END 3 010 Central Documentation

7/30/2019 END 3 010 Central Documentation

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The purpose of this procedure is to establish the effective

control of documents, and to maintain the integrity of the

Quality System by satisfactory collection, indexing, filingstorage, reproduction, distribution, access, retrieval and

disposition of documents.

This procedure also addresses the requirements of ISO

9001-2000 Quality System, Clause 4.2.3 and 4.2.4

This procedure covers The Mohammad Al-Mojil Group (MMG) Head

Office Central Documentation Control (CDC) Section under the

administration of the Engineering Department (END). The CDC

section scope of responsibility covers the control and/or distribution

of all documents and packages such as bid documents,specifications and drawings, reference standards, data sheets, DHL,

technical books, and literature, and other applicable documents.

Central Documentation Control Section Flow Chart (File No. END-4-

010) demonstrate CDC Section work flow.


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(continuation)

Not covered by CDC scope are documents for awarded

projects signed prime contract, subcontract, direct contract

documents and company corporate procedures, generated bythe individual department. Contract Documents are kept,

distributed and controlled in accordance with the Contract

Department (CTD) Control Procedures Nos. CTD-3-003, CTD-3-

005 and CTD-3-006 Clauses 6.3. Corporate procedures are

kept, distributed and controlled by Custodian Department.

This procedure also covers project active files archived documents

which are forwarded to Dammam Head Office from project sites

following project completion as specified in Procedure END-3-001.

Original copies of the Corporate Quality Procedures by all

Construction Division Department are kept by the respective custodian

department concerned. Custodian Department shall issue controlledcopies of Corporate Quality Procedures to all identified authorized copy

holders. Reproduction of Procedures are made by the CDC Document

Controller upon the receipt of Form No. END-4-010J and original hard

copy of the procedure from custodian department.


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CONTROLLED COPY

A document issued with the identification of the assigned

Control Copy Holder, responsible for the control andmaintenance of the document. A unique Copy Holder

Number is assigned for each Controlled Copy Holder by the

concerned issuing Custodian Department.

UNCONTROLLED COPY

A document issued for information purposes only, without

the identification of the assigned responsibility for control.

ARCHIVED DOCUMENT

Documents collected from project sites as defined inProcedure END-3-001 Project Documentation Control,

Section 6.2.9. Also includes, Active Files from Engineering

and other MMG departments stored at the CDC Section

Room Warehouse.


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(continuation)

CDC = Central Documentation ControlSamples of Controlled Copy and Uncontrolled Copy

stamps are shown below fro those documents without

specific check boxes.

MOHAMMAD AL-MOJIL GROUP

P.O. BOX 11, DAMMAM 31411

CONTROLLED COPYMMG DOCUMENTATION SECTION



UNCONTROLLED COPYMMG DOCUMENTATION SECTION



DISTRIBUTION CONTROLLED

NO: _____________ DATE: ________HOLDER NAME : _________________

SAMPLE STAMPS


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CHIEF ENGINEER

Overall management of the Engineering Department.

Monitor CDC Section operation for the efficient control of

documents to ensures the system, conforms to the requirements of

the Company Quality Procedures.

TECHNICAL / COMMERCIAL /

DOCUMENTATION PROPOSAL MANAGER

Management of the overall operation of MMG Central

Documentation Control Section for the control of documents.

PROPOSAL SUPERVISING ENGINEER

(Central Documentation Control & Technical Proposal Sections)

Supervise operation of MMG Central Documentation ControlSection by establishing effective controls of all documents and

library technical literature, conduct analysis for evaluation of the

control system, recommend and implement changes as needed.


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(continuation)

PROPOSAL SUPERVISING ENGINEER

(Central Documentation Control & Technical Proposal Sections)

Supervise reproduction, distribution and control of bid documents,

and reference documents necessary to support construction field

operation.

Supervise the control of the CDC Section Library.

Other responsibilities of the Proposal Supervising Engineer (CDC /Technical Sections ) are defined in Procedure No. END-2-001, clause

5.9.

CDC DOCUMENT CONTROLLER

(Central Documentation Control Section)

Responsible to the CDC / Technical Proposal Supervising Engineerfor receiving, recording, filing, maintaining, and controlling the

Central Documentation Control Sections relevant documents and

library technical literature.

Perform other work as directed by superior.


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(continuation)

CLERK / PRINTER

Responsible to the CDC / Technical Proposal SupervisingEngineer for the reproduction of documents, care of the

printing machines and photo copiers.

Perform compilation of documents, up-keep records, and

arrangement of documents. Facilitate distribution of

reproduced copies of the documents, to recipient through

the CDC Document Controller.

Register paper consumption for Photo Copiers and

Printing Machines, using Form No. END-4-010V (for daily

recording) and Form No. END-4-010X (for monthly update)Perform other works as directed by superior.


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GENERAL REQUIREMENTS

Bid documents and packages from the Customer delivered

through the Marketing Department are transmitted to MMGCentral Documentation Control Section for Control, reproduction

and distribution.

CDC Document Controller shall acknowledge receipt of the

documents and packages by signing the incoming Transmittal,

check the contents as per the accompanying transmittal, andstamp the documents with MMG RECEIVED stamp, showing

the date received. CDC Document Controller then records

incoming documents using Form No. END-4-010D Central

Document Register (Incoming)

Bid Document is further recorded in another separate file,using Form No. END-4-010K Incoming Bid Document

Control Log (Per Customer Name). This is used and

maintained for purposes of easy retrieval and control of

bid files per customers name.


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(continuation)

Original hard copies and floppy diskettes and or CD copies

of Corporate Quality Procedures of respective departmentswill be stored, distributed and maintained by the custodian

department concerned. Floppy Diskette and or CD copiesare

registered and updated in Form No. END-4-010W Procedure

Floppy Diskette Register by the Custodian Department.

Custodian Department identifying a need for distribution ofQuality Procedure to recipient department or individual shall

do it by reproducing a photocopy of the specific procedure,

then check Controlled Box on the procedure front page and

attach an update Form No. END-4-010C List of Procedures

For DepartmentsCopies of Quality Procedures will be photocopied at the

Central Documentation Control Section. It will be dispatched

under cover of a Transmittal Form No. QAD-4-202 to

recipients by the custodian department concerned.


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(continuation)

Custodian Department then update Form No. END-4-

010F Document Distribution List which reflects thedocument Reference Number, Description, Copy

number, Holder name, department, locations/site,

issue number and revision number. This is used to

record and control listing of Copy Holders of

controlled quality corporate procedures.All documents for reproduction such as procedure,

specification, manual, literature, reference book, codes &

standards, magazines, catalogues, project documents, etc..

In excess of 20 photocopies (Sheets) shall require to prepare

Form No. END-4-010J Request for Photocopy duly approvedby Department Head or In-Charge. All photocopies not more

than twenty (20) sheets shall be recorded only by the Printer

in respective department Consumable Consumption Register

files.


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(continuation)

Printer records in register files, the number of sheets

reproduced each day, per department using Form No. END-4-

010V Consumable Consumption Register for daily register andForm No. END-4-010X Consumable Consumption Update (Per

Department / Project) for the record of monthly consumption.

To maintain the confidentiality of bid documents, reproduction and

distribution shall be limited as per clause 6.4.1.1. Extra copies shall be

issued to other departments only upon instruction by the Technical /Commercial / Documentation Proposal Manager and for the purpose of

Bid Submittal Requirements as specified in Procedure No. END-3-005,

Clause 6.5.1.

All original Corporate Quality Procedures, Bid Documents, Estimating

Parameter / Manual and other sensitive documents are considered

confidential and as such shall be handled with utmost confidentiality.No reproduction and distribution of this documents will be allowed

without the full knowledge and permission of the Custodian Department

Manager concerned or authorized delegate. A written request for copy

approved by the custodian department head or authorized delegate is

required.


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ORGANISATION / STORAGE

Original copies of Bid Documents shall be forwarded to the

Engineering Department and one (1) extra photocopy of the Bid

Instructions to Bidders and Proforma Contract. Bid drawings and

specifications are not photocopied unless extra copy is requested

by the Engineering Estimating Section.

Active files of Bid documents after the Engineering estimates is

forwarded to the CDC Section for archive, stored in organized

manner inside the Central Documentation Control Section room,Active files of Bid Documents are registered in Form No. END-

4010P Document Archive Master List

Active bid and project document files are transferred to MMG

storage warehouse for further safe-keeping until such time the

Engineering Department Technical /Commercial/ DocumentationSection Manager instruct to destroy the said files, usually a

maximum of Five (5) years or so depending on the completed

project contract warranty period or undetermined length pf time

due to any outstanding claim(s).


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(continuation)

Documents will be filed in storage boxes placed onrack shelves provided inside the CDC Section or

Warehouse, Organization of the filing system will be

consistent with the Document Archive Master List

(Form No. END-4-010P) and designated by coding

system and BOX number, Bid documents, project files,

and the likes, are placed in specified section of the

filing racks for ease of access and retrieval.

A unique coding is assigned to each item of

documents starting with a Discipline or MajorDocument Code followed by sequential numbering

commencing from 001.


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(continuation)

The coding system for documents are as follows:ACI - American Concrete Institute

AISC - American Institute of Steel Construction

API - American Petroleum Institute

ANSI - American National Standard Institute

ASCE - American Society for Civil Engineers

ASHRAE - American Society of Heating, Refrigerating& Air-Conditioning Engineers

ASM - American Society for Materials

ASME - American Society for Mechanical Engineers

ASTM - American Society for Testing & Materials

AWS - American Welding Society

BSI - British Standard Institute

CRSI - Concrete Reinforcing Steel Institute

DIN - German Standard (Deutsche Norm)

HVAC - Heating, Ventilating, Air Conditioning


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(continuation)

The coding system for documents are as follows:

IEEE - Institute for Electrical & Electronic EngineersIMO - International Maritime Organization

ISO - International Standard Office

NACE - National Association of Corrosion

ineers NEMA - National Electrical Manufacturer

ociation SMACNA - Sheet Metal & Air Conditioning

tractor AssociationSSPC - Steel Structures Painting

ncil UL - Underwriters

oratories BD - Bid Document

BR - Brochure

CF - Claim File

CM - Computer

nual CO - Change Order

CP - Corporate

cedure CPF -

Complete Project File C/SHB -

Civil/Structural Handbook CR -Correspondence


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(continuation)


DBD - Decline Bid DocumentEHB - Electrical Handbook

EM - Engineering Manual

EP - Engineering Procedure

ES - Estimating Standard

ESS - Estimating Summary Sheet

FA - First Aid Medical HandbookFX - Facsimiles

HB - Handbook

IM - Internal Memos

IHB - Instrumentation Handbook

MDHB - Maritime Handbook

MOBIL - Mobile Engineering Guide

MHB - Mechanical Handbook

MIS - Miscellaneous Files

PQAM - Project QA Manual

SAS - Saudi Aramco Standard

SD - Standard Drawing


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(continuation)


SM - Safety Manual

TB - Text Book

TL - Technical Literature

TM - Technical MagazinesWC/S - Welding Codes/Spec

XY - Archive Files for Claims

ExampleBD-001 = Bid Document, File # 1

ES-002 = Engineering Standard, File #2


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REQUESTING A FILE

Requester prepare and transmit an accomplished MMG

Documentation Section Request Form (Form No. END-4-010M)

address to the Proposal Supervising Engineer (CDC & Technical

Sections ) or to the CDC Document Controller indicating the action

required.

a) Provide photocopy

b) Removal & return by specified date

c) Incorporation in the Documentation Section Filesd) For control, distribution, recording, filing & storage

When CDC Section receives the Request Form, CDC Document

Controller retrieves said document, performs the action and

completes the following information on Form No. END-4-010M,

a) Request Numberb) Document Reference Number / Shelf Number

c) Ensure receipt is endorsed by the recipient.


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REQUESTING A FILE

(continuation)

CDC Document Controller enters data into Form No. END-4-010N Documentation Section File Control Log to indicate entry

or request.

Requested documents is then transmitted by CDC Document

Controller to the Requester, accompanied by a Transmittal

(Form No. QAD-4-202)For borrowers situated within the confine of MMG Main Office

Building, borrowing of Library Files (reference books, codes &

standards, text book, catalog, brochure, and other documents

listed in the Reference Books Master List (Form No. END-4-

010A), borrower should direct his request personally with the

CDC Document Controller. Borrower shall register his name and

signature on the space provided in the Reference Books

Borrowers Control Sheet (Form No. END-4-010H) to borrow the

library file.


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DISTRIBUTION

DISTRIBUTION OF DOCUMENTS AND PACKAGES

Documents and packages shall be distributed to concerned

department as identified below

Bid Documents - Upon the advise of the Marketing

Department of approval of Request for Estimate (Bid

Approval Sheet (BAS) Form No. MKD-4-006) the CDC

Document Controller / Printer reproduce and distributes the

bid documents to the following department only :

a) END - Complete Bid Package (Original copy).

Drawings & Specifications are not

photocopied unless requested by

Engineering Estimating Section.

b) CTD - One (1) photo copy of the BidDocument Instruction to Bidder,

Proforma Contract & Contract Terms &

Conditions.


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DISTRIBUTION

(continuation)

- Bid drawings, scope of work, datasheets and specifications are

not provided unless Requested by

CTD.

DHL Package - Concerned Department

Other Packages - Concerned Department.

Form No. END-4-010G Central Document Register

(Outgoing) is used to record and control outgoing

documents.

Any other department which requires a copy of the bid

documents shall be issued a copy upon instruction from the

Technical / Commercial / Documentation Proposal Manager or

his authorized delegate, as the need arises, referred to in Clause

6.1.8 Clause 6.0 General Requirements.


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DISTRIBUTION

(continuation)

All documents distributed via Central DocumentationControl Section shall have a transmittal form (QAD-4-202)

All documents and packages distributed to concerned

departments shall be treated with utmost confidentiality and

no copy shall be reproduced for distribution without

instruction from the custodian or authorized department.

CONTROLLED COPY DISTRIBUTION AND FILINGCustodian Department Heads are responsible for monitoring

controlled documents within their respective departmentsand any necessary secondary distribution using Form No.

END-4-010F.


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CONTROLLED COPY DISTRIBUTION AND FILING

(continuation)

Custodian Department Document Controller will prepare two (2)

Transmittals (One original and one duplicate copy) every time hetransmit documents to recipient within MMG head offices. Documents

to project site or to recipient elsewhere, not within the MMG head

offices, two (2) copies of the transmittal will accompany the document

and one (1) photocopy (triplicate copy) is retained at the office of the

issuing custodian department.

The triplicate copy of the transmittal is placed in the Pending Tray or

in the Transmittal folder until an endorsed transmittal (QAD-4-202)

confirming receipt has been returned.

Upon receipt of the duplicate confirmation signed transmittal, file this

in the transmittal file folder, and remove and destroy the triplicate copy

being retained.If the duplicate signed transmittal form is not returned within

reasonable time of dispatch (say 7 to 10 days) then contact those

persons concerned to verify receipt and expedite return of form. If not

received, re-issue a copy of the document.


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UNCONTROLLED COPY DISTRIBUTION

Uncontrolled copies of document or procedures are issued

through written request address to CDC Section Supervising

Engineer or Custodian Department for department generated

Corporate Procedure, using Form No. END-4-010M. Recipient

Department Heads are responsible for handling, control and

monitoring of uncontrolled documents and/or procedures under

their custody to safeguard the confidentiality of the documents.

TRANSFER OF CONTROLLED DOCUMENTS

Upon completion of a project and prior to demobilization of

personnel, all controlled documents relative to the quality system

previously issued by the CDC Section shall be returned to the Head

Office in Dammam, Such documents should be addressed to the

Proposal Supervising Engineer (CDC / Technical Sections) or CDCDocument Controller, accompanied by the transmittal notice

detailing the contents, CDC Document Controller confirmed the

receipt of the documents by returning the signed transmittal to the

originator. The same procedure is applied to controlled documents

or procedures issued by a Custodian department.


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TRANSFER OF CONTROLLED DOCUMENTS

It may be necessary to reallocate control of documents within a

department or a project site, a a result of personnel movement (project re-

assignment or contract completion, etc). In those cases, the Controlled

Copy Holder should prepare a written notification address to the Proposal

Supervising Engineer (CDC / Technical Sections) or respective Custodian

Department Head concerned of any such re-allocation so that the accurate

records can be maintained and current recipient of the document can be

verified.

SUPERSEDED DOCUMENTS AND DATA

Each assigned Controlled Copy Holder shall identify and mark all

superseded documents and data. They are segregated from unintentional

use or destroyed by incineration, shredding and other means deemed

acceptable.

Custodian Department Document Controller shall maintain hard copies ofsuperseded Procedures or documents pertinent to the quality system should

they be required for examination, at a later date. These are held in clearly

identified document boxes, with Archive Box Label ( Form No. END-4-010U)

ans stored in CDC room or at Custodian Department archive files.


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AMENDMENTS

Amended pages to original documents are stamped SUPERSEDED

and placed in archive boxes in accordance to Section 6.6.

RETURN OF DOCUMENTS

Upon completion of a project, project documents such as Project

Quality Manual, Handbooks, Specifications and other controlled

documents borrowed from the central Documentation Control Section

shall be returned and transmitted to the CDC Document Controller at

the MMG Head Office, Dammam.Refer to Procedure No. END-3-001 Project Documentation Control

Clauses 6.2.9 & 6.2.10 for proper disposition of project documents.

DOCUMENTS FOR ARCHIVE

All documents transmitted to CDC Section from project sites shall be

properly compiled in document box clearly labeled, using Form No. END-4-010U. Documents dispatched for storage, filing or archiving shall be

accompanied by a completed transmittal form (QAD-4-202) and

Summary List of the transmitted documents.


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DOCUMENTS FOR ARCHIVE

(continuation)

Procedure for transmitting the documents to Dammam Head Office

Central Documentation Control Section is detailed in Procedure No.

END-3-001 Project Documentation Control Procedure Clauses 6.2.9 &

6.2.10.

Active bid documents filed in document boxes with proper labels are

deposited in CDC Section archive room / warehouse. Bid documents are

registered in Document Archive Master List (Form No. END-4-010P).

For project files that can not be accommodated in the existingwarehouse archive room, I will be stored in connex van and deposited in

MMG Dammam Central Warehouse yard, properly identified and label as

per archiving procedure.

CDC LIBRARY FILES

All DC Library Files are registered in Form No. END-4-010A ReferenceBooks Master List, arranged in unique sequence.

A unique coding is assigned to each library file starting with a

Discipline or Major Document Code followed by sequential numbering

commencing from 0001, Library file coding system is detailed in Clause

6.2.4


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DOCUMENTS

Flow Chart

END-3-010-01-00 Rev.0

18 December 2005

Reference Books Master List

Form No. END-4-010A, Rev. 1

08 February 1996

List of Procedures for Department

Form No. END-4-010C, Rev, 0

06 May 1998Central Document Register (Incoming)

Form No. END-4-010D, Rev. 0

12 April 1995

Document Distribution List

Form No. END-4-010F, Rev. 0

06 May 1998

Central Document Register (Outgoing)

Form No. END-4-010G, Rev. 0

12 April 1995

Reference Books Borrowers Control Sheet

Form No. END-4-010H, Rev. 0

12 April 1996


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DOCUMENTS

Flow Chart

END-3-010-01-00 Rev.0

18 December 2005

Reference Books Master List

Form No. END-4-010A, Rev. 1

08 February 1996

List of Procedures for Department

Form No. END-4-010C, Rev, 0

06 May 1998Central Document Register (Incoming)

Form No. END-4-010D, Rev. 0

12 April 1995

Document Distribution List

Form No. END-4-010F, Rev. 0

06 May 1998

Central Document Register (Outgoing)

Form No. END-4-010G, Rev. 0

12 April 1995

Reference Books Borrowers Control Sheet

Form No. END-4-010H, Rev. 0

12 April 1996


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DOCUMENTS

(continuation)

Request for Photo Copy

Form No. END-4-010J, Rev. 0

20 June 1996

Incoming Bid Document Control Log (Per Customer Name)

Form No. END-4-010K, Rev. 1

06 April 1999

MMG Documentation Section Request

Form No. END-4-010M, Rev. 0

MMG Documentation Section Request Control Log

Form No. END-010N, Rev. 013 March 1995

Document Archive Master List

Form No. END-4-010P, Rev. 0 17

April 1996

Central Documentation Control Section

Archive Box Label (END-4-010P, Rev. 0

17 April 1996

Consumable Consumption Register

Form No. END-4-010V, Rev. 0 /10 July 1995

Procedure Floppy Diskette Register

Form No. END-4-010W, Rev. 0 / 17 April 1996

Consumable Consumption Update (Per Dept/Project)

Form No. END-4-010X, Rev. 0 / 27 July 1996


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START

ENGINEERING

END CENTRAL

DOCUMENTATION CONTROL

(END-3-010)

Distribute document toRecipients

(END-4-010G)

CDC DOCUMENTCONTROLLER

Acknowledge receipt of BidDocuments by signing incomingTransmittal / check per doc. List

/ stamp date received

Put into record all documentreceived / reproduce copies for

distribution(END-4-010D)

Perform printing & Control ofConsumables

(Paper Consumption)

Forward all original copies of BidDocuments to Engineering

Department(QAD-4-202)

A1


ENDEstimating

SectionAll original Bid

Documents


CTDCopy of

ProformaContract

QAD/QCDWork Scope

Welding Spec./Inspection

Requirements

OTHER Dept.per instructionby Technical

ProposalManager



END


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PROCEDURE FOR CENTRAL DOCUMENTATION CONTROL

INCOMING BID DOCUMENTS

Bid documents are forwarded by Business Development Department

(BDD) to END Central Documentation Control Section (CDC) for control,

reproduction and distribution.

CDC Document Controller shall acknowledge receipt of bid document

when receiving by signing the incoming Transmittal form BDD check the

content of the accompanying transmittal and Customer Document List (if

available) stamp date with MMG RECEIVED stamp Form No. END -4-

010D, Central Document Register (Incoming) records all incoming bid

documents transmitted by BDD to CDC Section.

To maintain the confidentiality of bid documents, reproduction and

distribution is limited only to the following Departments.

1. ENDcomplete set of the original bid documents, reproduction, extra

photo copy with the exception of the bid drawings and specifications are

not photocopied, unless requested buy END Estimating Section.

2. CTDphotocopy of Bid Instructions to Bidders, Proforma Contracts,Terms and conditions.

3. QAD/QCDcopy of scope of work, welding spec. inspection requirements

(if necessary during the bidding stage) CDC Document Controller use

Form No. END-4-010G (Central Document Register Outgoing) to record

and control outgoing bid documents.


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REQUEST FOR PRINTING OR PHOTO COPYING OF DOCUMENT

Documents for reproduction such as procedures, specifications, manuals,

literatures, reference books, codes & standards, catalogs, project documents and

etc., in excess of 20 sheets shall require to accomplish Form No. END-4-010J

Request for Photocopy by the Requester for photo copy. Photocopies not morethat 20 sheets shall be recorded only by the Printer using Form No. END-4-010V

Consumable Consumption Register (for daily paper consumption and Form No,

END-4-010X Consumable Consumption Update (per Department / Project) on

monthly basis.

CDC LIBRARY FILES

CDC Library files includes Saudi & International Codes & Standards (SaudiAramco Standards, ASME, API, ASTM and etc.. ) Corporate procedures,

Estimating Parameters, and other various Civil, Mechanical, Piping, Electrical &

Instrumentation Handbooks and other References.

All CDC Library Files are register in Form NO. END-4-010A Reference Books

Master List arranged in unique coding sequence.

When borrowing books from CDC Library, it is necessary to register name ofborrower in Form No. END4-010H Reference Books Borrowers Control Sheet.

When requesting for photo copy of Library references for project use, the

Requester shall have accomplish Form No. END-4-010M MMG Documentation

Section Request Form. Photo copies can either be issued as Controlled or

Uncontrolled copy depending on the nature of the document and classification

of use, where intended.


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END 3 010 Central Documentation

Documents

Transcript of END 3 010 Central Documentation