Management Procedure

Engineering Document Control

Implementation Date:

Revision: 0

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 Management Procedure
Engineering Document Control

Name Designation Signature & Date

Prepared By

Reviewed By

Approved By

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Management Procedure
Engineering Document Control

Revision History

Rev.
Date Summary of Revision
No.

0 First issue approved and authorized for use.

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 Management Procedure
Engineering Document Control

Contents

Section Page No.

Approvals ..............................................................................................................................................................
....2
Revision History
.............................................................................................................................................................3
Contents .......................................................................................................................................................................
4
1.0 Purpose.........................................................................................................................................................5
2.0 Scope...............................................................................................................................................................5
3.0 References..................................................................................................................................................5
4.0 Definitions and Abbreviations.......................................................................................................................5
5.0 Responsibilities.............................................................................................................................................5
6.0

Procedure......................................................................................................................................................6
6.1

General...........................................................................................................................................................6
6.2 Registers
.........................................................................................................................................................6
6.3 Correspondence and Filing ..............................................................................................................................
6
6.4 Control of Documents and Drawings ...............................................................................................................6
6.5 Softcopies........................................................................................................................................................7
6.5.1

Labelling............................................................................................................................................................7
6.5.2 Distribution
.......................................................................................................................................................8
6.6 Document
Transmittal.......................................................................................................................................8
6.7 Controlled Documents and Drawings
................................................................................................................8
6.8 Superseded Revisions......................................................................................................................................9
.
6.9 Cancelled Documents or Drawings
...................................................................................................................9
6.10 Cross-Reference Drawings
...............................................................................................................................9
6.11 Other Technical Documents
..............................................................................................................................9
7.0 Records
.............................................................................................................................................................9
8.0 Appendix
...........................................................................................................................................................10

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 Management Procedure
Engineering Document Control

1.0 Purpose

This procedure describes the requirements on the control of engineering documents. This is an
essential process to ensure that all Engineering drawings and related technical documents essential
for completing the works, including shop drawings by vendors, manufacturers and subcontractors on
Projects are duly registered, reviewed, approved and distributed in a controlled manner. This ensures
that these documents are available to all parties that require them and are readily retrievable.

2.0 Scope

This procedure is applicable for all projects unless otherwise determined by the management.

3.0 References

Engineering Management

Engineering Drawings

As-Built Documentation

Document Transmittal

4.0 Definitions and Abbreviations

EDMS Electronic Document Management System of which there

are several proprietary systems.

Collaboration Portals Proprietary web based electronic document management

and data sharing systems

Controlled A document or drawing which is registered and maintained

under the direct revision control of the Project Document
Controller or directly accessed through an EDMS Document
Control process

Softcopy Electronic file of a document or drawing.

Uncontrolled A document or drawing which is:

- Not registered nor maintained under the direct

revision control of the Project Document Controller

- Printed or copied from an EDMS

- A copy of a 'controlled' document but no longer

under the direct revision control of the Project
Document Controller.

5.0 Responsibilities

The following personnel have responsibilities mentioned in this procedure:

Project Engineering Manager

Project Document Controller

Project Manager

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 Management Procedure
Engineering Document Control

6.0 Procedure

6.1 General

a) The Project Engineering Manager shall ensure that all engineering documents,
correspondence and records, including 'as-built' documents are controlled in order to meet the
applicable quality requirements.
b) The Project Engineering Manager shall appoint a Project Document Controller who shall control
the filing, management of registers and distribution of technical documents and records.
c) This procedure recognizes that, for some project sites, EDMS may be unavailable and therefore,
this procedure describes the process for document control in both circumstances.

6.2 Registers

a) Registers shall be used to manage the design correspondence and documents.

b) The following registers shall be developed and maintained by the Project Document Controller:

i. Technical Drawings

ii. Transmittals

iii. Design Reviews

iv. Design Change Requests (DCRs)

v. Request for Information (RFI)

vi. Engineering Deliverables (Engineering technical documents such as specifications,

datasheets, etc.)

vii. Value Improving Practices, etc.

c) These registers shall be kept up to date with clear reference to a current revision number.

d) It is the responsibility of the user to confirm the latest revision by checking it against the
document register.

6.3 Correspondence and Filing

a) Records shall be filed, and retained in such way that they shall be readily retrieved, and
protected from damage.

b) The nominated signatory for all correspondence pertaining to engineering matters shall be the
Project Engineering Manager or the Project Manager.

6.4 Control of Documents and Drawings

The sections below describe the processes to control documents and drawings with and without an
EDMS.

6.4.1 Control- EDMS Not Available

a) Upon award of contract, the Project Engineering Manager shall create a Document Distribution
Matrix which identifies the types of documents and drawings requiring control and the list of
recipients. The Project Engineering Manager shall then instruct the Project Document
Controller accordingly.

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 Management Procedure
Engineering Document Control

b) All documents and drawings received from external sources by any member of the Project
team or produced in-house shall be forwarded to the Project Document Controller to be
registered prior to any other action to be taken.
c) Upon receipt, the Project Document Controller does the following:

i. Checks that the documents or drawings received are in accordance with the transmittal. If
not, the Project Document Controller shall refer the discrepancy either to the transmitter or
to Project Engineering Manager
ii. Returns acknowledgment of receipt as per the document transmittal form
iii. For drawings, the Project Document Controller shall then:
iv. Stamp the date of receipt on the back of the document
v. Ensure that the status of each drawing (i.e. For Information, For Construction) is indicated
on the drawing
vi. Records details like the reference, title, revision status, date received and cross reference
files into Engineering Drawing and Document Register. This form shall be kept on suitable
proprietary software.
d) After registration, the project document controller forwards the original documents and
drawings to the Project Engineering Manager for review.
e) At this point, if the documents and drawings are released by the Project Engineering Manager,
the Project Document Controller arranges for copies to be produced and issues them to all
personnel in accordance with the Document Distribution Matrix.
f) The Project Document Controller shall retain and file the master copy of all documents and
drawings and they shall not be issued for general staff use.
g) When the Project Engineering Manager requires that a review shall be determined in
accordance with engineering management procedure.
h) Refer to procedure for As-Built Documentation for instructions on the management of 'as-built'
documents received from consultants or vendors.

6.4.2 Control - EDMS Available

The process for control of documents and drawings using an EDMS is identical except that the
Project Document Controller shall record details and upload the softcopies of the documents and
drawings into the EDMS.

6.5 Softcopies

The sections below describe the processes to manage softcopies of documents and
drawings.

6.5.1 Labelling

a) To allow the easy retrieval of digital file copies, the naming of digital copies shall follow
the relevant EDMS protocols.

b) The Project Document Controller shall establish these protocols and ensure that they
are communicated to all users.

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Management Procedure
Engineering Document Control

6.5.2 Distribution

a) All drawings to be issued via email shall be issued in a compressed format using proprietary
software.
b) Drawing files shall be not to be compressed together in the one file where file size exceeds 1 Mb
or such smaller size as required by Project communication restrictions. For drawings requiring
large amounts of memory, each drawing is compressed as an individual file and forwarded as a
separate message by email.
c) Documents or drawings issued by email shall include the following statement in or adjacent to the
title block for drawings or cover sheet title block for documents:
"A hard copy of this document I drawing has been signed by the people whose names appear in
the title block below."
d) In addition, a Document Transmittal signed by a duly authorised person shall be faxed,
mailed or emailed to the relevant party being issued with electronic files. The document
transmittal may be either generated by the EDMS or form Document Transmittal where EDMS is
not used.
e) A statement accompanying the Transmittal Notice is worded:

"I hereby confirm that the documents/drawings listed above have been reviewed and are
approved to the status indicated above."

6.6 Document Transmittal

a) A document transmittal form is a cover letter or memo identifying the following:

i. Name of organization issuing the drawings or documents

ii. Name(s) of organization(s) receiving the drawings or documents

iii. The reference number, title and revision of drawings or documents issued. iv.

The date when the drawings or documents are issued.

v. The form in which the drawings or documents are issued (e.g. hard copy, compact disk,
electronic mail etc.)

vi. The number of hard copies issued.

vii. The reason of issuing the drawings or documents (e.g. for information, approval, construction
etc.)

b) The Document Transmittal process also requires that the receiver return an acknowledgment to the sender

either by fax, by mail or by email. This is an essential step in the process.

c) All documents and drawings issued by the company, whether by hard copy, as computer files or email

attachments shall be accompanied by the document transmittal form for document transmittal

d) Transmittal Register (see Appendix A) shall be used to generate transmittal reference numbers and record

details of drawings issued to recipients and acknowledgements received from recipients.

Management Procedure
Engineering Document Control

6.7 Controlled Documents and Drawings

'Controlled' documents or drawings are those which remain under the direct control of the Project
Document Controller through the document distribution processes described above.

 These documents shall be clearly marked as CONTROLLED by the Project Document Controller
using a CONTROLLED status stamp. The stamp shall be in a distinctive color.
 All other documents and drawings issued shall be deemed to be 'uncontrolled'. This includes copies
of CONTROLLED documents.
 Drawings issued to recipients for information only shall be 'uncontrolled' documents and shall be
clearly stamped 'Uncontrolled'. The recipients of these drawings shall not be included in the
distribution matrix.
 The Project Document Controller ensures that all documents and drawings shall be correctly
stamped.

6.8 Superseded Revisions

a. Superseded hard copies of documents or drawings with an alpha or numeric revision indicator
must be marked 'Superseded'.
b. Similarly, all computer files of superseded documents or drawings shall be filed in a 'Superseded'
directory and an electronic 'Superseded' stamp shall be also be used wherever possible.
c. The documents or drawing register is to be updated to reflect the current revision.
d. Superseded documents or documents shall be identified as such and either stamped
'Superseded' or indicated otherwise, and shall be removed from point of use.
e. The Project Document Controller shall retain the master copies of all superseded documents or
drawings.

6.9 Cancelled Documents or Drawings

a) The Project Document Controller shall advise all recipients of documents or drawings in the
event that any documents or drawings have been cancelled.
b) Recipients of documents or drawings subsequently cancelled shall be instructed to write or
stamp 'CANCELLED' across the title block. Where the cancelled documents or drawing has
been superseded by another document or drawing, a note identifying the new document or
drawing must be written onto the cancelled document or drawing.
c) A note shall also be included on the new document or drawing in the revision history box stating
'This document / drawing supersedes document / drawing no. ...' with the relevant document
number included.
d) All changes to documents or drawings shall be reflected in the relevant register.

6.10 Cross-Reference Drawings

The control of cross-reference drawings shall be as per procedure of engineering

Drawings.

6.11 Other Technical Documents

Management Procedure
Engineering Document Control

The distribution of technical documents will be similar to that mentioned above for drawings.

7.0 Records

Design Correspondence and documents registers (as described in section 6.2) Document Distribution

Matrix (in case EDMS is not available)

Engineering Drawing and Document Register

Master copy of all documents and drawings

Document Transmittal

Transmittal Register

8.0 Appendix

Appendix A: Sample Transmittal Register