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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
MOHAMMAD AL-MOJIL GROUP
P.O. BOX 11, DAMMAM 31411
UNCONTROLLED COPYMMG DOCUMENTATION SECTION
MOHAMMAD AL-MOJIL GROUP
P.O. BOX 11, DAMMAM 31411
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, re- production 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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ORGANISATION / STORAGE
(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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ORGANISATION / STORAGE
(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)
The coding system for documents are as follows:
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)
The coding system for documents are as follows:
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
CDC DOCUMENTCONTROLLER
ENDEstimating
SectionAll original Bid
Documents
CDC DOCUMENTCONTROLLER
CTDCopy of
ProformaContract
QAD/QCDWork Scope
Welding Spec./Inspection
Requirements
OTHER Dept.per instructionby Technical
ProposalManager
CDC DOCUMENTCONTROLLER
CDC DOCUMENTCONTROLLER
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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