11

CONTROLLED COPY

CONTROLLED COPY
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CONTENTS

AMENDMENT SHEET

1 PURPOSE

2 SCOPE OF APPLICATION

3 DEFINITIONS

4 CROSS REFERENCES

5 RESPONSIBILITY FOR APPLICATION

6 PROCESS

7 ATTACHEMENTS
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Issue # Page No. Subject of Amendment Amended by Date

2 All pages Integrating the QMS to QHSE MR 01/11/2010
Management System
2 7 Back-up records form MR 24/01/2011
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1. PURPOSE

1.1 This procedure describes the methods used to ensure the review, authorization and
controlled issue of all quality, health & safety, and environment system documentation and
the control of external documents.

1.2 This procedure describes the method of generation and control of Records used in the
company. It is designed to ensure that all such records are identified, collected, completed,
filed, stored, maintained, managed and disposed in a consistent manner.

2. SCOPE OF APPLICATION

2.1 All documents within the Quality, Health & Safety, and Environment (QHSE)
Management System including:

 The Company Quality, Health & Safety, and Environment Management System
Documents.
 Documents of external origin.
 All quality, health & safety, and environment records identified within company
quality, health & safety, and environment management system.

3. DEFINITIONS

3.1 External Document: shall mean applicable standards and codes that are not originated
from within the company. (Client guidelines, local & international standards)

3.2 Originator: Person originating and drafting document.

3.3 Record: All data and other objective evidence supporting the implementation of the
quality, health & safety, and environment management system.

3.4 Retention period: The time records are saved in the company.

3.5 QHSE: Quality, Health & Safety, and Environment.

4. CROSS REFERENCE

4.1 Quality Manual, section 4.2, section 4.3

4.2 HSE Manual, section 5.3

5. RESPONSIBILITY FOR APPLICATION

5.1 The Management Representative is responsible for issuing and subsequent change control
of the QHSE management system documents.
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5.2 Each designated holder of QHSE management system documents is responsible for
acceptance of that document and the removal of any previous issues of that document.

6. PROCESS

6.1 Approval and Issuance of Internal QHSE Documents and changes thereof

6.1.1 The Quality Manual, HSE Manual, and System Related QHSE Procedures, drafted
by originator shall be reviewed by the Management Representative for relevance and
accuracy and based on his recommendation, approved by the General Manager.
Should the drafted document be not approved, it will be returned to originator for
corrections.

6.1.2 The Management Representative maintains and updates the Master List of all QHSE
Documents (FM 01-01); it will contain all such documents of pertinent issue. He
also maintains software copy of master set of documents.

6.1.3 Changes to QHSE management system documentation may be proposed as a result

of the management review, as a result of audits, or because staff operating the
procedure identifies a way in which it can be improved. Proposed changes to QHSE
management system documentation shall be recorded on a Document Change Note
(FM 01-02). The master copy of each Document Change Note will be retained on
file by the Management Representative.

6.1.4 Any changes to the QHSE System Documents shall be reviewed by the
corresponding Department, verified by the Management Representative and based on
their recommendation, approved by the General Manager.

6.1.5 In case of minor changes requiring the revision of one or several pages of any QHSE
procedure, the entire procedure will be revised. In such case the issue indicator will
be incremented. Whenever practicable, the change in the document will be
highlighted by using underlining and the amendment will be denoted on amendment
sheet.

6.2 Distribution of Documents

6.2.1 The Management Representative is responsible for distribution of controlled copies

of all QHSE management system documents. The documents shall be distributed in
accordance with the established Distribution List (FM 01-03). The Distribution List
is established to ensure that the controlled copy of any QHSE Document is
distributed to all functions concerned. The recipient of the document shall confirm
the receipt by signing on the Distribution List.

6.2.2 The controlled copies of documents are identified by stamp “CONTROLLED

COPY”
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6.2.3 Number of uncontrolled copies of QHSE System Documents shall be kept to

minimum and stamped “UNCONTROLLED COPY” The Management
Representative shall instruct all personnel that uncontrolled copies of documents can
not be used for reference purposes.

6.2.4 The changes to documents will be distributed by the Management Representative to

all holders of controlled copies. The documents will be accompanied with the
distribution List (FM 01-03). The recipients will confirm the receipt of documents by
signing the Distribution List (FM 01-03) and returning it to the Management
Representative.

6.2.5 As a rule all obsolete documents will be removed from the place of issue and all
places of use and destroyed. Should the Management Representative decide that any
obsolete documents needs to be retained for legal, contractual or knowledge
preservation purpose, such document will be stamped “OBSOLETE” and filed
separately in his office only.

6.3 External Documents

6.3.1 The Management Representative shall maintain an updated List of External

Documents (FM 01-04) which includes International / National Standards /
regulations / Codes / manuals… to ensure compliance with the requirements.

6.3.2 The master set of all external documents is similarly maintained by the Management
Representative or any concerned department.

6.4 Control of Records

6.4.1 The identification and review of records and files related to a certain order or project
will be done according to the Filing System List (FM 01-05).

6.4.2 All records should be clear, understandable, and written in English (or any other
language if required or needed).

6.4.3 All QHSE records relating to a project or contract should be available for review by
the customer or his representative according to the contract.

6.4.4 During the storage period, all records and files should be protected from damage,
loss and deterioration due to environmental conditions or any other factors.

6.4.5 At the beginning of each year, all records and files should be reviewed to see if they
have exceeded the said time, by either stamping it obsolete and/or changing its
location or scrapping it after getting the approval of General Manager.

6.4.6 Copies to outside parties shall only be provided after consent of the General
Manager or Management Representative.
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6.5 Control of Electronic Records

6.5.1 Any data stored in electronic form shall be protected from damage, deterioration and
un-authorized access.

6.5.2 Weekly back-ups shall be taken by the IT department for all the documents / records
of the QHSE Management System which are stored in Computer and prepare the
Back-up Report (FM 10-06) accordingly.

6.5.3 The back up tapes/CDs/external-hard shall be kept by Management Representative in

a safe place.

6.5.4 The antivirus programs installed in the PCs should be updated on monthly bases by
the IT department.

6.5.5 Regular preventive maintenance should be done by the IT department for all PCs in
the company to ensure suitability for use.

7. ATTACHMENTS & RECORDS

Record No. Record Title Retention

Location File Name
Period
FM 01-01 Documentation Master List Head Office ISO 5 Years
FM 01-02 Document Change Note Head Office ISO 5 Years
FM 01-03 Distribution List Head Office ISO 5 Years
FM 01-04 List of External Documents Head Office ISO 5 Years
FM 01-05 Filing System List Head Office ISO 5 Years
FM 01-06 Back-up report Head Office ISO 5 Years