Ims Og GL Si - DCC Pro 0001 - 00

Integrated Management System
DOCUMENT MANAGEMENT START-UP
Document No: IMS-OG-GL-SI.DCC-PRO-0001
1 OF 9
Revision : 00 Date : 03-AUG-2017
This document is part of a set of Integrated Management System documentation developed to meet the
requirements of ISO 9001, ISO 14001 & OHSAS 18001.
00 03-AUG-2017 Issued for Use

Y.CAO S.MOHAMED J.HOWARD T.FARRELL
B3 02-AUG-2017 Re-issued for Consistency /
Compliance Review Y.CAO S.MOHAMED J.HOWARD T.FARRELL
B2 02-AUG-2017 Re-issued for Consistency /
B1 10-MAY-2017 Issued for Consistency / Compliance
Review Y.CAO P. NAQUIN B.KUBERI
Issued for Inter-Disciplinary
A2 16-AUG-2016
Coordination IDC C. GATES P. NAQUIN K CLEVENGER
A1 11-AUG-2016 Issued for Internal Review C. GATES P. NAQUIN K CLEVENGER
REV DATE ISSUE DESCRIPTION AUTHOR CHECKER QA/QC/SHSE APPROVER
IMS-OG-GL-SI.DCC-PRO-0001 Oil & Gas

This Hard Copy is Uncontrolled
DOCUMENT NUMBER: IMS-OG-GL-SI.DCC-PRO-0001 REVISION: 00 DATE: 03-AUG-2017
DOCUMENT TITLE: DOCUMENT MANAGEMENT START-UP PAGE: 2 of 9
TABLE OF CONTENTS
1.0 INTRODUCTION .......................................................................................................... 3

1.1 Purpose .............................................................................................................. 3
1.2 Scope ................................................................................................................. 3
1.3 Responsibility .................................................................................................... 3
2.0 PROCEDURE............................................................................................................... 4
2.1 Project Document Control Requirements ........................................................ 4
2.2 Document Distribution Matrix (DDM) ............................................................... 4
2.3 Document Control Checklist............................................................................. 5
2.4 Master Document Register (MDR) Requirements ........................................... 5
2.5 EDMS Identification ........................................................................................... 5
2.6 EDMS Configuration .......................................................................................... 5
2.7 Training .............................................................................................................. 6
2.8 EDMS Goes Live ................................................................................................ 6
2.9 EDMS User Effectiveness ................................................................................. 6
3.0 DEFINITIONS ............................................................................................................... 7
4.0 ABBREVIATIONS ........................................................................................................ 7
5.0 REFERENCE DOCUMENTS ........................................................................................ 7
6.0 CODES AND STANDARDS ......................................................................................... 8
7.0 REVISION HISTORY.................................................................................................... 8
8.0 RECORDS ................................................................................................................... 8
APPENDIX 1 – PROJECT DELIVERY APPLICABILITY ............................................................... 9

1.0 INTRODUCTION
SNC-Lavalin O&G Procedures are designed to provide a scalable, flexible and consistent set of
instructions that can be used in any SNC-Lavalin O&G office around the world. This procedure provides
the minimum requirements to be compliant with corporate policies, procedures, and industry best
practices for the execution of Document Management Start-up.
1.1 Purpose
The purpose of this procedure is to define the responsibilities and methodology required to initiate
Document Control Project Start-Up.
1.2 Scope
This procedure applies to all projects where SNC-Lavalin Oil & Gas provides either full or partial
services.
1.3 Responsibility
The Document Control Manager (DCM) is responsible for the content, administration,
maintenance and implementation of this procedure. DCM is to determine and implement the
functional requirements for document control to start up the project and provide training.
The Project Management Team (PMT) is responsible for supporting DCC in the application of this
procedure and provide all start-up inputs requested by DCC
The Document Control Lead (DCL) is responsible to adopt and implement these best practices in
the project specific document control procedures
The Document Control Centre (DCC) the group of document controllers who will support the DCL
in implementing processes and procedures
Information Technology (IT) is the local or global team responsible for the purchase, allocation,
configuration, installation and distribution of business hardware and software. IT is responsible for
providing all software and hardware tools needed on the project.
The EDMS Administrator (EA) is responsible for the approved EDMS system setup, configuration,
users, workflows and support during project setup and throughout the entirety of the project.

2.0 PROCEDURE
This procedure defines the inputs and deliverable requirements for document control to start up a
project. Refer to process IMS-OG-GL-SI.DCC-PFL-0002 – Document Control Start-up Process
Flowchart.
2.1 Project Document Control Requirements
DCL shall review all project specific materials i.e. Contract, Project Execution Plan, client
specifications etc. to determine the document control project documentation and process
requirements.
If the project is to follow client requirements, DCL shall take lead and work in collaboration with the
DCC to develop this requirement. If the project does not have any client requirements, the project
will utilize SNC-Lavalin Document Control processes, standards, procedures and work instructions.
Please see IMS-OG-GL-SI.DCC-PFL-0002 for a list of required documentation for start-up.
Sample list of project specific document control procedures include (note this is not an exhaustive
list):
• Project Document Numbering Procedure

• Project Close-out & Archive Procedure
• Project Document Control Procedure
• Project Document Handover Procedure
For procedures that need to be develop with client specific requirements, DCL will need to send to
these to the PMT for review and approval. Once approved, DCC will distribute the document control
procedure(s) per the document distribution matrix for reference and information.
2.2 Document Distribution Matrix (DDM)
The document distribution matrix (DDM) designates what documents and drawings are to be
distributed to an individual/group for their information, review, and/or approval. The matrix includes a
list of key project positions on one side and types of documents on the other. The matrix can contain
names of internal and external Project team members for routing of documents for review and/or
approval.
Please refer to IMS-OG-GL-SI.DCC-TMP-0002-01 - Document Distribution Matrix Template. The PT

is responsible to provide inputs on who reviews what and ensures completeness and consistency of
the matrix. DCC under the direction of the DCL, with inputs from PT will then publish, store and revise
the DDM as required.

2.3 Document Control Checklist
For the purpose of ensuring document control requirements, deliverables and tasks on the project are
completed, DCC shall keep a record and update the document control checklist on a regular basis
Throughout the project, as each task, deliverable etc. is complete, DCC should mark off any
completed items on the document control checklist. The checklist should be updated throughout the
project lifecycle.
At the end of the project, review the checklist for any unchecked items. In cases where items may
not be applicable to your project, indicate or make a note of it on the checklist
Please refer to IMS-OG-GL-SI.DCC-TMP-0003-01 Document Control Checklist.
2.4 Master Document Register (MDR) Requirements
The Master Document Register (MDR) is a list of all the documentation deliverables for the project,
with additional information on each of these documents. It includes
• Identification information (document number, title, discipline, document type)

• Documents status and progress information (revision index, date, status, issue purpose etc.)
• Transmittal number and dates (incoming & outgoing)
• Information on expected delivery dates
• Information on actual delivery dates
DCC shall coordinate and receive input from all functions to produce the base MDR for the project.
Please refer to IMS-OG-GL-SI.DCC-TMP-0001-01 Master Document Register Template.
Upon receiving the completed MDR from PT, DCC shall check for consistency and resolve any
inconsistencies with the PMT. Once consistency checking is completed, DCC will upload the MDR
information into the approved EDMS system. This process could vary, based on the approved EDMS.
Any deviations or modifications must be noted and officially published in the PEP.
2.5 EDMS Identification
For all O&G projects, the selection and setup of an EDMS is the responsibility of the DCM. This
includes the type of system to be used to manage document control activities.
For projects in remote areas or locations with limited network or internet access, the document
management application will be decided by the function in collaboration with the project.
2.6 EDMS Configuration
The EDMS for the project must conform to the minimum requirements as defined by IMS-OG-GL-
SI.DCC-STN-0001 - Document Control Standard. It should represent the specific requirements for the
approved EDMS software.

2.6.1 DCL submits a project EDMS request to the EA and/or to IT, copying the DCM.
2.6.2 EA and/or IT will create the project workspace in the approved EDMS standard
configuration. In general, the EDMS setup follows IMS-OG-GL-SI-PFL-0001 – Systems
Setup Process Flowchart.
2.6.3 DCL will provide a project roster to the EA and/or IT who will then be responsible for
assigning the team members and granting access rights to the required project location.
2.6.4 EA shall configure the workspace with metadata/attributes in accordance to project

requirements.
2.6.5 User acceptance testing should be conducted before the new workspace can be
released for use.
2.7 Training
EDMS training shall be provided to the Project Management Team (PMT). The training will provide
end users with a general understanding of key EDMS terminology and the skills necessary to perform
basic functions within the EDMS
Training is the responsibility of the DCM and is coordinated and organized with the DCL and DCC.
Train the Trainer methodology will be utilized, where the DCM will initially train the DCL and DCC. As
new team members join, DCL should provide EDMS training to them.
Training records are maintained by the DCM
Training Objectives for the end users will be

• Log in / Access to EDMS
• Navigating the System
• Search for Information
• Load Content, View, Print, and Download documents stored in EDMS
• Familiarity with different reports with the approved EDMS and how to use this information for
effective document control
2.8 EDMS Goes Live
Once EDMS configuration and training is completed, the EDMS is ready for project use.
2.9 EDMS User Effectiveness
Post EDMS setup, the DCM shall assess performance and provide support during project execution,
to determine that the systems are being utilized and understood by the project.

3.0 DEFINITIONS
Term Definition
Documentation Information and its supporting medium.
For example: Record, specification, procedure document, drawing, report, standard.
Please note:
The medium can be paper, magnetic, electronic or optical computer disc, photograph
or master sample, or a combination thereof.
EDMS The document management system used by Document Control to store, manage,
transmit and retrieve documentation
4.0 ABBREVIATIONS
Abbreviation Description
DC Document Control
DCC Document Control Centre
DCL Document Control Lead
DCM Document Control Manager
DDM Document Distribution Matrix
EA EDMS Administrator
EDMS Electronic Document Management System
IT Information Technology
MDR Master Document Register
O&G Oil & Gas
PEP Project Execution Plan
PT Project Team
PMT Project Management Team
5.0 REFERENCE DOCUMENTS
Document Number Document Title
IMS-OG-GL-SI.DCC-PFL-0002 Document Control Start-up Process Flowchart.
IMS-OG-GL-SI.DCC-STN-0001 Document Control Standard

IMS-OG-GL-SI.DCC-TMP-0001-01 Master Document Register Template
IMS-OG-GL-SI.DCC-TMP-0002-01 Document Distribution Matrix Template
IMS-OG-GL-SI.DCC-TMP-0003-01 Document Control Checklist


IMS-OG-GL-SI-PFL-0001 Systems Setup Process Flowchart
6.0 CODES AND STANDARDS

ISO 9000:2015 Fundamentals and Vocabulary
ISO 9001:2015 Quality Management System - Requirements
ISO 14001: 2015 Environmental Management Requirements
Occupational Health & Safety Management System -
OHSAS 18001:2007
Specifications
7.0 REVISION HISTORY
REVISION COMMENTS/NOTES
A1 Issued for Internal Review
A2 Issued for Inter-Disciplinary Coordination IDC
B1 Issued for Consistency / Compliance Review
B2 Re-Issued for Consistency / Compliance Review
B3 Re- Issued for Consistency / Compliance Review
00 Issued for Use
8.0 RECORDS
Records will be maintained throughout the process as indicated in this document and the MS Records
process. When the project is complete, all records will be archived as per the applicable project
instructions, MS Records process and O&G Document Management processes and procedures.

APPENDIX 1 – PROJECT DELIVERY APPLICABILITY
Proposals EPC Construction

Studies Project Management Commissioning
Preliminary Engineering Technical Services Site Services
FEED Procurement Ops and Maintenance
Detailed Design Construction Management

PROJECT DOCUMENT CONTROL PROCEDURE
Document No: IMS-OG-GL-SI.DCC.PRO-0002
1 OF 16
00 03-Aug-2017 Issued for Use Y.CAO S.MOHAMED J.HOWARD T.FARRELL

B2 02-Aug-2017 Re-Issued for Consistency /
Compliance Y.CAO S.MOHAMED J.HOWARD T.FARRELL
B1 01-Aug-2017 Issued for Consistency / Compliance Y.CAO S.MOHAMED J.HOWARD T.FARRELL
A1 13-Jan-2017 Issued for Internal Review YC SM BK
IMS-OG-GL-SI.DCC-PRO-0002_00.docx Oil & Gas

DOCUMENT NUMBER: IMS-OG-GL-SI.DCC.PRO-0002 REVISION: 00 DATE: 03-AUG-2017
DOCUMENT TITLE: PROJECT DOCUMENT CONTROL PROCEDURE PAGE: 2 of 16
TABLE OF CONTENTS
1.0 INTRODUCTION .......................................................................................................... 3

1.1 Purpose .............................................................................................................. 3
1.2 Scope ................................................................................................................. 3
1.3 Responsibility .................................................................................................... 3
2.0 PROCEDURE............................................................................................................... 5
2.1 Initiating Document Control on Projects ......................................................... 5
2.1.1 Provision of Document Control Resources ............................................ 5
2.1.2 Project Documentation Deliverables(s) Scope ....................................... 5
2.2 Project Document Control Procedures ............................................................ 5
2.3 Project Document Control in EDMS ................................................................. 6
2.3.1 Project Workspace ................................................................................... 6
2.3.2 Requesting Project Workspace in the EDMS ......................................... 7
2.4 Project Documentation Types .......................................................................... 7
2.4.1 Administrative Documents ...................................................................... 7
2.4.2 Technical Documents .............................................................................. 7
2.4.3 Vendor Documents / Subcontractor Documents ................................... 7
2.4.4 Reference Documents .............................................................................. 8
2.5 Project Document Numbering .......................................................................... 8
2.6 Project Document Review ................................................................................. 8
2.7 Project Document Revision .............................................................................. 8
2.8 Project Document Control Process.................................................................. 8
2.8.1 Control and Management of Technical Documents ............................... 8
2.8.2 Control and Management of Vendor Documents ................................... 9
2.9 Control and Management of Hard Copy Construction Site Documents ...... 10
2.10 Control of Outgoing/Incoming Transmittals .................................................. 10
2.11 Project Document Control Reporting............................................................. 10
2.12 Filing Methodology.......................................................................................... 10
2.13 Project Handover ............................................................................................. 11
2.14 Project Closeout and Archiving of Documentation....................................... 11
3.0 DEFINITIONS ............................................................................................................. 12
4.0 ABBREVIATIONS ...................................................................................................... 13
5.0 REFERENCE DOCUMENTS ...................................................................................... 13
6.0 CODES AND STANDARDS ....................................................................................... 14
7.0 REVISION HISTORY.................................................................................................. 15
8.0 RECORDS ................................................................................................................. 15
APPENDIX 1 – PROJECT DELIVERY APPLICABILITY ............................................................. 15

1.0 INTRODUCTION
instructions that can be used in any O&G office around the world. This procedure provides the
minimum requirements to be compliant with corporate policies, procedures and industry best
practices to execute a project.
1.1 Purpose
The purpose of this procedure is to describe the systems, methods, and general processes used by
O&G to control Project documentation deliverables throughout the project execution lifecycle.
1.2 Scope
This procedure applies to all projects were SNC-Lavalin Oil and Gas provides either full or partial
services.
1.3 Responsibility
maintenance and implementation of this procedure.
The Project Management Team (PMT) is responsible for ensuring that all project personnel operate
incompliance with the requirements and processes defined herein. The PMT is also responsible for
ensuring comprehensive communication and clarity regarding service level expectations and project
requirements for document control.
The Document Control Lead (DCL) is responsible for the following:
• Responsible for ensuring all project documentation deliverables meet the acceptable
standards of quality (i.e correct templates, document number, revision, issue purpose etc)
defined by the Project.
• Timely and accurate processing of all documentation submitted to document control in

accordance with service level expectations defined by the Project in which they are currently
assigned.
• Consistent and effective use of all systems, tools, and processes provided to them and
approved for use by the Project in which they are assigned.
• Reporting of all applicable KPIs associated with the document control function as applied on
the Project in which they are assigned. Examples of document control KPIs could be
o Percentage of documents rejected due to quality / compliance issues
o Percentage of documents rejected by clients (for document control related reasons)
o Percentage of late documents
o Average review time

o Percentage of documents in the various statuses (for example: x% of documents in

"Issued for Review", x% of document in "Issued for Construction", etc)
o Return Codes received from Client
• Training of DC Personnel on projects on the processes, procedures and systems to be used
The Electronic Doc Management System Administrator (EA) is responsible for the following
• Coordinating the setup of a project Electronic Document Management System (EDMS).
• Assigning and maintaining user securities in EDMS and maintain the security matrix
throughout the life of the project
• Training project personnel in EDMS
• Providing support to the project team and respond to requests and queries regarding EDMS.

2.0 PROCEDURE
2.1 Initiating Document Control on Projects
2.1.1 Provision of Document Control Resources
The project manager will submit for a position requisition and contact the Workforce Planning Team.
The workforce planning and recruitment team will coordinate with the Document Control Manager,
to determine available resources and/or suitable candidates for the Project to consider.
2.1.2 Project Documentation Deliverables(s) Scope
The initial scope of project documentation must be defined prior to project kick off and accepted by
the Client as the contractual list of mandatory documents to be generated, collected, and/or handed
over upon completion to satisfy the deliverables of the contract. Detailed definition of the scope of
Project documentation at this stage ensures the following:
• Compliance with client documentation requirements and handover expectations

• Accurate project deliverable scheduling
• Comprehensive documentation status reporting / progress measurement
• Ability to define documentation expectations for third party service providers
• Comprehensive expediting capabilities
• Accuracy in change management
Every project executed by O&G will have a minimum standard set of meta data attributes that must
be populated in the Master Document Register (MDR) to meet document control requirements.
Refer to IMS-OG-GL-SI.DCC-PRO-0001-01 – Document Management Start Up and IMS-OG-GL-

SI.DCC-TMP-0001-01 - Master Document Register Template for more details
2.2 Project Document Control Procedures
The DCL shall provide inputs to the document management section of the PEP, outlining the required
responsibilities of document control according to the following inputs:
• The minimum O&G requirements described herein,

• Specific contractual requirements outlined,
• Project document numbering procedure (if applicable),
• Project specific document cover pages, indexes, reports, etc.,
• Formal letterhead for Project correspondence,
• Business Process work instructions and training material.
However per contractural requirements, if project specific document control related procdures are
required (i.e. Document Numbering Procedure, Handover Procedure etc), DCL shall review the
following corporate document control procedures and revise per contracutral requirements. The
project specific procedures should then be reference inte document control plan of the PEP.

• IMS-OG-GL-SI.DCC-PRO-0001 Document Management Start-Up

• IMS-OG-GL-SI.DCC-PRO-0003 Control and Management of Reference
Documents
• IMS-OG-GL-SI.DCC-PRO-0004 Control and Management of Technical
Documents
• IMS-OG-GL-SI.DCC-PRO-0005 Control and Management of Technical As-Built
Documents
• IMS-OG-GL-SI.DCC-PRO-0006 Control and Management of Vendor Documents
• IMS-OG-GL-SI.DCC-PRO-0007 Control and Management of (Hard Copy)
Construction Site Documents
• IMS-OG-GL-SI.DCC-PRO-0008 Control and Management Project Document
Review
• IMS-OG-GL-SI.DCC-PRO-0009 Technical, Vendor and Reference Documents
Distribution Matrix
• IMS-OG-GL-SI.DCC-PRO-0010 Document Deliverable Handover
• IMS-OG-GL-SI.DCC-PRO-0012 Project Document Deliverable Coding System
Procedure
2.3 Project Document Control in EDMS
2.3.1 Project Workspace
Primary document control for projects executed by O&G shall be managed in the EDMS. Projects
should strive to work with documentation within the EDMS as much as possible to ensure data
integrity and traceability of all document related activities. The EDMS is the single source of the truth
on projects for documentation.
The following criteria describe the minimum acceptable requirements for document management in
the EDMS:
• All users must be properly identified and regularly validated by DCC to ensure
access and permissions are valid,
• All users must be provided training in the EDMS and access to training materials
throughout the project lifecycle,
• The project workspace must be configured to capture at a minimum, the mandatory
metadata attributes as described in the MDR
• Revision history and historical integrity of all documentation is captured, managed,
and available for reference throughout the project execution lifecycle,
• Prevent the unintended use of obsolete documents.
• Have control over all documents and be able to deveope readily available reports for
documentation status.

2.3.2 Requesting Project Workspace in the EDMS
The assigned Project Document Control Resource (DCL) will coordinate with the Document Control
Function and the Project Team to understand which EDMS has been selected on the project. The
DCL coordinates the request of an EDMS project site and provides the following information for the
EA to create the workspace:
• Project Details
o Project Name
o Project Number
o Start Date/End Date
o Type of Project
o Project Team List, etc
• Users / User Groups for Permissions

• Organizational Structure
• Metadata Attributes
• Process Flow Charts of applicable work processes
Training for project document control team and project team will be conducted by the EA and/or DCL
upon completion of the EDMS workspace setup
2.4 Project Documentation Types
2.4.1 Administrative Documents
These are project documents not identified as Technical, Vendor or Reference. Typical documents
include those related to Administration and Management, Bidding and Award Process,
Correspondence, Finance, Insurance, Estimates, Legal, Meetings Minutes, Change Management,
Planning, Quality, Reports, HSSE, Schedules and Project Termination etc.
2.4.2 Technical Documents
These are documents (deliverables) prepared internally usualy by SNC-Lavalin Engineering such as
drawings, specifications, datasheets, design criteria, design briefs, calculations, design instructions,
engineering lists, engineering reports and master scope documents.
2.4.3 Vendor Documents / Subcontractor Documents
These are documents received from suppliers or contractors, post-award, for review or approval,
including fabrication / installation documents and operation manuals. Similarly, subcontractor
documents are those from subcontractors for review and approval; including fabrication and service
execution documents.

2.4.4 Reference Documents
These are documents typically of a technical nature not provided by SNC-Lavalin but by, suppliers or
contractors. They may include existing plant drawings, client specifications and standards, and
existing site investigation reports, information from technology suppliers etc.
2.5 Project Document Numbering
It is essential that all the project documentation shall be identified with proper document numbering,
and the numbering shall be unique for easy traceability to enable effective document control.
Each type of documentation shall be assigned with a specific document numbering structure as per
project requirements, and there shall be a unified project–wide document coding utilised on the
project. However in addition to a project document number, each sub-contractor, supplier/vendor and
other 3rd party may use an internal coding system on project documents to reflect their unique
document numbers.
Refer to IMS-OG-GL-SI.DCC-PRO-0012 - Project Document Deliverable Coding System for the

document number structure to be followed.
2.6 Project Document Review
Documents shall be prepared in accordance with the appropriate company standards, contractual
requirements, and checked prior to issuing through document control
For further details on the document review process please refer to IMS-OG-GL-SI.DCC-PRO-0008 -
Control and Management of Project Document Review
2.7 Project Document Revision
It is essential that all the Project documentation shall be identified with a revision control code to
demonstrate the production cycle, and best practice to ensure historical integrity throughout the
document’s life cycle.
Each revision control code assigned for document production shall be linked with an Issue purpose
followed during the formal external submission of documents.
Documents shall be revised in accordance with appropriate company standards and, contractual
requirements.
Refer to IMS-OG-GL-SI.DCC-PRO-0013 - Project Document Revision Control Procedure for

instructions regarding document revision practices that need to be followed
2.8 Project Document Control Process
2.8.1 Control and Management of Technical Documents
All approved and signed off documents received from Engineering shall be registered and processed
within the EDMS to ensure all revisions are accounted and an accurate history is maintained.

Document Control shall perform the following on receipt of approved/signed documents prior to
submission.
• All the documents received shall be checked for legibility and that the correct project
template was used
• All the documents received shall be checked for correct Document Number,
Revision, Issue purpose, and other necessary details used in the title block
• All the documents received shall be checked to ensure they include wet signatures.
• Ensure all documents are provided with Native file and Rendition PDF file
Once the above checks have been provided by Document Control, if any of the above fail the
requirements, the document shall be returned to the originator to be corrected. If the document
passes the above criteria the document will be registerd in the EDMS and a transmittal created for
issuance.
Refer to IMS-OG-GL-SI.DCC-PRO-0004 for Control and Management of Technical Documents for

further details.
2.8.2 Control and Management of Vendor Documents
All vendor documents received from Vendor shall be registered and processed within EDMS to ensure
all revisions are accounted and an accurate history is maintained.
Document Control shall perform the following on receipt of approved/signed vendor documents prior
to review.
• All the actual documents received shall be checked against incoming

Correspondence
• All the documents received shall be checked for project number/package number
• All the documents received shall be checked for legibility and that the correct
template was used
• All the documents received shall be checked for correct Document Number,
Revision, Issue purpose, and other necessary details used in the title block
• Ensure all documents are received with Native file and Rendition PDF file
• Ensure the “Review Stamp” is affixed to the document and/or a sticker may be
produced from after document registration, or the vendor may be asked to apply a
sticker or cover page prior to submittal.
• Register documents in the approved EDMS under the appropriate package number
and internal transmittal created from EDMS
• All the documents shall be distributed in line with established Vendor Distribution
Matrix and/or mark-up provided by the Package Engineer and/or the project
designated representative.
• Commented / marked-up documents shall be received from Package Engineer, and
the signed off vendor documents shall be returned to Vendor thorough a transmittal

Refer the corporate procedure: IMS-OG-GL-SI.DCC-PRO-0006 for Control and Management of

Vendor Documents for further details..
2.9 Control and Management of Hard Copy Construction Site Documents
O&G recognizes the necessity to manage hard copy versions of Project documentation in certain
circumstances where internet access and computer usage is limited due to Project location and site
capabilities. In these instances, the site based DCL will manage hard copy versions of documentation.
Refer to IMS-OG-GL-SI.DCC-PRO-0007 Control and Management of (Hard Copy) Construction Site

Documents for additional information on control of hard copies
2.10 Control of Outgoing/Incoming Transmittals
No document(s) shall be considered official unless issued/receieved under a transmittal.
All transmittals shall have a unique reference number. The reference number shall be defined by the
project. The number shall be referenced on the correspondence with the project number or
department reference as appropriate, and the subject of the correspondence shall be summarized in
the EDMS
2.11 Project Document Control Reporting
Projects require various status reports (ie. Due/Overdue, Pending, Approved/Not Approved etc.) from
document control on a regular basis to track the status of documentation in various phases of the
document lifecycle.
All reports should be derived from the EDMS which has advanced search capabilities and allows for
saving filtered and formatted searches to produce desired results in an excel format for simple format
editing.
The DCL is responsible for understanding what types of reports are required from document control
and a schedule for when they are to be produced. This reporting schedule needs to be incorporated
into the Document Control Checklist and monitored for compliance on a consistent basis throughout
the Project execution lifecycle.
2.12 Filing Methodology
All hardcopy document and correspondences shall be filed, for identification, easy retrieval access
and traceability. The filing methodology should be per the project coding specification. Please refer
to IMS-OG-GL-SI.DCC-012 Project Document Deliverable Coding System. The project reference
number and file reference number shall be recorded on all the folders and/or boxes.
Superseded documents shall be removed from the central filing system, and clearly marked across
each title block and stored separately to avoid unintended use.

A project Document filing Index shall be established and maintained for the project, and the project
document files/folders are referenced as per the filing index.
2.13 Project Handover
Handover of Project documentation to client or facility will be in accordance with contractual

requirements.
Please refer to IMS-OG-GL-SI.DCC-PRO-0010 Document Deliverable Handover for additional details

on handover.
2.14 Project Closeout and Archiving of Documentation
Upon Project close-out, the EDMS Project workspace will be made “Read only”. The Project
workspace will remain accessible for reference purposes until such time as it is deemed obsolete.
The DCM will determine when this is deemed obsolete.
The Client shall provide a completion certificate and/or will formally confirm, the Project Manager that
all the project documentation received have been approved and accepted.
Please refer to IMS-OG-GL-SI.DCC-PRO-0014 for additional details on archive and record rentention.

3.0 DEFINITIONS
Documentation
Information and its supporting medium. For example: Record, specification, procedure document,
drawing, report, standard.
Please note: The medium can be paper, electronic or optical computer disc, photograph or master
sample, or a combination thereof.
EDMS
The document management system used by Document Control to store, manage, transmit and
retrieve documentation.
Record
A document stating results achieved or providing evidence of activities performed.
MDR
Master Document Register is the register of Project Deliverables for the contract. This shall be used
for client approval of deliverables and to add placeholders to an EDMS.
Document Control Checklist
Checklist to be used for the full lifecycle of the project by DCL to manage responsibilities and provide
a time table for effective management of the Document Control processes including reporting and
internal auditing of the function.
Controlled Document
A document that has been generated in accordance with company standards and managed
throughout its lifecycle within the parameters established by the company that define control.
Uncontrolled Document
A document generated, referenced, or maintained outside of the parameters established by the

company that define control.

4.0 ABBREVIATIONS
DC Document Control
EA EDMS Administrator
EDMS Electronic Data Management System
IDC Inter Disciplinary Check
IMS Integrated Management System
KPI Key Performance Indicator
O&G Oil and Gas
PDF Portable Document Format
PE Project Engineer

IMS-OG-GL-SI.DCC-PRO-0001 Document Management Start-Up
IMS-OG-GL-SI.DCC-PRO-0003 Control and Management of Reference Documents
IMS-OG-GL-SI.DCC-PRO-0004 Control and Management of Technical Documents
IMS-OG-GL-SI.DCC-PRO-0005 Control and Management of Technical As-Built Documents
IMS-OG-GL-SI.DCC-PRO-0006 Control and Management of Vendor Documents
Control and Management of (Hard Copy) Construction Site
IMS-OG-GL-SI.DCC-PRO-0007
Documents
IMS-OG-GL-SI.DCC-PRO-0008 Control and Management Project Document Review
Technical, Vendor and Reference Documents Distribution
Matrix
IMS-OG-GL-SI.DCC-PRO-0010 Document Deliverable Handover
IMS-OG-GL-SI.DCC-PRO-0011 (DCC) Functional Project Close-Out
IMS-OG-GL-SI.DCC-PRO-0012 Project Document Deliverable Coding System Procedure


IMS-OG-GL-SI.DCC-STN-0001 Project Document Control Standard
IMS-OG-GL-SI.DCC-STN-0002 O&G EDMS Standard

OHSAS 18001:2007 Occupational Health & Safety Management System -


00 Issued for Use
8.0 RECORDS
instructions, MS Records process and O&G Document Management processes and procedures.



CONTROL AND MANAGEMENT OF REFERENCE DOCUMENTS
1 OF 8
Revision : 00 Date : 07-Oct-2016
00 07-OCT-2016 Issued for Use K. CLEVENGER Y. CAO B. HAWCO K CLEVENGER

B1 22-Aug-2016 Issued for Consistency / Compliance
Review K. CLEVENGER Y. CAO
A2 02-Aug-2016
Coordination IDC K. CLEVENGER Y. CAO K CLEVENGER
A1 02-Aug-2016 Issued for Internal Review K. CLEVENGER Y. CAO K CLEVENGER

DOCUMENT NUMBER: IMS-OG-GL-SI.DCC-PRO-0003 REVISION: 00 DATE: 07-OCT-2016
DOCUMENT TITLE: CONTROL AND MANAGEMENT OF REFERENCE DOCUMENTS PAGE: 2 of 8
TABLE OF CONTENTS
1.0 INTRODUCTION .......................................................................................................... 3

1.1 Purpose .............................................................................................................. 3
1.2 Scope ................................................................................................................. 3
1.3 Responsibility .................................................................................................... 3
2.0 PROCEDURE............................................................................................................... 4
2.1 General ............................................................................................................... 4
2.2 Submittal of Reference Documentation ........................................................... 4
2.3 Verification & Registration of Reference Documents ..................................... 4
2.4 Coding of Reference Documents ..................................................................... 4
2.5 Distribution of Reference Documents .............................................................. 5
2.6 Filing................................................................................................................... 5
2.7 Handover ............................................................................................................ 5
3.0 DEFINITIONS ............................................................................................................... 5
4.0 ABBREVIATIONS ........................................................................................................ 6
8.0 RECORDS ................................................................................................................... 7

1.0 INTRODUCTION
instructions that can be used in any SNC-Lavalin O&G office around the world. This procedure
provides the minimum requirements to be compliant with corporate policies, procedures and industry
best practices for the control and management of reference documents.
1.1 Purpose
The purpose of this procedure is to define the responsibilities and methodology required to control the
submittal, receipt & registration, coding, distribution, filing, and archiving of reference documentation.
1.2 Scope
services.
1.3 Responsibility
Functional Responsibility Project Responsibility

Director, Information/Document Management Project Management Team (PMT)
Document Control Lead (DCL)
Document Control Centre (DCC)
Project Team (PT)
1.3.1 Personnel Responsibilities
The Director, Information/Document Management is responsible for the content, administration,

The Document Control Lead (DCL) is responsible to adopt and implement these guidelines in the
development of project specific instructions.
Document Control (DCC) is responsible to manage and process all project reference documents,
including archiving, as required.
procedure.
The Project Team (PT) is responsible to ensure that all submittals of reference documents are
processed and managed by DCC.

2.0 PROCEDURE
2.1 General
It is essential that all reference documents be received and processed by DCC to ensure a complete
history is maintained: refer to process IMS-OG-GL-SI.DCC-PFL-0003 – Manage Client / Reference &
Administrative Documents Process Flowchart.
2.2 Submittal of Reference Documentation
It is recommended that an approved EDMS be used for receipt of reference documents, however,
alternate means are acceptable (e.g. FTP Site, CD, etc.).
2.3 Verification & Registration of Reference Documents
For each reference document submitted from an outside party, DCC will:
1. Verify the document is for the appropriate project or study.

2. The documents received, do they match the transmittal?
3. Register the document in the approved EDMS.
4. Scan any paper copies received into PDF format.
Reference document re-submissions will follow the same steps as outlined above.
2.4 Coding of Reference Documents
All reference documents, that are to be issued, will be assigned an SNC-Lavalin O&G project specific
document code. In accordance with Procedure IMS-OG-GL-SI.DCC-PRO-0012 – Project Document
Deliverable Coding System, the mandatory requirements for reference document codes are:
• A 2-digit origin
• A sequential number starting at 0001
• A submittal number staring at 01.
For identification and traceability purposes, a date stamp will need to apply to all reference documents
that are to be issued. This applies to both paper copies and electronic copies. The received date, project
number, SNC-Lavalin O&G document code and submittal number will appear on each document.
• For example: SNC-Lavalin Inc
RECEIVED
By Document Control
01-Jan-2016
Project: 123456
DOC NO: AB-0001, Sub 01

2.5 Distribution of Reference Documents
Distribution of Reference Documents will be per the project specific distribution matrix per procedure
IMS-OG-GL-SI.DCC-PRO-0009 - Technical, Vendor and Reference Document Distribution Matrix.
Sequentially numbered transmittals will be distributed via email to all those listed on the transmittal and
will include a hyperlink to the documents.
The issuance of reference documentation as part of package issues, e.g. bids, addendum, purchase
orders and change orders, will be based upon the document list attached to the specification. Associated
reference documents will be tagged on the transmittal.
2.6 Filing
Reference documents will be filed in an approved EDMS.
If paper copies are retained, they shall also be filed by prefix and sequential number.
2.7 Handover
Handover of reference documentation to client or facility is not typical practice, but when required, will
be in accordance with contractual requirements.
Please refer to IMS-OG-GL-SI.DCC-PFL-0006 – Project Deliverable Handover Process Flowchart.
Please refer to IMS-OG-GL-SI.DCC-PRO-0010 – Document Deliverable Handover Procedure for

more details.
3.0 DEFINITIONS
Term Definition
Please note:
Record A document stating results achieved or providing evidence of activities performed.
Please note:
Generally, all records can be considered documents, but not all documents can be
considered records.
Reference Documentation, typically of a technical nature, received from external parties (including
Document Client) for information.
For example: Pre-existing plant drawings, Client specifications, information from
technology suppliers, etc.
Distribution Conveys documentation issues, both electronic and/or paper, to internal and external
parties.
Transmittal Tracks and establishes a history of documentation transfer to internal or external
parties within the approve EDMS

4.0 ABBREVIATIONS
FTP File Transfer Protocol
O&G Oil and Gas
PT Project Team

Manage Client, Reference and Administrative Documents
IMS-OG-GL-SI.DCC-PFL-0003
Process Flowchart
IMS-OG-GL-SI.DCC-PRO-0012 Project Document Deliverable Coding System
Technical, Vendor and Reference Document Distribution
Matrix
IMS-OG-GL-SI.DCC-PFL-0006 Project Deliverable Handover Process Flowchart
IMS-OG-GL-SI.DCC-PRO-0010 Document Deliverable Handover Procedure

ISO 9000 QMS – Fundamentals and Vocabulary
ISO 9001 Section 5.6, 8.4 & 8.5.1 – QMS Requirements
Section 4.6 – Environmental management systems -
ISO 14001
Requirements with guidance for use
Section 4.6 – Occupational health and safety management
BS OHSAS 18001
systems – Requirements
IMS-OG-GL-SI.DCC-STN-0001 SNC-Lavalin O&G Project Document Control Standard



00 Issued for Use
8.0 RECORDS
Records managed by the process described herein include the following:
1. Reference documentation, typically technical in nature, supplied by external parties (including

Clients) for information and reference by the Project.
2. The transmittal and/or correspondence that accompanies the submittal of all reference
documentation.
Records produced by the execution of the process described herein include the following:
1. Transmittals generated by the Project that accompany the distribution of Reference

Documentation to the Project Team.



CONTROL AND MANAGEMENT OF TECHNICAL DOCUMENTS
1 OF 8
01 30-Oct-2017 Re-Issued for Use Y.CAO S.MOHAMED J.HOWARD T.FARRELL

00 07-Oct-2016 Issued for Use K. CLEVENGER Y. CAO B. HAWCO K CLEVENGER
Review K. CLEVENGER Y. CAO
A2 02-Aug-2016
Coordination IDC K. CLEVENGER Y. CAO K CLEVENGER
A1 02-Aug-2016 Issued for Internal Review K. CLEVENGER Y. CAO K CLEVENGER

DOCUMENT TITLE: CONTROL AND MANAGEMENT OF TECHNICAL DOCUMENTS PAGE: 2 of 8
TABLE OF CONTENTS
1.0 INTRODUCTION .......................................................................................................... 3

1.1 Purpose .............................................................................................................. 3
1.2 Scope ................................................................................................................. 3
1.3 Responsibility .................................................................................................... 3
2.0 PROCEDURE............................................................................................................... 4
2.1 General ............................................................................................................... 4
2.2 Receipt, Verification and Registration ............................................................. 4
2.3 Types of Issue ................................................................................................... 5
2.4 Distribution ........................................................................................................ 5
2.5 Filing................................................................................................................... 5
2.6 Handover and Archiving ................................................................................... 5
3.0 DEFINITIONS ............................................................................................................... 6
4.0 ABBREVIATIONS ........................................................................................................ 6
8.0 RECORDS ................................................................................................................... 7

1.0 INTRODUCTION
the minimum requirements to be compliant with corporate policies, procedures and industry best
practices for the control and management of technical documents.
1.1 Purpose
submittal, receipt & registration, coding, distribution, filing, and archiving of technical documents.
1.2 Scope
services.
1.3 Responsibility

Engineering Manager or Area Engineering Managers
Project Team (PT)
Client

Document Control (DCC) is responsible to manage and process all project technical documents,
including archiving as required.
The Engineering Manager or Area Engineering Managers are responsible for advising DCC of any
processing priorities for technical documents, including the need for Client reviews.
procedure.
The Project Team (PT) is responsible to ensure that all revisions of technical documents are
processed and managed by DCC.
The Client is responsible to review and/or approve technical documents as required by contract.

2.0 PROCEDURE
2.1 General
It is essential that all official revisions of technical documents be given to, and processed by, DCC to
ensure all revisions are accounted for and an accurate history is maintained. Refer to processes IMS-
OG-GL-SI.DCC-PFL-0004 – Manage Technical Documents Process Flowchart and IMS-OG-GL-
ENG-PRO-0010 - Engineering Design Change Control in conjunction with IMS-OG-GL-ENG-FRM-
0003-01- Engineering Change Notice (ECN)/Construction Issues.
2.2 Receipt, Verification and Registration
Upon receipt of original signed hard copies of technical documents from engineering, per established
Engineering Manager or Area Engineering Managers priorities, DCC will:
• Verify that all applicable signatures have been applied to the document in accordance
with procedure IMS-OG-GL-ENG-PRO-0017 - Verification & Approval of Engineering
Deliverables Procedure, and any applicable project instructions.
• Verify the reason of issue indicated on the document.
• Verify that the document number assigned by engineering is in accordance with
procedure IMS-OG-GL-SI.DCC-PRO-0012 – Project Document Deliverable Coding
System.
• Verify that the appropriate revision has been applied to the document.
• Ensure that for multiple page documents, all pages are accounted for, all pages are
numbered, and the document number and revisions appears on each page.
• For Scope of Work specifications, verify that the appendices (document lists) list the
correct titles and revisions.
Important Notes
For any errors or discrepancies found during the verification process, the document will be returned
to engineering for correction or clarification.
In the event that a revision has not been received by document control, cannot be accounted for or
was issued unofficially, the following steps may be taken, when applicable:
• A note will be added in the “description” field of the record in the approved EDMS. The
note will say “revision ‘xx’ never issued officially be engineering”. Additional explanation
may be added to the note if required.
• The revision will be registered in the approved EDMS and the title changed to “Revision
Never Issued by Discipline”. This record will not be issued on a transmittal.
Query the document in the approved EDMS:

• If the document is new, register the document number, revision, and title.
• If the document exists, verify the document number, title, and up the revision.
• Create a transmittal using the project distribution matrix per procedure IMS-OG-GL-PC.DCC-
PRO-0009 - Technical, Vendor and Reference Document Distribution Matrix.

2.3 Types of Issue
2.3.1 Preliminary Issues

• Interdisciplinary Document Coordination (IDC)
Typically the first preliminary issue of technical documents is for IDC per SNC-Lavalin
Corporate procedure IMS-OG-GL-ENG-PRO-0017 Verification & Approval of Engineering
Deliverables.
• Client Review and/or Approval
Client review is dependent on the contract. Engineering is responsible to determine if a

Client review and/or approval is required for each deliverable.
2.3.2 Post Preliminary Issues

• Subsequent revisions may be for fabrication, purchase, construction etc.
2.4 Distribution
Distribution of Technical Documents will be per the project distribution matrix per procedure IMS-OG-
GL-PC.DCC-PRO-0009 - Technical, Vendor and Reference Document Distribution Matrix.
The transmittal will be distributed via email to all those listed on the transmittal and will include a
hyperlink to the documents.
2.5 Filing
Paper originals of technical documents will be filed by discipline, document type, and sequential
number. The current revision will be filed in a folder marked “Last Revision”. All superseded revisions
will be stamped “Superseded” and filed in a folder marked “Superseded Revisions”.
PDFs of the originals will be filed on the approved EDMS site by discipline, document type and
sequential number. Superseded PDF’s will be filed in a Superseded folder created within each
discipline/document type. The electronic files will be named in accordance with the document number,
followed by an underscore and the revision number, e.g. 1000-45EG-0001_PA.
2.6 Handover and Archiving
Handover to the Client will be based on the Client’s contractual requirements. Please refer to IMS-
OG-GL-PC.DCC-PFL-0006 – Project Deliverable Handover Process Flowchart.

3.0 DEFINITIONS
Term Definition
Please note:
Please note:
considered records.
Technical Drawings and documents (deliverables) prepared internally by SNC-Lavalin
Document Engineering specifically for Project use.
parties.
parties within the approve EDMS
4.0 ABBREVIATIONS
IDC Interdisciplinary Document Coordination
O&G Oil and Gas
PT Project Team

IMS-OG-GL-SI.DCC-PFL-0004 Manage Technical Documents Process Flowchart
IMS-OG-GL-ENG-PRO-0010 Engineering Design Change Control Procedure
IMS-OG-GL-ENG-FRM-0003-01 Engineering Change Notice
IMS-OG-GL-ENG-PRO-0017 Verification & Approval of Engineering Deliverables
IMS-OG-GL-SI.DCC-PRO-0012 Project Deliverable Document Coding System
Matrix


ISO 14001 Section 4.6 – Environmental management systems -
BS OHSAS 18001 Section 4.6 – Occupational health and safety management
IMS-OG-GL-SI.DCC-STN-0002 EDMS Standard
00 Issued for Use
01 Re-Issued for use
8.0 RECORDS
1. Technical documentation, drawings and documents (deliverables) prepared internally by SNC-

Lavalin Engineering specifically for Project use, including all versions.
2. The Master Document Register
1. Transmittals and/or correspondence generated by the Project to accompany the distribution

of Technical Documentation to the Project.
2. All associated reports generated for the expressed purpose of determining the status and
nature of Technical Documents on the Project.



CONTROL AND MANAGEMENT OF TECHNICAL AS-BUILT DRAWINGS
Document No: IMS-OG-GL-PC.DCC-PRO-0005
1 OF 8
00 07-Oct-2016 Issued for Use K. Clevenger Y. Cao B. Hawco B. Kuberi

Issued for Consistency / Compliance
B1 22-Aug-2016 K. Clevenger Y. Cao B. Hawco B. Kuberi
Review
A2 02-Aug-2016 K. Clevenger Y. Cao B. Hawco B. Kuberi
Coordination IDC
A1 02-Aug-2016 Issued for Internal Review K. Clevenger Y. Cao B. Hawco B. Kuberi
REV DATE ISSUE DESCRIPTION AUTHOR CHECKER QA/QC/HSSE APPROVER
IMS-OG-GL-PC.DCC-PRO-0005_00.docx Oil & Gas

DOCUMENT NUMBER: IMS-OG-GL-PC.DCC-PRO-0005 REVISION: 00 DATE: 07-OCT-2016
DOCUMENT TITLE: CONTROL AND MANAGEMENT OF TECHNICAL AS-BUILT

PAGE: 2 of 8
DRAWINGS
TABLE OF CONTENTS
1.0 INTRODUCTION .......................................................................................................... 3

1.1 Purpose .............................................................................................................. 3
1.2 Scope ................................................................................................................. 3
1.3 Responsibility .................................................................................................... 3
1.3.1 Personnel Responsibilities ...................................................................... 3
2.0 PROCEDURE............................................................................................................... 4
2.1 Revision ............................................................................................................. 4
2.2 Filing................................................................................................................... 4
3.0 DEFINITIONS ............................................................................................................... 5
4.0 ABBREVIATIONS ........................................................................................................ 6
8.0 RECORDS ................................................................................................................... 7


PAGE: 3 of 8
DRAWINGS
1.0 INTRODUCTION
provides the minimum requirements to be compliant with corporate policies, procedures and
industry best practices for the control and management of technical as-built drawings.
1.1 Purpose
The purpose of this procedure is to define the responsibilities and methodology required to control
the submittal, receipt & registration, coding, distribution, filing, and archiving of technical as-built
drawings.
1.2 Scope
This procedure applies to all projects where SNC-Lavalin Oil & Gas (SNCL) provides either full or
partial services.
1.3 Responsibility

Director, Information/Document Management Site Document Control (SDC)
Engineering Manager (EM)
Site Engineer
Originator

Site Document Control (SDC) is responsible to make sure that all Technical As-Built Drawings
retained on-site are current and retrievable.
Document Control (DCC) is responsible to support SDC in the effective implementation of this
procedure and retain all original Technical As-Built Drawings at the home Project Office.
The Site Engineer is responsible to support SDC in the effective implementation of this procedure,
and for the review/verification of Technical As-Built Drawing mark-ups.
The Engineering Manager (EM), or designate, is responsible to identify whether a Technical As-Built
Drawing is to be redrawn, and to ensure the redraw is completed.
The document originator (contractor, subcontractor, vendor, SNCL Project Team, etc.) is
responsible to submit all Technical As-Built Drawings to SDC.


PAGE: 4 of 8
DRAWINGS
2.0 PROCEDURE
It is essential that all Technical As-Built Drawings be given to, and processed by, SDC to ensure all
mark-ups are accounted for and an accurate history is maintained: refer to procedure IMS-OG-GL-
CON-PRO-0008 – As Built Drawing Procedure
Originator will submit to SDC one original and one legible copy of all Technical As-Built Drawings.
The drawings will be annotated in red, signed and dated per procedure IMS-OG-GL-PC.DCC-PRO-
0007 - Control and Management of (Hard Copy) Construction Site Documents.
Originator will issue Technical As-Built Drawings with a transmittal listing each document. The
package number the documents are associated with will also appear on the transmittal.
2.1 Revision
SDC will prepare a “Review & Approval” transmittal and submit one copy of each as-built to the Site
Engineer. SDC will tag the existing document revision that appears on the document. The second
print will be kept in SDC’s files.
The Site Engineer will make sure that each Technical As-Built Drawing includes all changes and
reflects true “as-built” conditions. If acceptable, the Technical As-Built Drawing will be signed and
dated by the Site Engineer and returned to SDC.
SDC will forward the approved paper copy of the Technical As-Built Drawing to DCC.
DCC will verify with the EM or his designate if each individual Technical As-Built Drawing is to be
redrawn or not.
If the Technical As-Built Drawing is to be redrawn, DCC will prepare a “For Redraw” transmittal, and
submit a hard copy to the Discipline Lead Engineer to redraw electronically. The Discipline Lead
Engineer will apply a new revision. Once the redraw is returned to DCC, DCC will prepare a “Final
Redraw” transmittal and distribute it per the Distribution Matrix in accordance with IMS-OG-GL-
PC.DCC.PRO-0009 - Technical, Vendor and Reference Document Distribution Matrix.
If the Technical As-Built Drawing is not to be redrawn, DCC will prepare an “As-Built Final Mark-Up”
transmittal and make a final distribution per the Distribution Matrix in accordance with IMS-OG-GL-
PC.DCC.PRO-0009 - Technical, Vendor and Reference Document Distribution Matrix.
2.2 Filing
Upon project completion, DCC will archive both the original paper as-built final mark-ups, and the
final redraws of all Technical As-Built Drawings. Site DC will discard the second as-built copy at
project termination.
Discard Archive PDF Scan

Originator’s original As-Built Mark-up X
Copy of Originator’s As-Built Mark-up X
Final As-Built Redraw X X


PAGE: 5 of 8
DRAWINGS
PDF scans of Technical As-Built Drawings will be stored in approved EDMS.
Handover to the Client will be based on the Client’s contractual requirements
Please refer to IMS-OG-GL-PC.DCC-PFL-0006 – Project Deliverable Handover Process Flowchart.
3.0 DEFINITIONS
Documentation
Information and its supporting medium. For example: Record, specification, procedure document,
drawing, report, standard.
Please note: The medium can be paper, magnetic, electronic or optical computer disc, photograph
Record
A document stating results achieved or providing evidence of activities performed.
Please note: Generally, all records can be considered documents, but not all documents can be
considered records.
Technical Document
Drawings and documents (deliverables) prepared internally by SNC-Lavalin Engineering specifically

for Project use.
Technical As-Built Drawings
Marked-up drawings submitted by an originator upon completion of a contract. They reflect all
changes made during the construction process, and show the exact dimensions, geometry, and
location of all elements of the work completed under the contract
Distribution
Conveys documentation issues, both electronic and/or paper, to internal and external parties.
Transmittal
Tracks and establishes a history of documentation transfer to internal or external parties within the
approve EDMS


PAGE: 6 of 8
DRAWINGS
4.0 ABBREVIATIONS
EM Engineering Manager
O&G Oil and Gas
PT Project Team
SDC Site Document Control

IMS-OG-GL-CON-PRO-0008 As Built Drawing Procedure
IMS-OG-GL-PC.DCC-PRO-0007 Control and Management of (Hard Copy) Construction Site
Documents.
IMS-OG-GL-PC.DCC.PRO-0009 Technical, Vendor and Reference Document Distribution
Matrix
IMS-OG-GL-PC.DCC-PFL-0006 Project Deliverable Handover Process Flowchart

IMS-OG-GL-PC.DCC-STN-0002 EDMS Standard


PAGE: 7 of 8
DRAWINGS
00 Issued for Use
8.0 RECORDS
1. As-Built Technical drawings prepared internally by SNC-Lavalin Engineering specifically for

Project use, including all versions.
2. The Master Document Register

of As-Built Technical Drawings to the Project.
2. All associated reports generated for the expressed purpose of determining the status and
nature of As-Built Technical Drawings on the Project.


PAGE: 8 of 8
DRAWINGS


CONTROL AND MANAGEMENT OF VENDOR DOCUMENTS
Document No: IMS-OG-GL-PC.DCC-PRO-0006
1 OF 9
Revision :00 Date : 07-OCT-2016

K. Clevenger Y. Cao B. Hawco B. Kuberi
Review
Coordination IDC
REV DATE ISSUE DESCRIPTION AUTHOR CHECKER QA/QC/HSSE APPROVER
IMS-OG-GL-PC.DCC-PRO-0006 Oil & Gas

DOCUMENT TITLE: CONTROL AND MANAGEMENT OF VENDOR DOCUMENTS PAGE: 2 of 9
TABLE OF CONTENTS
1.0 INTRODUCTION .......................................................................................................... 3

1.1 Purpose .............................................................................................................. 3
1.2 Scope ................................................................................................................. 3
1.3 Responsibility .................................................................................................... 3
1.3.1 Personnel Responsibilities ...................................................................... 3
2.0 PROCEDURE............................................................................................................... 4
2.1 General ............................................................................................................... 4
2.2 Submittal of Vendor Documents ...................................................................... 4
2.3 Verification & Registration ................................................................................ 4
2.4 Document Coding.............................................................................................. 5
2.5 Distribution ........................................................................................................ 5
2.6 Document Review.............................................................................................. 6
2.7 Return of Vendor Documents ........................................................................... 6
2.8 Filing................................................................................................................... 6
3.0 DEFINITIONS ............................................................................................................... 6
4.0 ABBREVIATIONS ........................................................................................................ 7
8.0 RECORDS ................................................................................................................... 8

1.0 INTRODUCTION
provides the minimum requirements to be compliant with corporate policies, procedures and
industry best practices for the control and management of vendor documents.
1.1 Purpose
The purpose of this procedure is to define the responsibilities and methodology required to control
the submittal, receipt & registration, coding, distribution, filing, and archiving of vendor
documentation.
1.2 Scope
services.
1.3 Responsibility

Document Control Center (DCC)
Package Engineer (PE)
Expediting
Project Team (PT)

Document Control (DCC) is responsible to manage and process all project vendor documents,
The Package Engineer (PE) is responsible to coordinate the review of vendor documents within a
project-defined time period.
Expediting is responsible for supporting DCC by communicating with vendors to resolve any vendor
document issues.

procedure.
The Project Team (PT) is responsible to ensure that all submittals and returns of vendor documents
are processed and managed by DCC.
2.0 PROCEDURE
2.1 General
It is essential that all vendor documents be issued to, and processed by DCC to ensure a proper
review cycle history is maintained: refer to process IMS-OG-GL-PC.DCC-PFL-0005 - Manage
Vendor Documents Process Flowchart.
Any Vendor reviews performed by other means will not be considered official.
It is recommended that an EDMS be used for document exchange between suppliers and SNC-
Lavalin O&G, however, alternate means are acceptable (e.g. FTP Site).
2.2 Submittal of Vendor Documents
Based on the SDRL, the Vendor will submit their documents directly to DCC in accordance with a
pre-defined and approved schedule. Vendor documents will be registered by DCC, notify
Procurement /Expeditor of receipt, then distribute to the PE for review within a project-defined time.
All documents will be submitted in PDF format. The electronic files will be named by the document
specific SNC-Lavalin O&G document number, followed by an underscore and the submittal number,
i.e., SNC-Lavalin O&G doc number_sub.pdf.
Documentation will be submitted via the project EDMS unless another method of document
exchange is determined by the contract
It is recommended that documents submitted by Vendor be placed in a single zip file, include the
transmittal, and deposited into the designated EDMS folder. The name of the zip file shall be the
vendor’s transmittal number.
2.3 Verification & Registration
For each vendor document submission from Vendor/Contractors, DCC will:
1. Verify that the project number and package number is correct.
2. Verify that the supplier’s transmittal letter corresponds to the actual documents received.
3. Register documents in the approved EDMS under the appropriate package number and
serial number after verifying if it is the first or a subsequent submittal.

4. Ensure the SNC-Lavalin O&G Review Stamp is affixed to the document. The vendor
document status codes must be applied to all vendor documents. Status codes can be
specific to the Project, Division or Business Unit. A sticker may be produced from after
document registration, or the vendor may be asked to apply a sticker or cover page prior to
submittal.
5. Issue the original to the Package Engineer via transmittal, and include on the transmittal any
designated reviewers of the documents as stipulated on the distribution matrix.
6. An electronic or paper copy of all documents will be kept in DCC (filed by P.O.) until the
original is marked-up, signed and returned to DCC by the Package Engineer.
7. A copy of the duly marked-up and signed original is issued to both the Vendor and internally
per the Distribution Matrix using a transmittal.
8. The original marked-up paper original is filed in DCC by purchase order number and
sequential number, and a PDF of the original is stored in the approved EDMS for
consultation.
Document re-submissions will follow the same steps as outlined above.
Note: When vendors submit document(s) incorrectly to SNC-Lavalin O&G, the Expeditor or
Package Engineer will be notified for follow-up with the vendor.
2.4 Document Coding
All Vendor documents will be assigned an SNC-Lavalin O&G project specific document code.
In accordance with procedure IMS-OG-GL-PC.DCC-PRO-0012 - Project Document Deliverable

Coding System, the mandatory requirements for vendor document codes are:
• The project number

• The package number
• The SDRL Code
• A sequential number starting at 0001
• The submittal number staring at 01.
Once determined and agreed upon by the project, the coding structure will be set-up and frozen in
the approved EDMS.
2.5 Distribution
Distribution of Vendor Documents will be per the project distribution matrix per procedure IMS-OG-
GL-PC.DCC.PRO-0009 - Technical, Vendor and Reference Document Distribution Matrix.
Sequentially numbered transmittal will be distributed via email to all those listed on the transmittal and
will include a hyperlink to the documents.

2.6 Document Review
Once review is complete internally, the Package Engineer will incorporate all applicable comments
onto the original document. The Package Engineer will then assign a status code to the document
along with his/her signature and date. The signed document is returned to DCC for return to the
Vendor.
2.7 Return of Vendor Documents
Upon receipt of signed originals from the Package Engineer, DCC will:
• Verify that all originals are assigned a status, signed and dated by the Package Engineer. For
any discrepancies found, DCC will contact the Package Engineer.
• Vendor documentation will be returned to the Vendor and copy Procurement/Expeditor via a
transmittal.
• Scan the original signed documents into PDF format. The electronic files will be named by the
document specific SNC-Lavalin O&G document number, followed by an underscore and the
submittal number, i.e., SNC-Lavalin O&G doc number_sub.pdf.
• Create a zip file which includes the transmittal and all the scanned documents listed on the
transmittal. The zip file shall be named with the transmittal number.
• The zip file shall be uploaded to the approved EDMS in the area designated for the applicable
Vendor.
2.8 Filing
Paper originals of technical documents will be filed by Purchase Order, SDRL document type, and
sequential number. The current revision will be filed in a folder marked “Last Revision”. All
superseded revisions will be stamped “Superseded” and filed in a folder marked “Superseded
Revisions”.
PDFs of the originals will be filed in the approved EDMS by Purchase Order, SDRL document type
and sequential number. Superseded PDF’s will be filed in a Superseded folder created within each
discipline/document type.
Please refer to IMS-OG-GL-PC.DCC-PFL-0006 – Project Deliverable Handover Process Flowchart.
3.0 DEFINITIONS
Term Definition
Please note:
Please note:

considered records.
Vendor Documents Documentation received from suppliers & contractors for review and approval.
Includes fabrication and installation documents and operation / maintenance
manuals.
Reference Documentation, typically of a technical nature, received from external parties
Document (including Client) for information.
parties.
parties within the approved EDMS
4.0 ABBREVIATIONS
DCC Document Control Center
O&G Oil and Gas
PE Package Engineer
PO Purchase Order
PT Project Team
SDRL Supplier Document Requirements List

IMS-OG-GL-PC.DCC-PFL-0005 Manage Vendor Project Documents Process Flowchart
IMS-OG-GL-PC.DCC-PRO-0012 Project Deliverable Document Coding System
IMS-OG-GL-PC.DCC-PRO-0009
Matrix
IMS-OG-GL-PC.DCC-PFL-0006 Project Document Deliverable Handover Process Flowchart


IMS-OG-GL-PC.DCC-STN-0002 EDMS Standard

00 Issued for Use
8.0 RECORDS



CONTROL AND MANAGEMENT OF (HARD COPY)CONSTRUCTION SITE DOCUMENTS
1 OF 10
Revision : 01 Date : 07-Aug-2017
01 07-Aug-2017 Re-Issued for Use S.MOHAMED Y.CAO J.HOWARD T.FARRELL

00 07-Oct-2016 Issued for Use K. CLEVENGER Y. CAO B. HAWCO K. CLEVENGER
Review K. CLEVENGER Y. CAO K. CLEVENGER
A2 02-Aug-2016
Coordination IDC K. CLEVENGER Y. CAO K. CLEVENGER
A1 02-Aug-2016 Issued for Internal Review K. CLEVENGER YCAO K. CLEVENGER

DOCUMENT TITLE: CONTROL AND MANAGEMENT OF CONSTRUCTION SITE

PAGE: 2 of 10
DOCUMENTS
TABLE OF CONTENTS
1.0 INTRODUCTION .......................................................................................................... 3

1.1 Purpose .............................................................................................................. 3
1.2 Scope ................................................................................................................. 3
1.3 Responsibility .................................................................................................... 3
2.0 PROCEDURE............................................................................................................... 4
2.1 General ............................................................................................................... 4
2.2 Receipt of Incoming Documents ...................................................................... 4
2.3 Verification and Registration of Incoming Documents ................................... 4
2.4 Verification and Registration of Outgoing Documents ................................... 5
2.5 Distribution ........................................................................................................ 5
2.6 Filing................................................................................................................... 6
2.7 Red Line Documentation & As-Built Documentation Process ....................... 7
2.8 Originals ............................................................................................................. 7
DEFINITIONS ................................................................................................................................. 8
3.0 ABBREVIATIONS ........................................................................................................ 8
7.0 RECORDS ................................................................................................................. 10
APPENDIX 1 – PROJECT DELIVERY APPLICABILITY ............................................................. 10


PAGE: 3 of 10
DOCUMENTS
1.0 INTRODUCTION
SNC-Lavalin O&G procedures are designed to provide a scalable, flexible and consistent set of
instructions that can be used in any O&G office around the world. This procedure provides the
minimum requirements to be compliant with corporate policies, procedures and industry best practices
for the control and management of (hard copy) construction site documents.
1.1 Purpose
receipt, filing, and distribution of technical, vendor and reference documentation at project
construction sites.
1.2 Scope
This procedure applies to all projects where SNC-Lavalin O&G provides either full or partial services.
1.3 Responsibility
Document Control Manager (DCM) is responsible for the content, administration, maintenance and
implementation of this procedure.
Site Document Control (SDC) is responsible to ensure that all copies of technical, vendor and
reference documentation retained on-site are current and retrievable.
Document Control Centre (DCC) is responsible to support SDC in the effective implementation of
this procedure and retain all original technical, vendor, and reference documents at the home Project
Office.
Site Manager, Construction Manager and/or Site designated representative shall be responsible for
supporting SDC in the effective implementation of this procedure in controlling engineering
documentation on site.


PAGE: 4 of 10
DOCUMENTS
2.0 PROCEDURE
2.1 General
It is essential that all approved construction documents are to be received, processed and distributed
by Site Document Controller to ensure, documents are distributed and controlled at site.
For EPC and EPCM projects, the Project Document Control Lead manages the documentation
throughout all phases of the project. Also, a dedicated Site Document Controller should be assigned
at Site.
For Construction projects, the SDC is to manage and ensure documents exchange and distribution is
properly managed to and from the site office.
2.2 Receipt of Incoming Documents
Documents received at Site usually will be in batch(s) and/or package(s) as defined by the project.
The latest approved construction documents should be utilised at site.
Documents that are not approved for construction should not be utilised at site, under any
circumstances.
All document submittals to site should be received by the SDC, registered and processed within the
approved EDMS. During this step, the SDC ensures that the received documents are indeed the
latest approved construction documents.
In cases where the project is not utilizing an EDMS due to network and/or internet connectivity issues,
alternate means of document submittals are acceptable (i.e. FTP, CD, Hard Copy etc.), and
documents are to be registered in a database/register log. The requirement will be established by the
Document Control Lead at the onset of a project.
2.3 Verification and Registration of Incoming Documents
For each receipt of Incoming document(s), SDC will:
• Verify that all applicable signatures have been applied to the document
• Verify the Transmittal and actual documents received are consistent and matching, and if any
discrepancies are found, SDC will contact the Transmittal Issuer to discuss the discrepancy.
When documents are identified as ‘missing’, it shall be discussed or communicated by email to
the transmittal issuer notifying the issue in timely manner.
• Verify that the appropriate Revision and Issue Purpose has been applied to the document
• Verify and ensure for multiple page documents, all pages are accounted for, all pages are
Numbered, and the document number and revisions appears on each page.
• Once verification is completed, Transmittal will be acknowledged to confirm the receipt


PAGE: 5 of 10
DOCUMENTS
• Transmittal and Hardcopy documents received at Site shall be stamped with receipt date and
documents shall be stamped near the title block, noting transmittal reference number.
• SDC shall register the Transmittal and documents details in EDMS and/or Database/Register
• SDC shall distribute the documents as per established Site Document Distribution matrix and/or
as Mark-up provided by Site representatives
2.4 Verification and Registration of Outgoing Documents
Construction documents received at Site, required to be modified at Site due to scope, design
change etc. should be revised to the next subsequent revision. i.e. As-Built
All site originated documents shall be formally processed and submitted to the Client for
Review/Approval base on project requirements
For each issue of Outgoing document(s) from Site, SDC will:
• Verify that all applicable signatures have been applied to the document
• Verify the documents are prepared in accordance with appropriate standards and numbered as
per project requirements
• Verify that the appropriate Doc. Number, Revision and Issue Purpose has been applied to the
document
• Register Document details in EDMS and/or Database/Register, and Issue Documents via
Transmittal
2.5 Distribution
• The project EDMS should be available to all site team members.
• It is the responsibility of the individual Project Team member to ensure they utilize the latest
revision of Construction documents by validating the revision with DCC.
• All documents received at Site shall be distributed in accordance with Site Document Distribution
Matrix (SDDM)
• Project personnel whose names are missing from the SDDM, will be added and marked up by
the project/construction manager for authorizing the distribution


PAGE: 6 of 10
DOCUMENTS
• All documents distributed to site personnel shall be assigned a unique control copy number, for
easy identification and traceability. The control copy process is to ensure the right document
revision is distributed to all the key site personnel.
 The control copy distribution log/register will have the recipient’s name and their
assigned control copy number. (i.e. 1.2.3 etc.)
 As a revision is received at site, DC will print out the number of copies needed for
distribution. A control number will be place on each document, handed out to the
recipient and log is to updated
 If an updated revision is received, SDC will collect the superseded copies from the
recipients and provide them with the most recent revision.
• The distribution and or re-distribution of documents shall be strictly controlled and maintain by
SDC.
• There has to be only one and unique source of document distribution in a construction project. It
has to be made clear to all the stakeholders and their management that any document that comes
from any other source (circulated through emails, given by hand in meetings or else) is not valid
and should not be used on site
• Where appropriate, superseded documents shall be removed from the central filing system and
clearly marked across each title block as “Superceded” and stored separately.
• When distributing new revisions of Controlled copies, SDC shall ensure that the superseded
copies are retrieved from site personnel.
• Please refer to IMS-OG-GL-PC.DCC.PRO-0009 - Technical, Vendor and Reference Document

Distribution Matrix for more details.
2.6 Filing
All hardcopy document and correspondences shall be filed for identification, easy retrieval access
and traceability, the project reference number and file reference number shall be recorded on all the
folders and/or boxes.
Stick files shall be maintained to ensure latest revision of “Approved Construction” Hardcopy
drawings. Stick files should be organized per project requirements i.e. by Contract, Discipline, Area,
Unit, Drawing Type etc.)
• A set of MASTER drawings will be filed within DCC, of the most current latest revision and
shall be stamped “Master” in red ink adjacent to the title block
• A set of FIELD MASTER’s will be maintained in the DCC office, accessible to all for review
and “Red-line” update, and shall be stamped “Field Master” in red ink adjacent to the title
block.
Superseded documents shall be removed from the central filing system, and clearly marked across
each title block and stored separately to avoid unintended use.


PAGE: 7 of 10
DOCUMENTS
Filing index shall be developed and maintained for easy identification and retrieval of
Files/Folders/Documents
2.7 Red Line Documentation & As-Built Documentation Process
Please refer to IMS-OG-GL-SI.DCC-PRO-0005 – Control and Management of Technical As-Built

Documents.
2.8 Originals
For projects, SDC will ensure that only copies of technical, vendor and reference documents are
retained at site, and original documents will be retained at Project home office.
Please refer to IMS-OG-GL-SI.DCC-PFL-0006 – Project Deliverable Handover Process Flowchart.


PAGE: 8 of 10
DOCUMENTS
DEFINITIONS
Term Definition

Please note:
The medium can be paper, electronic or optical computer disc, photograph or master
sample, or a combination thereof.
Vendor Documents Documentation received from suppliers & contractors for review and approval. Includes
fabrication and installation documents and operation / maintenance manuals.
Technical Documentation (deliverables) made up of internally prepared drawings, specifications,
Document design criteria, design briefs and other similar engineering documents.
Reference Documentation, typically of a technical nature, received from external parties (including
Document Client) for information.
As-Built Drawing An electronically revised drawing submitted by a contractor upon completion of a
project or a particular job. They reflect all changes made in the specifications and
working drawings during the construction process, and show the exact dimensions,
geometry, and location of all elements of the work completed under the contract. Also
called record drawings or just as-built.
parties.
Distribution Matrix Record that captures and defines distribution for project reference.
Red-line A marked up drawing (by hand) submitted by a project team member upon completion
of a project or a particular activity. They reflect all changes made in the working
drawings during the construction process, and show the exact dimensions, geometry,
and location of all elements of the work completed under the contract. The Red-Line
drawings facilitate the development of the As-Built Drawings.
parties within the approved EDMS
3.0 ABBREVIATIONS
DC Document Control
EPC Engineering Procurement Construction


PAGE: 9 of 10
DOCUMENTS
EPCM Engineering Procurement Construction Management
O&G Oil and Gas
SDC Site Document Controller
SDDM Site Document Distribution Matrix

IMS-OG-GL-CON-PRO-0008 As Built Drawing Procedure
IMS-OG-GL-SI.DCC.PRO-0005 Control and Management of Technical As-Built Documents
IMS-OG-GL-SI.DCC.PRO-0009 Technical, Vendor and Reference Document Distribution Matrix.

OHSAS 18001:2007 Occupational Health & Safety Management System

00 Issued for Use
01 Re-Issued for Use


PAGE: 10 of 10
DOCUMENTS
7.0 RECORDS
Records will be maintained throughout the process as indicated in the document and the MS Records
instructions. MS Records process and O&G Document Management processes and procedure.


CONTROL AND MANAGEMENT OF PROJECT DOCUMENT REVIEW
1 OF 7
Revision : 00 Date : 01-SEPT-2017
00 01-Sept-2017 Issued for Released Y.CAO S.MOHAMED J.HOWARD T.FARRELL

B1 209-Nov-2016 Issued for Consistency / Compliance C.GATES
Review P.NAQUIN B.KUBERI
Issued for Inter-Disciplinary C.GATES P.NAQUIN
A2 16-Aug-2016
Coordination IDC K. CLEVENGER
A1 11-Aug-2016 Issued for Internal Review C.GATES P.NAQUIN K. CLEVENGER

DOCUMENT NUMBER: IMS-OG-GL-SI.DCC-PRO-0008 REVISION: 00 DATE: 01-SEPT-2017
DOCUMENT TITLE: CONTROL AND MANAGEMENT OF PROJECT DOCUMENT

PAGE: 2 of 7
REVIEW
TABLE OF CONTENTS
1.0 INTRODUCTION .......................................................................................................... 3

1.1 Purpose .............................................................................................................. 3
1.2 Scope ................................................................................................................. 3
1.3 Responsibility .................................................................................................... 3
2.0 PROCEDURE............................................................................................................... 4
2.1 Receipt and Registration of Outgoing Deliverables ........................................ 4
2.2 Receipt, Verification and Registration of Incoming Deliverables................... 4
3.0 DEFINITIONS ............................................................................................................... 5
4.0 ABBREVIATIONS ........................................................................................................ 5
8.0 RECORDS ................................................................................................................... 7


PAGE: 3 of 7
REVIEW
1.0 INTRODUCTION
SNC-Lavalin Oil & Gas Procedures are designed to provide a scalable, flexible and consistent set of
instructions that can be used in any SNC-Lavalin Oil & Gas office around the world. This procedure
provides the minimum requirements to be compliant with corporate policies, procedures, and industry
best practices for the execution of Project Document Review.
1.1 Purpose
Project Document Review.
1.2 Scope
services.
1.3 Responsibility
The Document Control Manager (DCM) is the functional manager of document control. Also,
responsible for the content, administration, maintenance and implementation of this procedure.
The Document Control Lead (DCL) is responsible for the following:
• Responsible for ensuring all project documentation deliverables meet the acceptable
standards of quality (i.e. document number, revision, etc.) defined by the project.
• Timely and accurate processing of all documentation submitted to document control in

accordance with service level expectations defined by the Project in which they are currently
assigned.
• Consistent and effective use of all systems, tools, and processes provided to them and
approved for use by the Project in which they are assigned.
The Project Team (PT) is responsible to ensure all project deliverable documents are reviewed and
approved before issued for client approval and routed to DCL


PAGE: 4 of 7
REVIEW
2.0 PROCEDURE
This procedure defines the inputs and deliverable requirements for Project Document Review.
Refer to process IMS-OG-GL-SI.DCC-PFL-0008 – Project Document Review Process Flowchart
Refer to work instruction IMS-OG-GL-SI.DCC-WIN-0002 - PDM/PDMC for further instructions on how

to process documents.
2.1 Receipt and Registration of Outgoing Deliverables
Upon receipt of project deliverable(s) from the project team or any external parties, a quality check by
DCC must be done before processing the document. Refer to IMS-OG-GL-SI.DCC-PRO-0004
Control and Management of Technical Documents or IMS-OG-GL-SI.DCC-PRO-0006 Control and
Management of Vendor Documents for additional information on how to quality check a document.
If document fails quality check, the document shall be returned to the originator to be corrected. If the
document passes, the following required activities performed by DCC would include the following:
• Process and Upload the document(s) per approved EDMS. Please refer to IMS-OG-GL-
SI.DCC-WIN-0002 PDMC Site, for additional information on processing documents.
• Typical turnaround time for document control to process documents is 24 hours.
• For hard copy projects, process the document according to the approved contractual
requirements.
• Update the Master Document Register (MDR)
• Prepare Transmittal
• Transmit/distribute per project distribution matrix to application parties. Please refer to
IMS-OG-GL-SI.DCC-TMP-0002-01 - Project Distribution Template Matrix. Duration of
review would be in accordance to the contract
Client and/or Internal Team will receive and review documents. Review time will be per contractual
requirements.
2.2 Receipt, Verification and Registration of Incoming Deliverables
Upon receipt of commented/reviewed project deliverable(s) from the project team or any external
parties, the following required activities performed by DCC would include the following
• Verify all documents received is listed on the transmittal

• Verify all documents have status/review codes
• Verify that the appropriate revision for document
• Ensure that for multiple page documents, all pages are accounted for, all pages are
numbered, and the document number and revisions appears on each page.


PAGE: 5 of 7
REVIEW
Note: For documents that do not pass verification check, return to originator for correction(s).
For documents that meet verification, DCC would need to be the following:
• Process and Upload the commented document(s) per approved EDMS.
• Typical turnaround time for document control to process documents is 24 hours
• For hard copy projects process the commented document(s) according to the approved
contractual requirements.
• Update the Master Document Register (MDR)
• Prepare Transmittal
• Transmit/distribute per project distribution matrix to applicable parties. Please refer to
IMS-OG-GL-SI.DCC-TMP-0002-01 - Project Distribution Template Matrix.
3.0 DEFINITIONS
Term Definition
Please note:
transmit and retrieve documentation.
Project All documents relevant to the project that are required to be submitted to the
Deliverable customer before the project is considered complete.
4.0 ABBREVIATIONS
O&G Oil & Gas
PT Project Team


PAGE: 6 of 7
REVIEW

IMS-OG-GL-SI.DCC-PRO-0004 Control and Management of Technical Documents
IMS-OG-GL-SI.DCC-PRO-0006 Control and Management of Vendor Documents
IMS-OG-GL-SI.DCC-PFL-0008 Project Document Review Process Flowchart
IMS-OG-GL-SI.DCC-TMP-0003-01 Document Control Checklist
IMS-OG-GL-SI.DCC-WIN-0002 PDM / PDM Site Work Instructions

OHSAS 18001:2007 Occupational Health & Safety Management System
00 Issued for Release


PAGE: 7 of 7
REVIEW
8.0 RECORDS
instructions. MS Records process and O&G Document Management processes and procedure


TECHNICAL, VENDOR AND REFERENCE

DOCUMENT DISTRIBUTION MATRIX
1 OF 6
Revision : 00 Date : 29-Sep-2016
00 29-Aug-2016 Issued for Use K. CLEVENGER Y. CAO B.HAWCO K. CLEVENGER

Review K. CLEVENGER Y. CAO K. CLEVENGER
A2 02-Aug-2016
Coordination IDC K. CLEVENGER Y. CAO K. CLEVENGER
A1 02-Aug-2016 Issued for Internal Review K. CLEVENGER Y.CAO K. CLEVENGER

DOCUMENT NUMBER: IMS-OG-GL-SI.DCC-PRO-0009 REVISION: A1 DATE: 29-SEP-2016
DOCUMENT TITLE: TECHNICAL, VENDOR AND REFERENCE DOCUMENT

PAGE: 2 of 7
DISTRIBUTION MATRIX
TABLE OF CONTENTS
1.0 INTRODUCTION .............................................................................................................3

1.1 Purpose .................................................................................................................3
1.2 Scope ....................................................................................................................3
1.3 Responsibility.......................................................................................................3
2.0 PROCEDURE .................................................................................................................4
3.0 DEFINITIONS ..................................................................................................................4
4.0 ABBREVIATIONS ...........................................................................................................5
5.0 REFERENCE DOCUMENTS ..........................................................................................5
6.0 CODES AND STANDARDS ...........................................................................................5
7.0 REVISION HISTORY ......................................................................................................5
8.0 RECORDS ......................................................................................................................6
APPENDIX 1 – PROJECT DELIVERY APPLICABILITY .................................................................7
ATTACHMENT
Distribution Matrix Template


PAGE: 3 of 7
DISTRIBUTION MATRIX
1.0 INTRODUCTION
SNC-Lavalin Oil & Gas Sector (O&G) Procedures are designed to provide a scalable, flexible and
consistent set of instructions that can be used in any SNC-Lavalin O&G office around the world. This
procedure provides the minimum requirements to be compliant with corporate policies, procedures
and industry best practices for the distribution of technical, vendor and reference documentation on
projects.
1.1 Purpose
The purpose of this procedure is to define the best practices for the development of a Project
Document Distribution Matrix.
1.2 Scope
services.
1.3 Responsibility

Document Control Manager (DCM) Document Control Centre (DCC)
Project Management Team (PMT)
Lead Discipline Engineers
1.3.1.1 The Document Control Manager (DCM) is responsible for the content, administration,
1.3.1.2 Document Control Centre (DCC) is responsible to establish a project document

distribution matrix showing electronic and/or required hardcopy distribution for technical,
vendor, and reference documents.
1.3.1.3 The Project Management Team (PMT) is responsible for supporting DCC in the
application of this procedure and for advising DCC of any personnel or distribution
changes to the matrix.
1.3.1.4 The Lead Discipline Engineers are responsible for supporting DCC in the application of
this procedure and for advising DCC of any personnel or distribution changes to the
matrix.


PAGE: 4 of 7
DISTRIBUTION MATRIX
2.0 PROCEDURE
The distribution matrix should be created during project start-up phase by the DCL, with inputs from
the department / discipline leads covering technical, vendor, and reference documents. Internal
project positions are defined on the Project Document Distribution Matrix. Document codes used in
the distribution matrix comply with procedure IMS-OG-GL-SI.DCC-PRO-0012 - Project Document
Deliverable Coding System. In accordance with project requirements, the distribution matrix may be
customized, that is, expanded or minimized, by following these procedures, or per Client specific
requirements. Changes made due to Client requirements will be recorded in the project execution
plan.
The distribution matrix is applicable internally, as well as externally, e.g.: Clients, construction site,
multiple engineering offices, etc.
The distribution matrix is a “live” document and is updated as required throughout the lifecycle of a
project. The PMT and Lead Discipline Engineers will advise DCC of any personnel or distribution
changes to the distribution matrix.
A separate distribution matrix may be developed for vendor documents, according to project
requirements.
The minimum requirements are described in the distribution matrix template. Please refer to IMS-OG-
GL-SI.DCC-TMP-0002-01 - Document Distribution Matrix Template
3.0 DEFINITIONS
Term Definition
Please note:
Please note:
considered records.
Vendor Documents Documentation received from suppliers & contractors for review and approval.
Includes fabrication and installation documents and operation / maintenance
manuals.
Technical Document Documentation (deliverables) made up of internally prepared drawings,
specifications, design criteria, design briefs and other similar engineering
documents.
Reference Documentation, typically of a technical nature, received from external parties
Document (including Client) for information.
parties.
parties within the approved EDMS.


PAGE: 5 of 7
DISTRIBUTION MATRIX
4.0 ABBREVIATIONS
O&G Oil and Gas

IMS-OG-GL-SI.DCC-PRO-0012 Project Deliverable Document Coding System

00 Issued for Use


PAGE: 6 of 7
DISTRIBUTION MATRIX
8.0 RECORDS
1. Distribution Matrix


PAGE: 7 of 7
DISTRIBUTION MATRIX


DOCUMENT DELIVERABLE HANDOVER
1 OF 9
00 03-Aug-2017 Issued for Use Y.CAO S.MOHAMED J.HOWARD T.FARRELL

B2 13-Jun-2017 Re-Issued for Consistency /
B1 29-Nov-2016 Issued for Consistency / Compliance
Review C.GATES P.NAQUIN J.HOWARD B.KUBERI
A2 16-Aug-2016
Coordination IDC C.GATES P.NAQUIN J.HOWARD K. CLEVENGER
A1 11-Aug-2016 Issued for Internal Review C.GATES P.NAQUIN J.HOWARD K. CLEVENGER

DOCUMENT TITLE: DOCUMENT DELIVERABLE HANDOVER PAGE: 2 of 9
TABLE OF CONTENTS
1.0 INTRODUCTION .......................................................................................................... 3

1.1 Purpose .............................................................................................................. 3
1.2 Scope ................................................................................................................. 3
1.3 Responsibility .................................................................................................... 3
2.0 PROCEDURE............................................................................................................... 4
2.1 Initiation of Final Deliverable Handover ........................................................... 4
2.2 Preparation of Documents ................................................................................ 4
2.2.1 Technical Documentation ........................................................................ 4
2.2.2 Quality & HSSE Documentation .............................................................. 4
2.2.3 Vendor Documentation ............................................................................ 5
2.2.4 Administrative Documentation ................................................................ 5
2.3 Handover Requirements ................................................................................... 5
2.3.1 Electronic Documentation ....................................................................... 5
2.3.2 Hardcopy Documentation ........................................................................ 6
2.4 Handover Delivery ............................................................................................. 6
3.0 DEFINITIONS ............................................................................................................... 7
4.0 ABBREVIATIONS ........................................................................................................ 7
8.0 RECORDS ................................................................................................................... 9

1.0 INTRODUCTION
SNC-Lavalin Oil & Gas Procedures are designed to provide a scalable, flexible and consistent set of
instructions that can be used in any SNC-Lavalin Oil & Gas office around the world. This procedure
provides the minimum requirements to be compliant with corporate policies, procedures, and industry
best practices for the execution of final document handover.
1.1 Purpose
final document handover.
1.2 Scope
services.
1.3 Responsibility
procedure and to ensure that all final submittals and content are reviewed and approved for final
document handover.
The Document Control Lead (DCL) is responsible to manage the project handover process and
maintenance of the master deliverables and documentation required.
The Document Control Centre (DCC) is responsible to provide support to DCL during project
handover process.

2.0 PROCEDURE
This procedure defines the inputs and deliverable requirements for Project Deliverable Handover.
Refer to process IMS-OG-GL-SI.DCC-PFL-0006 – Project Deliverable Handover Process Flowchart.
2.1 Initiation of Final Deliverable Handover
Final documentation refers to the documents and associated data provided to Client to achieve final
documentation handover and close out of the project.
Final documentation is a compilation of all the project documents (Technical, Vendor, HSSE
Administrative, Quality Assurance, Quality Control and Project Control data and documentation) For
EPC or Construction projects, this final documentation is established to support safe installation,
commissioning, start up, performance testing, and operation.
The Project Manager will initiate the Project handover process per contractual requirements and
schedule. DCC will use the MDR and/or additional defined deliverable lists from each discipline to
collect and prepare the documents for final PT review and delivery. DCC will work with the individual
discipline leads to identify and resolve any missing documents. DCC will prepare the final deliverable
and issue to the PT for final review and approval.
The Client’s expectations for handover, should be determined at the beginning of the Project and be
communicated to Document Control by the Project Manager or Project Engineer via the PEP or
Project Document Control Procedure.
2.2 Preparation of Documents
Final Handover Document scope includes but is not limited to the following document types:
2.2.1 Technical Documentation
All final approved technical documents (latest revision) shall be considered for final handover
documentation.
For Design/FEED Projects, the final technical documentation shall reflect ‘Approved for Design and/or
Issued for Design’ or the latest revision of the documentation that has been identified in the contract
For EPC/EPCM Projects, the final technical documentation shall reflect the As Built/As Commissioned
status of the project scope.
For Construction Projects, the final technical documentation shall reflect the Red-Lined status of the
project scope
2.2.2 Quality & HSSE Documentation
All final approved Quality and HSSE documents (latest revision) shall be considered for final handover
documentation as defined in the contract i.e. Test Records, Inspection Records, HSSE Records, etc

2.2.3 Vendor Documentation
All final approved vendor documentation shall be considered for final handover documentation.
The final vendor documentation can include but is not limited to the following document types. The
contract will outline more specifically what final vendor documentation that is needed to be turned
over.
• Mechanical Catalogue Book (MCB),

• Mechanical Data Record Book (MDRB)
• Corrosion Control and Inspection Integrity Manual
• Operation and Maintenance Manual (O&M)
• Spare Parts and Interchangeability Records (SPIR)
• Transportation and Installation Manuals
2.2.4 Administrative Documentation
Administrative documents produced during the project shall be handed over. Only final approved
(latest revision) documents shall be considered for Final handover documentation.
The Final administrative documentation can include but not limited to the following document types.
The contract will outline more specifically final administrative documentation that needs to be turned
over.
• Procedures
• Schedules
• Reports
• Technical Query
• Change management documents
2.3 Handover Requirements
Handover of documents can either be electronic or hard copy. Requirements shall be stated in the
contract. Please note, the contract requirements will take precedence over what is outlined below.
2.3.1 Electronic Documentation
The master document register is a list of all project deliverables. Collect all the deliverables listed on
the master document register. Ensure the latest revision of the deliverables have reached their final
approval stages ie. (IFD, IDC, As-built) The final approval stage will be identify on the contract.
All files, native and/or PDF shall comply with file naming convention as per project requirements.
All files, shall be provided in any of the external medium CD, ROM, DVD, External Hard disk.
All files shall be saved according to project requirements ie. By Discipline, By Area etc.
As required per projects, the scope of the metadata associated with final documentation shall be
delivered through Client/Project specific templates and/or Databases.’

A complete index of documents shall be included on the external medium.
2.3.2 Hardcopy Documentation
For hardcopy handovers the following steps should be taken, unless stated otherwise in the contract
• The master document register is a list of all project deliverables. Collect all the deliverables
listed on the master document register. Ensure the latest revision of the deliverables have
reached their final approval stages ie. (IFD, IDC, As-built) The final approval stage will be
identify on the contract.
• All final hardcopy documentation, shall be legible and of quality suitable for reprographics, and
size reduction irrespective of their origin.
• All prints of documents developed and/or received on the project shall be included in final
handover
• All oversize prints of drawings that are to be included in final handover shall be reduced in size
to fit in binders.
• All hard copies shall be placed in binders in sequential order, organized per project
requirements (i.e by area, discipline etc.
• A complete index of documents is to be included for all the binders with dividers used to
separate sections contained within the binders.
• All binders are to have a coversheet and spine labels indicating the project, package, subject
etc. for identification purpose
• The number of hard copy sets will be in accordance with project/client requirements.
2.4 Handover Delivery
After compilation of handover documents is complete, DCC will prepare handover package for
delivery. The client expectations for document delivery should be determined at the beginning of the
project and be communicated to Document Control by the project manager or project engineer.
Acceptable methods for document delivery include, but are not limited to CD, DVD, FTP, Email,
SharePoint, flash drive, mail or some form of delivery service.
A final MDR must be included in the handover package if applicable
The final documentation (hardcopy & electronic copy) handover is to be delivered to Client via
transmittal. The client shall review and approve the submission.
After client approval/confirmation of final deliverable handover, DCC will start archiving process.
Refer to IMS-OG-SI.DCC-PRO-0014 Archive Procedure

3.0 DEFINITIONS
Term Definition
Please note:
transmit and retrieve documentation
4.0 ABBREVIATIONS
CD Compact Disc
DVD Digital Versatile Disc
EPC Engineering Procurement Construction
EPCM Engineering Procurement Construction Management
FEED Front End Engineering Design
MCB Mechanical Catalogue Book
MDRB Mechanical Data Record Book
O&G Oil & Gas
O&M Operation and Maintenance Manual
PT Project Team
SPIR Spare Parts and Interchangeability Records


IMS-OG-GL-SI.DCC-PFL-0006 Project Deliverable Handover Process Flowchart.
IMS-OG-GL-SI-DCC-PFL-0007 Functional Close-out Process Flowchart
IMS-OG-GL-SI.DCC-STN-0001 SNC-Lavalin O&G Project Document Control Standard
IMS-OG-GL-SI.DCC-STN-0002 SNC-Lavalin O&G Project EDMS Standard
IMS-OG-GL-SI.DCC-TMP-0002-01 Project Distribution Template Matrix

00 Issued for Use

8.0 RECORDS
instructions. MS Records process and O&G Document Management processes and procedure.


PROJECT DOCUMENT DELIVERABLE CODING SYSTEM
1 OF 15
Revision: 01 Date : 11-APR-2019
01 11-Arp-2019 Issued for Use Y, Cao S. Mohamed J. Howard T.Farrell

K. Clevenger Y. Cao B. Hawco B. Kuberi
Review
Coordination IDC

DOCUMENT NUMBER: IMS-OG-GL-SI.DCC-PRO-0012 REVISION: 01 DATE: 11-APR-2019
DOCUMENT TITLE: PROJECT DOCUMENT DELIVERABLE CODING SYSTEM PAGE: 2 of 15
TABLE OF CONTENTS
1.1 INTRODUCTION ............................................................................................................3

1.2 Purpose ..............................................................................................................3
1.3 Scope ..................................................................................................................3
1.4 Responsibility ....................................................................................................3
1.5 Personnel Responsibilities...............................................................................3
2.1 PROCEDURE .................................................................................................................4
2.2 Overview ........................................4
2.3 Coding Structure for Technical Documents ....................................................4
2.4 Coding Structure for Vendor Documents ........................................................8
2.5 Coding Structure for Reference Documents ...................................................9
2.6 Coding Structure for Administrative Documents ..........................................10
3.0 DEFINITIONS ...............................................................................................................14
4.0 ABBREVIATIONS ........................................................................................................14
5.0 REFERENCE DOCUMENTS .......................................................................................14
6.0 CODES AND STANDARDS .........................................................................................14
7.0 REVISION HISTORY ....................................................................................................15
8.0 RECORDS ....................................................................................................................15
IMS-OG-GL-SI.DCC-PRO-0012_01.docx
Oil & Gas
1.1 INTRODUCTION
1.2 Purpose
The purpose of this procedure is to provide a consistent and standardized method for numbering
documents on projects within O&G. It describes the numbering structure to enable the consistent
identification, filing and retrieval of project documents.
1.3 Scope
services.
1.4 Responsibility
Document Control Manager (DCM) is responsible for the content, administration,

Document Control Lead (DCL) is responsible to adopt and implement these guidelines in
the development of project specific instructions.
Document Control (DCC) is responsible to manage and process all project documents, including
archiving as required.
Project Management Team (PMT) is responsible for supporting DCC in the application of
this procedure.
Project Team (PT) is responsible to ensure that all revisions of project documents are processed
and managed by DCC.
Oil & Gas
2.1 PROCEDURE
2.2 Overview
The standard document coding methodology as described in this procedure is for all projects
within SNC-Lavalin Oil & Gas. However, due to specific Client or other requirements,
modifications / amendments may be made in the detailed application of the coding structure. Factors
determining a modification to this procedure include:
 The type of contract entered into between SNC-Lavalin Oil & Gas and its Client(s) and/or joint
venture partners
 The Client’s requirements and their participation in overall Project Management.
2.3 Coding Structure for Technical Documents
Technical Documents are drawings and documents (deliverables) for the project. i.e drawings,
specifications, datasheets, design criteria, design briefs, calculations, design instructions, engineering
lists, engineering reports, master scope etc.
A unique Technical document number is formed using the following coding elements.
Sequence Element Title Description of Element

1 Project Number Use SNC-Lavalin Oil & Gas project number.
2 Subdivision/Area Project specific codes used to subdivide a project into areas or systems.
The subject code has two components:
1. Discipline Code
2. Document Type Code
3 Subject See Table A for the list of Technical Document Discipline Codes
See Table B for the list of Technical Document Types
A sequential number starting at 0001

OR
4 Sequential
Number A package number (for Scope specifications “EW”), equipment number, or any other
number that is meaningful.
PA, PB, PC for preliminary revisions
00 for bidding or design
Revision
5 01, 02, 03 … for subsequent revisions
Number
Note that the revision number is associated with, but not part of, the document
number.
Oil & Gas
DOCUMENT TITLE: PROJECT DOCUMENT CODING SYSTEM PAGE: 5 of 15
Project Technical Document Coding Example

Sequence 1 2 3 4 5
Element Title Project No. Subdivision/Area Subject Sequential No. Revision No.
Example 012345 1000 45EG 0001 00
012345-1000-45EG-0001 Rev.00
The 1st Mechanical General/Standard Specification for area 1000, for Bids, for Project 012345
TABLE A
List of Discipline Codes used for Technical Documents
*40 Engineering Management / General

Discipline 40 to be used only for multiple discipline Scope documents
41 Civil 4I Support to CAD
42 Concrete 4J Geology
43 Structural 4K Economics
44 Architecture 4L Pipeline
45 Mechanical 4M Mining
46 Piping 4N Metallurgy
47 Electrical 4P Port/Marine
48 Instrumentation & Controls 4R Railroad Engineering
49 Process 4S Operational Training Simulation
4A Agriculture / Agronomy 4T Transportation
4B Building Services/HVAC 4U Urbanism
4C Telecommunications 4V Safety Engineering
4D Industrial Engineering 4W Engineering Systems
4E Environment 4X Other Engineering (Project Specific)
4F Drilling 4Y Fire & Gas
4G Geotechnical 4Z Surveying and Geography

TABLE B
List of Document Types used for Technical Documents
Code Description
D3D0 3D View
DC00 Schedule
DC01 Bar List
DC02 Door and Window Schedule
DC03 Finishing Schedule
DC04 Colour Schedule
DC05 Panel - Conduit - Wiring - Raceway Schedule
DC06 Materials of Construction - Design
DD00 General Drawing
DD01 Special Drawing
DE00 Typical Detail - Symbols - Legend
DE01 Grade Slabs - Floor Plan Sections
DE02 Miscellaneous Detail - Tower Platforms
DE03 Base Plate - Floor Plan - Elevations
DE04 Piling Detail
DE05 Pipe Bridges - Racks - Supports
DE06 Erection and Shop Detail
DE07 Equipment Assemblies
DE08 Fire Detection - Alarm System - Detail
DE09 Field Instruments and Automation
DE10 Arrangement
DG00 Diagram - Schematic
DG01 Single Line Diagram
DG02 Process Utility Flow Diagram
DG03 Block Diagram
DG04 Service Diagram - Tie-in - Interconnects
DG05 Schematic and Interconnection Diagram
DG06 System - Network Architecture Diagram
DG07 Process Units Block Diagram
DG08 Process Ventilation-Dust-Fumes Collection
DG09 Cause and Effect Diagram
DG10 Piping and Instrumentation Diagram
DG11 Environment Flow Diagram
DG12 Hydrostatic Test Diagram
DG13 Isometric Drawing


DG14 System Data Exchange
DG15 Instrumentation Loop Diagram
DG16 Instrument Hook Up Diagram
DK00 Sketch
DL00 Layout
DL01 Piping Tie-in Location
DL02 Guard Rails - Fencing
DL03 Power Layout and Detail
DL04 Lighting Layout
DL05 Cable Tray Layout and Detail
DL06 Control Room Layout
DL07 Junction Boxes - Control Panels - Cabinets
DM00 Demolition Drawing
DP00 General Plot Plan and Tie-in Locations
DP01 Plan and Detail
DP02 Site Services
DP03 Site Preparation
DP04 Bulk Storage - Fuel - Spill Containment
DP05 Grounding - Underground Distribution
DP06 Area Classification
BB Request for Inquiry (RFI)
BR Material Requisition
BS Technical Bid Evaluation (TBE)
EA Design Basis
EB Design Brief ; Design Calculations
EC Design Criteria
ED Data Sheet
EE Studies
EF Construction / Installation Specification
EG General ; Standard Specification
EL List ; Equip ; Line ; Tie-in ; Instrument
EM Master Scope Document
EQ Engineering Quality (Peer Checks)
ER Technical Report
ES Equipment Material Specification
ET Bill of Material ; Material Take-Off
EV Vendor Inst ; VDRL ; Document Type Desc
EW Scope of Work ; Technical
EX Scan Data
EY Squad Check Cover Page

2.4 Coding Structure for Vendor Documents
Vendor Documents are those received from suppliers or contractors, post-award, for review and
approval by SNC-Lavalin Oil & Gas engineering. Examples include fabrication and installation
documents and operations manuals.
A unique SNC-Lavalin Oil & Gas generated document number is formed for each Vendor document
using the following coding elements

1 Project Number Use SNC-Lavalin Oil & Gas project number.
2 P.O. or A unique project specific number assigned to the P.O. or contract.
Contract No.
3 NMR Code A code which classifies each document type into a single digit alpha category,
followed by a 2-digit sequential number.
Refer to Engineering Standard IMS-OG-GL-ENG-PRO-0042-Vendor/Supplier
Documents Requirements Master Listing
4 Sequential No. A number starting at 0001 for each different combination of coding elements
(P.O. / NMR)
5 Submittal No. Starting with 01, then 02, 03 …. etc. Identifies the number of times the document
has been submitted for approval.
Note that the submittal number is associated with, but not part of, the document
number.
Project Vendor Document Coding Example
Sequence 1 2 3 4 5
Element Title Project No. P.O. / Contract No. NMR Code Sequential No. Submittal No.
Example 012345 P-5001 B01 0003 02
012345-P5001-B01-0003 Sub.02
The 2nd submittal of the 3rd General Arrangement Drawing received from the supplier of package P-5001 for Project 012345

2.5 Coding Structure for Reference Documents
Reference Documents are those typically of a technical nature not provided by SNC-Lavalin Oil
& Gas, suppliers or contractors. They include existing plant drawings, client specifications and
standards, and existing site i n v e s t i g a t i o n reports.
If the reference document does not have a document number, a SNC-Lavalin Oil & Gas generated
document number can be created using the following coding elements:

1 Project Use SNC-Lavalin Oil & Gas project number.
Number
2 Document A code used to identify the source of the document.

Origin
Typically reference documents are submitted by a Client and the prefix CL is
used.
Additional codes can be assigned as required.
3 Sequential No. A sequential number starting at 0001 for each Document Origin
4 Submittal No. Starting with 01, then 02, 03 …. etc. Identifies the number of times the document
has been submitted for approval.
Note that the submittal number is associated with, but not part of, the document
number.
Project Reference Document Coding Example
Sequence 1 2 3 4
Element Title Project No. Document Origin Sequential No. Submittal No.
Example 012345 CL 0020 01
012345-CL-0020 Sub.01
The 1st submittal of the 20th Reference document from the Client for Project 012345

2.6 Coding Structure for Administrative Documents
Administrative documents are all project documents not identified as Technical, Vendor or
Reference. This incl ude s letters, faxes, emails, memos, invoices, meeting minutes, purchase
orders, etc.
A document number is formed using the different coding elements below. Each document shall
have a unique number.
Sequence Mandatory Element Title Description of Element

1 Yes Project Number Use SNC-Lavalin Oil & Gas project number.
2 No Commercial Used to identify documents pertaining to one (and only one)
Number commitment package, request for quotation (RFQ), purchase order or
construction contract.
3 No Subdivision/Area Used to identify documents pertaining to a specific area.
4 Yes Subject The subject code has two components:
1. Discipline Code
2. Document Type
See Table D for the list of Administrative Document Disc Codes
See Table E for the list of Document Types
5 No Document Used to identify the source generating the document

Origin
Basic Origins
I Document of Internal Origin
E Document of External Origin
Example for Projects having several clients (substitute C1, C2 for

clients name)
SC1 SNC-Lavalin to Client 1

SC2 SNC-Lavalin to Client 2
C1S Client 1 to SNC-Lavalin
6 Yes Sequential Number starting with 0001 for each different combination of Coding
No elements.
7 No Revision Note that the revision number is associated with, but not part of, the
Number document number.
Not recommended for Administrative documents. Only to be
used on an exceptional basis.

Project Administrative Document Coding Examples
Sequence 1 2 3 4 5 6
Element Title Project No. Commercial No. Subject Document Sequential No. Revision No.
Origin
Example 012345 P-5001 52BC I 0001 n/a

012345-P5001-52BC-I-0001
Purchasing Bid Document for Package P-5001 produced by SLI for project 012345
Example 012345 30CC C1S 0005 n/a

012345-30CC-C1S-0005
The 5th Communication from Client 1 to SNC-Lavalin Oil & Gas for project 012345
TABLE D
LIST OF DISCIPLINES FOR ADMINISTRATIVE DOCUMENTS
22 Risk Management 42 Concrete 4P Port/Marine
30 Project Management 43 Structural Steel 4Q Physical Security
31 Project Administration 44 Architecture 4S Operational Training

Simulation
32 Planning & Scheduling 45 Mechanical 4V Safety Engineering
33 Estimating 46 Piping 4W Engineering Systems
34 Cost Control 47 Electrical 50 Procurement

Management
35 Project Cost 48 Instrumentation & 60 Construction
Accounting Controls Management
36 Computer Systems 49 Process 68 Health Safety &

Environment
37 Document Control 4B Building Services/ 70 Commissioning
HVAC
38 Quality Assurance 4C Telecommunications
39 Project Controls 4D Industrial Engineering

Management
40 Engineering 4E Environment
Management
41 Civil 4L Pipeline

TABLE E
LIST OF DOCUMENT TYPES FOR ADMINISTRATIVE DOCUMENTS
CODE DESCRIPTION
AA CONTRACT
AB PROJECT OPENING
AD DOCUMENT DISTRIBUTION MATRIX
AE ORGANIZATION CHART
AF PROJECT FORMS AND TEMPLATES
AG PROJECT INSTRUCTIONS
AH RESPONSIBILITIES MATRIX
AI PEER REVIEWS
AK KEY PERFORMANCE INDICATOR
AL LISTS AND REGISTERS
AM RESOURCE MANAGEMENT (MFL)
AN SCOPE OF WORK
AQ PERSONNEL (CV, JOB DESCRIPTION, ASSIGNMENT)
AR PROJECT REVIEW
AW WORK PROCESS
AX EXPENSES REPORTS
AZ PROJECT INITIATION CHECKLISTS
BA BID
BB REQUEST TO ISSUE INQUIRY /TENDER
BM COMPLETION CERTIFICATE
BR MATERIAL REQUISTION
BS TECHNICAL BID EVALUATION
BT REQUEST FOR PURCHASE
BW LETTER OF INTENT OR AWARD
BY CHANGE ORDER
CA COMMUNICATIONS
FF FINANCE
FR RISK
GB PROJECT PROPOSAL
GC PROJECT DESCRIPTION
GD SITE VISIT REPORT
GE SITE INVESTIGATION REPORT
GG PERMITS AND LICENSING
GI PHOTO AND VIDEO
GJ PRESS RELEASE
IA INSURANCE


LA LEGAL
KA ESTIMATE DATA
MA MEETINGS
NA CHANGE REGISTER
NB BACK CHARGE
NC CHANGE NOTICE APPROVAL
ND POTENTIAL TREND NOTICE
NE ENGINEERING CHANGE NOTICE
NF ENGINEERING CHANGE NOTICE – INTERNAL USE ONLY
NI INPUT TO PCN – INTERNAL USE ONLY
NL CLAIMS REGISTER
NM MODIFICATION NOTICE TO COMMITMENT PACKAGSE
NP PROJECT CHANGE NOTICE
NR CONCESSION REQUEST
NT TREND NOTICE
PA DISCIPLINE PLANNING
PB WORK BREAKDOWN STRUCTURE
PD COMMITMENT PACKAGE DICTIONARY
PL PROJECT EXECUTION PLAN - PROCEDURE
QA QUALITY ASSURANCE REPORT
QB CLIENT SATISFACTION SURVEY REPORT
QC QUALITY CONTROL REPORT
QD QUALITY AUDIT PLAN
QF QUALITY AUDIT SCHEDULE
QG QUALITY AUDIT REPORT
QH NON-CONFORMANCE REPORT
QI IMPROVEMENT OPPORTUNITY REQUEST
QL QUALITY AUDIT CHECKLIST
QM CORRECTIVE ACTION REQUEST
QN PREVENTIVE ACTION REQUEST
QO QUALITY MONITORING PLAN
QP PROJECT QUALITY PLAN
QR QUALITY REQUIREMENTS
QS QUALITY SURVEILLANCE INSPECTION REPORT
QT INSPECTION ASSIGNMENT
QV QUALITY MONITORING REPORT
RA REPORT
RC CERTIFICATES OF COMPLETION
RZ PRESENTATION
SA SCHEUDLES
ZD CONTINUAL IMPROVEMENT REPORT


ZF PROJECT CLOSE OUT
ZG CLIENT CLOSE OUT
3.0 DEFINITIONS
Term Definition
Administrative Project documents not identified as Technical, Vendor or Reference. Includes
Document documents related to Administration and Management, Bidding and Award Process,
Correspondence, Finance, Insurance, Estimates, Legal, Meetings, Change
Management, Planning, Quality, Reports, Schedules and Project Termination &
Historical Data.
Reference Documents typically of a technical nature not provided by SNC-Lavalin Oil & Gas,
Document suppliers or contractors. May include existing plant drawings, client specifications
and standards, and existing site investigation reports.
Technical Document Documentation (deliverables) prepared internally by SNC-Lavalin Oil & Gas
Engineering such as drawings, specifications, datasheets, design criteria, design
briefs, calculations, design instructions, engineering lists, engineering reports and
master scope.
Vendor Documents Documentation received from suppliers or contractors, post-award, for review or
approval, including fabrication / installation documents and operation manuals.
4.0 ABBREVIATIONS
DCC Document Control Center
NMR Non-Material Requirement
O&G Oil & Gas
PT Project Team
5.0 REFERENCE D O C UM EN T S

IMS-OG-GL-ENG-PRO-0042 Vendor/Supplier Documents Requirements Master Listing




This procedure was previously issued for use in the SNC-Lavalin Oil & Gas under document
number 3151-E rev. 09. The document has been re-numbered to reflect the new global IMS
numbering scheme.
00 Issued for Use
01 Issued for Use
Updated Procedure with new document type codes
8.1 RECORDS
1. Master Document Register
2. Transmittals
3. Deliverables

PROJECT DOCUMENT REVISION CONTROL PROCEDURE
1 OF 9
Revision : 00 Date : 09-APR-2018
00 11-Jun-2018 Issued for Release Y.Cao S.Mohamed J.Howard T.Farrell

B1 06-Nov-2017 Issued for Consistency / Compliance
Review Y.Cao S.Mohamed J.Howard T.Farrell
A2 12-Dec-2016
Coordination IDC Y.Cao S.Mohamed
A1 08-Dec-2016 Issued for Internal Review Y.Cao S.Mohamed B.Kuberi

DOCUMENT NUMBER: IMS-OG-GL-SI.DCC-PRO-0013 REVISION: A1 DATE: 11-JUN-2018
DOCUMENT TITLE: PROJECT REVISION CONTROL PROCEDURE PAGE: 2 of 9
TABLE OF CONTENTS
1.0 INTRODUCTION ............................................................................................................. 3

1.1 Purpose................................................................................................................. 3
1.2 Scope .................................................................................................................... 3
1.3 Responsibility ...................................................................................................... 3
1.4 Personnel Responsibilities ..................................... Error! Bookmark not defined.
2.0 PROCEDURE ................................................................................................................. 4
2.1 Overview ............................................................................................................... 4
2.2 General .................................................................................................................. 4
2.3 Types of Document Issue ................................................................................... 4
2.4 Types of Revision Control Code ........................................................................ 5
3.0 DEFINITIONS ................................................................................................................. 6
4.0 ABBREVIATIONS .......................................................................................................... 6
5.0 REFERENCE DOCUMENTS .......................................................................................... 7
6.0 CODES AND STANDARDS ........................................................................................... 7
7.0 REVISION HISTORY ...................................................................................................... 8
8.0 RECORDS ...................................................................................................................... 8
APPENDIX 1 – PROJECT DELIVERY APPLICABILITY ................................................................. 9
1.0 INTRODUCTION
1.1 Purpose
This procedure provides a standardized, orderly and practical approach to implement a revision control
system for project documents which permits for easy retrieval of information from all document revisions
generated for projects.
1.2 Scope
This procedure applies to all projects where SNC-Lavalin Oil & Gas provides either full or partial services.
1.3 Responsibility
The Document Control Manager (DCM) is responsible for the content, administration, maintenance and
implementation of this procedure.
The Document Control Centre (DCC) is responsible to manage and process all project documents,
procedure.
The Project Team (PT) is responsible to ensure that all revisions of project documents are processed and
managed by DCC.
2.0 PROCEDURE
2.1 Overview
The standard document revision control methodology as described in this procedure is for all projects
within SNC-Lavalin Oil & Gas.
Due to specific client or contractual requirements, deviations may be made in the detailed application of this
revision control system.
Factors determining a modification to this procedure include:

 The type of contract entered into between SNC-Lavalin and its Client(s) and/or joint venture partners.
 The Client’s requirements and their participation in overall Project Management.
Any deviations from the revision methodology will be reviewed prior to the start of the project and will be
approved by Project Management and documented in an approved project instruction per procedure IMS-
OG-GL-PM-PRO-0002 Project Execution Plan Procedure.
2.2 General
Documents generated at various stages and issued formally must have an assigned revision control code.
Revision codes are assigned to all types of technical documents generated within the project i.e. Engineering
Documents, Vendor, Subcontractor and Construction documents.
However, exceptions can be made for system generated document numbers. These documents shall follow
the system generated revision codes. i.e. procurement systems
The documents and their revision codes are to be registered and controlled in the EDMS to ensure all
revisions are accounted for and history is maintained for all documents revisions
2.3 Types of Document Issue
The documents generated within the project shall be issued for various actions and/or Purpose, and each
issue will be directly linked to a revision. Preliminary issue shall be followed with Review/Approval and Post
Approval Issue as described below:
Preliminary Issue
Documents subjected to Inter Disciplinary Check (IDC) shall be Identified and finalized during the initial
development stage of Master Deliverables Register (MDR).
Documents identified for Inter Disciplinary check will be the first preliminary issue of Technical documents as
per Verification and Approval of Engineering Deliverables - IMS-OG-GL-ENG-PRO-0017. Any documents for
IDC will be issued under Internal Transmittal with a Revision Control.
The Inter Disciplinary Check (IDC) verification process is applicable only for deliverables in which multiple
engineering disciplines have interfaces and interdependencies. The deliverables which qualify for the element
of verification are pre-determined on the specific project and documented in the Project specific IDC matrix,
complying with the requirements stated in the procedure, Verification and Approval of Engineering
Deliverables - IMS-OG-GL-ENG-PRO-0017.
Issued for Inter Disciplinary Check - IDC (Associated Revision will be PA)
Review and/or Approval Issue
Next issue of Technical documents is for Review/Approval, and is dependent on the contractual and project
requirements. All functions involved in the project is responsible to determine if a Client review and/or
approval is required for each deliverable. Any documents Issued for Review/Approval will be issued externally
(To Client).
Issued for Information - IFI

Issued for Review - IFR (Associated Revision will be PB, PC, PD…)
Issued for Approval - IFA
Issued for Enquiry - IFE
Post Approval Issues
Next issue of Technical documents is for Post Approval. Subsequent revisions after approval may be for
fabrication, purchase or construction, it varies with document and/or project type. Any documents issued for
Post Approval shall be issued Externally (To Client).
Issued for Bid - IFB

Issued for Design - IFD
Issued for Hazop - IFH
Issued for Use - IFU
Issued for Purchase - IFP
Issued for Fabrication - IFFa (Associated Revision will be 00,01,02…)
Issued for Construction - IFC
Issued for Final - IFFi
Issued for Void - IFV
Cancelled - CAN
Deleted - DEL
Final Issue
Final issue of Technical documents is for As-Builting.
As-Built - ASB (Next Sequential Revision)
2.4 Types of Revision Control Code
Revisions associated with Preliminary Issue
PA Preliminary status of revision, then PB, PC, PD, etc., for the subsequent revision
issues. This also applies to documents and drawings being issued for comments,
approval etc.
Revisions associated with Review and/or Approval Issue
PB, PC, PD Subsequent revision will be PB, PC, PD, etc., for Documents issued for Review/Approval.
Revisions associated with Post Approval Issue
00,01 Documents and drawings issued/released for purchase/fabrication or for

construction.
Revisions associated with Final
02,03 - Documents and drawings that have been As-Built and are ready to turn over to the
client shall be issued with next sequential revision
3.0 DEFINITIONS
Technical Document - Documentation (deliverables) prepared internally by SNC-Lavalin Engineering such

as drawings, specifications, datasheets, design criteria, design briefs, calculations, design instructions,
engineering lists, engineering reports and master scope.
Vendor Document - Documentation received from suppliers or v e n d o r s , for review or approval, including
fabrication / installation documents and operation manuals.
Reference Document - Documents typically of a technical nature not provided by SNC-Lavalin, suppliers
or contractors. May include existing plant drawings, client specifications and standards, and existing site
investigation reports.
Administrative Document - Project documents not identified as Technical, Vendor or Reference. Includes
documents related to Administration and Management, Bidding and Award Process, Correspondence,
Finance, Insurance, Estimates, Legal, Meetings, Change Management, Planning, Quality, Reports,
Schedules and Project Termination & Historical Data.
4.0 ABBREVIATIONS
ASB As-Built
CAN Cancelled
DEL Deleted
EDR Engineering Deliverables Register
IFA Issued for Approval
IDC Inter Discipline Check
IFC Issued for Construction
IFD Issued for Design
IFE Issued for Enquiry
IFFa Issued for Fabrication
IFFi Issued for Final
IFH Issued for Hazop
IFI Issued for Implementation
IFP Issued for Purchase
IFR Issued for Review
IFU Issued for Use
IFV Issued for Void

PT Project Team

IMS-OG-GL-PM-PRO-0002 Project Execution Plan Procedure
IMS-OG-GL-ENG-PRO-0017 Verification and Approval of Engineering Deliverables

A2 Issued for Inter-Disciplinary Coordination IDC - This procedure was previously issued for use
in the SNC-Lavalin Oil & Gas under document number 3151-E rev. 09. The document has
been re-numbered to reflect the new global IMS numbering scheme.
00 Issued for Use
8.0 RECORDS
process. When the project is complete, all records will be archived as per the applicable project instructions,
MS Records process and O&G Document Management processes and procedures.

O&G ARCHIVE PROCEDURE
1 OF 10
Revision :00 Date : 11-Dec-2017
00 11-Dec-2017 Issue For Use Y.CAO S.MOHAMED J.HOWARD T.FARRELL
REV DATE ISSUE DESCRIPTION AUTHOR CHECKER HSSE/Q APPROVER

DOCUMENT NUMBER: IMS-OG-GL-SI.DCC-PRO-0014 REVISION: 00 DATE: 11-DEC-2017
DOCUMENT TITLE: ARCHIVE PROCEDURE PAGE: 2 of 10
TABLE OF CONTENTS
1.0 INTRODUCTION ............................................................................................................. 3

1.1 Purpose ................................................................................................................. 3
1.2 Scope .................................................................................................................... 3
1.3 Responsibility....................................................................................................... 3
2.0 PROCEDURE ................................................................................................................. 4
2.1 Identification of Records ..................................................................................... 4
2.1.1 Project Records .......................................................................................... 4
2.1.2 Departmental / Functional Records .......................................................... 4
2.2 Preparation and Organization of records .......................................................... 5
2.2.1 Boxing of Records and Files ..................................................................... 5
2.2.2 Records Description ................................................................................... 5
2.2.3 Retention Period ......................................................................................... 5
2.2.4 Box Labels ................................................................................................... 6
2.3 Transfer of Boxes to Facility ............................................................................... 6
2.4 Confirmation of Delivery ..................................................................................... 7
2.5 Retrieving Archive Records ................................................................................ 7
2.6 Returning Retrieved Archive Records ............................................................... 7
2.7 Electronic Archive................................................................................................ 7
2.8 Destruction of Records ....................................................................................... 7
3.0 DEFINITIONS ..................................................................................................................8
4.0 ABBREVIATIONS ........................................................................................................... 8
5.0 REFERENCE DOCUMENTS .......................................................................................... 9
6.0 CODES AND STANDARDS ........................................................................................... 9
7.0 REVISION HISTORY ...................................................................................................... 9
8.0 RECORDS .................................................................................................................... 10

1.0 INTRODUCTION
the minimum requirements to be compliant with corporate policies, procedures and industry best
practices for archiving of documentation.
1.1 Purpose
The purpose of this procedure is to define the control of records related to projects and
departments/functions. This procedure defines the controls for identification, storage, protection,
retrieval, retention time and disposition of the records.
Records shall be stored and maintained in such a way that they are readily retrievable in facilities that
provide a suitable environment to minimize deterioration, damage and to prevent loss.
1.2 Scope
This procedure applies to all operations of the O & G Business sector.
1.3 Responsibility
Department/Functional Group Leads are responsible to adopt and implement this procedure. Each
department/function is responsible for their functional records. They are to identify, prepare and box
documents for transfer to storage facilities.
Document Control Centre (DCC) is responsible to

 Prepare and Box Project records.
 Fill out Archive Registers, Labels etc.
 Coordinate the transfer of all project and departmental documentation to the
onsite/offsite storage facilities.
The Project Manager (PM) is responsible to ensure, review and approve that all the project records
are identified and archived accordingly.

2.0 PROCEDURE
Records keeping is an integral part of an organization. Archiving helps organizations more effectively
retain, manage, protect, and utilize their information assets.
In order to maintain the integrity of the archive and for retrieval requests to be made quickly and
efficiently, records must be well-organized before being submitted to the archive storage site.
This procedure applies to all projects and/or offices within SNC-Lavalin Oil & Gas. This procedure
shall be followed and only deviated in the event of a contractually agreed project specific requirement
by the Client.
2.1 Identification of Records
All records shall be identified by means of the subject, department / project reference number
Records must be checked for duplication to ensure that the minimum number of copies are kept..
Any duplicates identified must be destroyed in local confidential paper disposal facilities or by other
appropriate confidential methods e.g. shredding.
The following sections detail the types of records covered in this procedure.
2.1.1 Project Records
Project records are records generated and produced for project use/information i.e. drawings,
deliverables, procedures, contract, letters, etc.
Records that are to be archived are per contractual requirement and shall be identified in the MDR at
the beginning of the project. At project closeout, the Project Manager is responsible to review the list
of archived documents.
After the Project Manager has identified and reviewed what documents are to be archived, DCC is to
prepare, box and coordinate transfer of the records in accordance to this procedure.
2.1.2 Departmental / Functional Records
Department records are generated and produced by a department, function, etc. for function
use/information and are exclusive to those records that are produced for a project.
The functional /department lead is responsible for the identification and preparation of documents that
are to be archived. As each function is organized differently, the lead can either be at the country
level or global level.

2.2 Preparation and Organization of records
Once records are identified, an archive register must be filled out, listing all records that are being
archived. Please see to IMS-OG-GL-SI.DCC-TMP-0004 – Archive Register.
2.2.1 Boxing of Records and Files
 All records must be placed in boxes.
 Arrange only records from one project or function. Do not place records from multiple
projects and/or functions together.
 Arrange files in the original order of filing or in a logical order that facilitates retrieval
(alphabetical, numerical, chronological, etc.)
 Files must be place upright and not flat in a box
 Leave approximately 2 inches (5 cm) of free space inside each box in order to facilitate the
handling of documents.
 Do not overfill the box. Lid must be able to be placed on the box.
2.2.2 Records Description
 Each box must contain a list of contents. The order of the files listed on the form should
match the order in which the files are placed in the box. Please see to IMS-OG-GL-SI.DCC-
TMP-0005-01– Archive Document Contents Register
 Indicate the title of each file.
 Indicate the start and end dates for each file.
2.2.3 Retention Period
Indicate the Retention Period for each file. Each record listed must have a specified retention time
per SNC-Lavalin or Client records retention schedule. The retention period is the length of time the
record will be retained as an active record before it gets permanently discarded.
Please refer to IMS Records Requirement Register IMS-OG-IMS.QHSE-TMP-0016-01 for retention

periods of records.
Please note retentions periods may vary depending on location, legal and/or business regulations etc.
Offices should confirm with local legal counsel if retention period listed in 1312 is aligned with local
processes and regulations.
Unless otherwise indicated, the calculation of the retention period starts at the file or project closure.

2.2.4 Box Labels
 Each box must have a label.
 For Functions/Department, indicate the function/department on the label
 For Projects , indicate
o Project Number
o Full Project Name
o Full Client Name
 Please see to IMS-OG-GL-SI.DCC-TMP-0006-01– Archive Label
The functional lead or a designee shall check and verify all documents are listed, scanned and
retention periods are according to retention schedule.
For projects, the document control lead shall check and verify all documents are listed, scanned and
retention periods are according to retention schedule.
2.3 Transfer of Boxes to Facility
After verification is complete, the functional lead will hand over the boxes to a records coordinator or
document control. Document Control shall coordinate delivery of boxes to an onsite or offsite facility.
As the process of transferring boxes to a storage facility varies from office to office, please see the
following locations below and archive facilities being used to archive documents.
Country City Archive Facilities

Canada Calgary Iron Mountain
Canada Sarnia SNCL Records Management Department
Colombia Bogota Trans-Archivos & Iron Mountain
India Mumbai Mumbai Office
Qatar Doha Archive Villa
South Africa Johannesburg Metro-file
United Arab Emirates Abu Dhabi Mussafah Warehouse
United States Houston Iron Mountain
If specific location is not listed above, please contact document control for further information.

Regardless of where valuable records are stored, proper environmental conditions are essential for
preserving records. Proper storage conditions are especially important for records long retention
periods. Extreme environmental conditions including heat, cold and dampness will destroy records
very quickly. As a result, the facility used to store records should be designed to provide an
environment that will promote the preservation of the media and the information therein.
2.4 Confirmation of Delivery
Upon delivery, the facility shall provide a receipt of delivery confirmation. Document Control will
provide the owner of the documents the receipt. Owners should keep receipt for future retrieval of
the boxes.
2.5 Retrieving Archive Records
Archived records can be recalled upon request.
Only DCC should request files or boxes from the onsite/offsite storage facility
To retrieve archive records, the requester must contact the document control.
A sign in / sign out register must be kept for all retrieving and returning of files - IMS-OG-GL-SI.DCC-
TMP-0007 – Archive Sign In / Sign Out Register
Please note that requests for records that belong to another department or division require approval
by the owner department or division. Records borrowed from the archive facilities should be returned
as soon as they are no longer needed in the department.
2.6 Returning Retrieved Archive Records
Requestor shall return the retrieved documents back to document control. They will coordinate the
return of documents to the storage.
2.7 Electronic Archive
Projects utilizing EDMS should archive the contents on the EDMS at the end of the project.
Permissions of the files retained within the EDMS should be changed to read only. A report should
be generated from the EDMS, listing out the contents and all its attributes.
If an EDMS is not being utilized and files are stored on a network drive, please contact your local IT
office for location and instructions on how to move and/ store files onto the local archive servers.
2.8 Destruction of Records
Records that have reached the end of their retention period will be destroyed confidentially by
shredding at the certified facility of our offsite storage provider. Destruction are subject to approval by
the owner department or division, as well as verification by Legal Services for litigation or audit holds.

Destruction of records must be done in ensuring the protection of sensitive and confidential
information
An analysis of archived documents must be done by Information Management to determine their

eligibility for destruction according to business needs and legal context.
The Information Management service submits to the functional/department owner a list of the
documents eligible for destruction.
Review and approval of the submitted list of documents to be destroyed by the functional/department
owner. An assessment must be conducted to determine the business value of the documents and
decide whether they can be destroyed. If the documents must be kept for a longer period, reasons
should be provided.
Review and approval of the list of documents eligible for destruction is performed by the Legal
Department. This is required to assess the legal context and check the register of litigations.
Once approvals are obtained, the Archives service undertakes the necessary measures with the
confidential shredding service provider.
3.0 DEFINITIONS
Term Definition
Please note:
Please note:
considered records.
Disposition Date Date of when the retention period will end and record will be destroyed
4.0 ABBREVIATIONS


O&G Oil and Gas
PM Project Manager

1310 SNC-Lavalin Corporate Retention Schedule
IMS-OG-GL-SI.DCC-TMP-0004-01 Archive Register
\IMS-OG-GL-SI.DCC-TMP-0005-01 Archive Document Contents Register
IMS-OG-GL-SI.DCC-TMP-0006-01 Archive Label
IMS-OG-GL-SI.DCC-TMP-0007-01 Archive Sign/In Sign Out Register
IMS-OG-GL-IMS-QHSE-TMP-0016-01 IMS Records Requirement Register

B1 Issued For Consistency / Compliance Review
00 Issue For Use

8.0 RECORDS
1. Archive Log
2. Records Description
3. Box Labels
4. Sign In/ Sign Out Register


Ims Og GL Si - DCC Pro 0001 - 00

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Ims Og GL Si - DCC Pro 0001 - 00

Uploaded by

Copyright:

Available Formats

Integrated Management System

DOCUMENT MANAGEMENT START-UP

Document No: IMS-OG-GL-SI.DCC-PRO-0001

Revision : 00 Date : 03-AUG-2017

00 03-AUG-2017 Issued for Use

REV DATE ISSUE DESCRIPTION AUTHOR CHECKER QA/QC/SHSE APPROVER

IMS-OG-GL-SI.DCC-PRO-0001 Oil & Gas

DOCUMENT TITLE: DOCUMENT MANAGEMENT START-UP PAGE: 2 of 9

1.0 INTRODUCTION .......................................................................................................... 3

IMS-OG-GL-SI.DCC-PRO-0001 Oil & Gas

DOCUMENT TITLE: DOCUMENT MANAGEMENT START-UP PAGE: 3 of 9

IMS-OG-GL-SI.DCC-PRO-0001 Oil & Gas

DOCUMENT TITLE: DOCUMENT MANAGEMENT START-UP PAGE: 4 of 9

2.1 Project Document Control Requirements

Please see IMS-OG-GL-SI.DCC-PFL-0002 for a list of required documentation for start-up.

• Project Document Numbering Procedure

2.2 Document Distribution Matrix (DDM)

Please refer to IMS-OG-GL-SI.DCC-TMP-0002-01 - Document Distribution Matrix Template. The PT

IMS-OG-GL-SI.DCC-PRO-0001 Oil & Gas

DOCUMENT TITLE: DOCUMENT MANAGEMENT START-UP PAGE: 5 of 9

2.3 Document Control Checklist

Please refer to IMS-OG-GL-SI.DCC-TMP-0003-01 Document Control Checklist.

2.4 Master Document Register (MDR) Requirements

• Identification information (document number, title, discipline, document type)

Please refer to IMS-OG-GL-SI.DCC-TMP-0001-01 Master Document Register Template.

2.5 EDMS Identification

2.6 EDMS Configuration

IMS-OG-GL-SI.DCC-PRO-0001 Oil & Gas

DOCUMENT TITLE: DOCUMENT MANAGEMENT START-UP PAGE: 6 of 9

2.6.4 EA shall configure the workspace with metadata/attributes in accordance to project

Training records are maintained by the DCM

Training Objectives for the end users will be

2.8 EDMS Goes Live

2.9 EDMS User Effectiveness

IMS-OG-GL-SI.DCC-PRO-0001 Oil & Gas

DOCUMENT TITLE: DOCUMENT MANAGEMENT START-UP PAGE: 7 of 9

5.0 REFERENCE DOCUMENTS

Document Number Document Title

IMS-OG-GL-SI.DCC-PFL-0002 Document Control Start-up Process Flowchart.

IMS-OG-GL-SI.DCC-STN-0001 Document Control Standard

IMS-OG-GL-SI.DCC-PRO-0001 Oil & Gas

DOCUMENT TITLE: DOCUMENT MANAGEMENT START-UP PAGE: 8 of 9

Document Number Document Title

6.0 CODES AND STANDARDS

Document Number Document Title

7.0 REVISION HISTORY

A1 Issued for Internal Review

A2 Issued for Inter-Disciplinary Coordination IDC

B1 Issued for Consistency / Compliance Review

B2 Re-Issued for Consistency / Compliance Review

B3 Re- Issued for Consistency / Compliance Review

00 Issued for Use

IMS-OG-GL-SI.DCC-PRO-0001 Oil & Gas

DOCUMENT TITLE: DOCUMENT MANAGEMENT START-UP PAGE: 9 of 9

APPENDIX 1 – PROJECT DELIVERY APPLICABILITY

Proposals EPC Construction

IMS-OG-GL-SI.DCC-PRO-0001 Oil & Gas

PROJECT DOCUMENT CONTROL PROCEDURE

Document No: IMS-OG-GL-SI.DCC.PRO-0002

Revision : 00 Date : 03-AUG-2017

00 03-Aug-2017 Issued for Use Y.CAO S.MOHAMED J.HOWARD T.FARRELL

REV DATE ISSUE DESCRIPTION AUTHOR CHECKER QA/QC/SHSE APPROVER