status
CC TO:
Subcon/Supplier Review /Comments of
Reference No. Consultant
Ref.No Subcon/Supplier
Sub/Sup Received Reference No.
DATE Date
Sub/Sup Received Date
Sent/Received Reply Date to
Sub/Sup Reply Date to Sub/Sup
REPLY Reply Ref.no Reply Ref.no

REMARKS
 Q & A For Document Control Job
Q9. How to Improve the Document Control System?

1. Define Filing Index

2. Arrange all Documents as per Filing Index
3. Define Distribution Matrix
4. Update Logs
5. Make Soft Copy of all Documents
6. Distribute Weekly Reports with Chart

Q10. What is the benefit of Electronic Document Management

System? A10.

 Allowing employees to instantly access documents anywhere at any time.

 Implementing an electronic workflow.
 Taking advantage of EDMS document search and retrieval capabilities.
 Integrating an EDMS with other core firm applications to drive efficiency and manage IT costs.
 Guaranteeing document recovery in the case of a disaster. EDMS allows multiple backups to be
stored at offsite locations providing a means to recover data.