Bechtel Limited

COMPANY QUALITY SYSTEM PROCEDURES

Company Quality System Procedures Page 1 of 8

Procedure Number QAP-216 Rev 5
PROCEDURE NUMBER QAP-216
CONTROL OF QUALITY RECORDS

5 Oct 97 Amended to include requirements for JJL DB KQ

NDEU
4 Jan 97 Amended to comply with new JJL DB CGM
Company procedures
3 Dec 94 To comply with ISO9001:1994 DB PKG CGM
2 Jul 92 To suit changes to other documents DB TEO ML
1 Sept 89 Company Implementation ABH DB KT
0 May 89 Interdepartmental Review DB RK
REV DATE REVISION BY CHKD APPR
THIS IS A CONTROLLED COPY. IF PRINTED, THE HARD COPY WILL BECOME NON-CONTROLLED
Bechtel Limited
Company Quality System Procedure No: QAP-216

CONTENTS

1. PURPOSE....................................................................................................................
2. SCOPE.........................................................................................................................
3. REFERENCES............................................................................................................
4. DEFINITIONS............................................................................................................
5. RESPONSIBILITIES..................................................................................................
6. INSTRUCTIONS........................................................................................................

Company Quality System Procedures Page 3 of 8

Procedure Number QAP-216 Rev 5
Bechtel Limited
Company Quality System Procedure No: QAP-216

1 PURPOSE

The purpose of this procedure is to establish and maintain a system for the provision of
quality records to demonstrate that contract requirements have been met and that
the Company Quality System has been properly applied.

2 SCOPE

This procedure applies to all departments and all projects.

This procedure relates to quality records originated by departments and projects and those
obtained from Client, approving authorities, suppliers and subcontractors.

Such quality records include those retained by the Company and those submitted to the
Client and third parties as required by a contract.

This procedure shall apply in addition to any specific Client requirements regarding
quality records.

This procedure addresses the requirements of ISO9001:1994 Section 4.16 as defined in

the Company Quality Manual QAP-101 Section 8.16.

3 REFERENCES

National & International Standards

ISO9001 : 1994 Quality systems -

Model for Quality Assurance in Design/Development, Production, Installation &
Servicing

Management Documents

QAP-101 Quality Manual

Quality System Procedures

QAP-204 Design Control

QAP-205 Document and Data Control

Company Quality System Procedures Page 4 of 8

Procedure Number QAP-216 Rev 5
Bechtel Limited
Company Quality System Procedure No: QAP-216

EAMS Operating Procedures

GOP 7EG 004 - Quality Control of Design

GOP 7EG 008 - Engineering Audits
GOP 7EG 011 - Engineering Completion Plan
GOP 7EG 552 - Vendor Prints
GOP 7EP 010 - Material Test Certificates

Standard Project Procedures

GPP 7EG 004 - Quality Control of Design

GPP 7EG 106 - Approval Authorities & Authorisations
GPP 7EG 109 - Project Filing
GPP 7EG 110 - Document Control & Distribution
GPP 7EG 114 - Project Close-out Report
GPP 7EG 117 - Archiving of Project Records
GPP 7EG 210 - Specification Waivers
GPP 7EG 301 - Project Quality Plan
GPP 7EG 302 - Quality System Audits
GPP 7EG 403 - Supplier Quality
GPP 7EG 401 - Project Procurement
GPP 7EG 601 - Document Control
GPP 7EG 613 - Field Material Requisitions & Purchasing
GPP 7EG 617 - Control of Non-Conformance
GPP 7EG 618 - Quality Records

4 DEFINITIONS

Company - Bechtel Limited and the EAMS Execution Unit.

Document Control Centre (DCC) - provides and maintains a document management

and control service to the project. Located in an area allocated specifically for the
handling of documents including lockable rooms and cabinets for storage.

Quality Records - records demonstrating that contract requirements have been met and
that the Company Quality System has been applied.

5 RESPONSIBILITIES

Managers of Departments, Project Managers and Project Engineering Managers shall

ensure the implementation of this procedure.

Company Quality System Procedures Page 5 of 8

Procedure Number QAP-216 Rev 5
Bechtel Limited
Company Quality System Procedure No: QAP-216

6 INSTRUCTIONS

General

Quality records shall be traceable to the material, equipment or services to which

they relate and include, as appropriate:

a. Calculations, specifications and drawings including check prints as

required by (GOP 7EG 004).

b. Certificates verifying the characteristics and quality of materials or

equipment (GOP 7EP 010).

c. Surveillance, inspection and test results (GPP 7EG 403).

d. Approvals of processes, procedures and personnel for manufacturing,

construction, and installation (GPP 7EG 106).

e. Nonconformance reports and corrective or preventive actions (GPP

7EG 617).

f. Acceptance/rejection decisions (GPP 7EG 617).

g. Specification waivers and concessions (GPP 7EG 210).

h. Design review reports (GOP 7EG 004).

Records of quality audit schedules and reports, corrective or preventive action

requests and their close-out shall be maintained by the Project QA
Manager to demonstrate the operation of the project quality system, in
accordance with GPP 7EG 301 and GPP 7EG 302.

Records of this type generated by the New Delhi Execution Unit shall be
sent to the Project QA Manager for review and retention.

Records of engineering audit schedules and reports, corrective and preventive

action requests and their close-out shall be maintained by the Project
Engineering Manager, in accordance with GOP 7EG 008.

Records of this type generated by the New Delhi Execution Unit shall be
sent to the Project Engineering Manager for review and retention.

Company Quality System Procedures Page 6 of 8

Procedure Number QAP-216 Rev 5
Bechtel Limited
Company Quality System Procedure No: QAP-216

Project Quality Records

The Project Manager shall identify, by a project procedure, the quality records
that shall be maintained by each project using as guidance the Procedures
listed in Section 3.0 above, including the provisions of QAP-204 and
QAP-205.

The project procedure shall state the archiving, retention and security
requirements for quality records including those stored on computer
magnetic media (e.g.: tapes and diskettes) and shall prescribe adequate
back-up and integrity of the storage facilities. Such quality records
include those relating to CAD, micro, mini, mainframe and word
processing systems.

The project quality records shall include those pertaining to suppliers and
subcontractors and shall meet the applicable requirements in section 6.1
above.

Quality records relating to suppliers and subcontractors shall be maintained in

accordance with, GOP 7EG 552, GPP 7EG 401, GPP 7EG 403, GPP 7EG
618 and GPP 7EG 613.

The Project Functional Managers shall compile and maintain the quality records
as called for in project procedures and shall ensure that they meet the
requirements listed in Section 6.1 above.

If detailed design for the project is being performed in the New Delhi
Execution Unit, then the responsible engineers in that office shall compile
and maintain the quality records. Where required by the project
procedures such records shall be sent to the project management office for
review and comment/approval.

Engineering quality records shall, in accordance with GPP 7EG 110, be

maintained by the DCC.

Project Construction quality records shall be compiled in accordance with GPP

7EG 618.

During the contract period and on completion, project quality records shall be
provided to the Client and/or third parties in accordance with the contract
requirements.

Company Quality System Procedures Page 7 of 8

Procedure Number QAP-216 Rev 5
Bechtel Limited
Company Quality System Procedure No: QAP-216

The Project Engineering Manager shall ensure quality records, including any
originating in New Delhi Execution Unit, are collected, sorted and sent for
retention in accordance with GOP 7EG 011.

Legal files, including original contract documents, shall be retained in accordance

with GPP 7EG 109.

Department Quality Records

Managers of Departments shall ensure that personnel training records are

maintained.

The Manager of the Quality Assurance shall compile the records of quality audits
of the Company quality system.

The Quality Assurance Manager for the New Delhi Execution Unit shall
perform a similar analysis and copy the results to the Manager of Quality
Assurance.

Analysis of Quality Records

The Manager of Quality Assurance shall coordinate the analysis of project and
departmental quality records for input to the review of the Company Quality
System.

Storage of Quality Records

Quality records shall be stored in accordance with GPP 7EG 109, and the project
specific requirements defined in Section 6.2 above. Engineering quality
records shall be stored in accordance with GPP 7EG 011 and Construction
records in accordance with GPP 7EG 601.

The quality records shall be stored and indexed in a manner that prevents
deterioration and enables ready retrieval. Archiving of Project quality
records shall be in accordance with GPP 7EG 117.

The disposal of quality records shall be authorised at the termination of the

retention period in accordance with GPP 7EG 117 & GPP 7EG 110.

Company Quality System Procedures Page 8 of 8

Procedure Number QAP-216 Rev 5