Professional Documents
Culture Documents
Page 1 of 6
Rev. Date: 23 Apr 2008
TABLE OF CONTENTS
SECTION
PAGE NO.
1.0
2.0
DEFINITIONS........................................................................................................... 2
3.0
REFERENCES......................................................................................................... 3
4.0
PROCEDURE.......................................................................................................... 3
5.0
RECORDS............................................................................................................... 6
6.0
PEP 316
Page 2 of 6
Rev. Date: 23 Apr 2008
1.0
The purpose of this procedure is to define the implementation process for project documents, records
retention requirements, and the method by which project documents are retrieved. Specific Clientmandated project requirements deviating from this procedure will be as defined in the Project Execution
Plan. This procedure applies to project-generated records. This PEP shall be interpreted consistent with
the Company Records Management Program.
2.0
DEFINITIONS
2.1
The Divisional Records Manager (DRM) is responsible for the maintenance of this procedure and will
review the procedure annually to determine any necessary updates. Should an individual employee have
a suggestion for improvement or modification to this procedure, he or she may mark-up a copy of the PEP
and send it to the DRM for review. The DRM will review the recommended changes and respond back to
the employee on plans to address the suggestions. Changes to the procedure will first be distributed to
the Divisional Records Management Governance Team, then other Divisional Department Managers and
Functional Leads for their concurrence. When the reviews are complete, the Vice President Business
Support Services approves the changes and forwards the final draft to the Division Legal for authorization
of use.
2.2
The Standard Project File Index and Retention Schedule provides the numbering system for major
project-generated documents, such as drawings, reports, schedules, correspondence (including e-mails
and faxes) common to projects and retention periods after project completion. For the Standard Project
File Index and Retention Schedule, see Form 316-01 (MM).
2.3
The Project Specific File Index and Retention Schedule is the filing index developed for a specific project.
It should contain the same or fewer categories than the Standard Project File Index and Retention
Schedule. Projects may elect to expand to multiple sublevels within the listed file codes, but all will roll up
to the standard index code for retention purposes.
2.4
The Project Record File is the master file and official record of the project. The master file may be in
paper or electronic format, or both. Project Records are those documents that pertain specifically to an
individual project. This includes hard copy and electronic documents.
2.5
The PDCC is a centralized area for project document retention, control, issuance, tracking and
distribution. Documents maintained within PDCC include, but are not limited to, incoming and outgoing
correspondence, meeting notes, progress reports, technical documents including specifications, data
sheets and drawings, supplier documents, procurement information, inspection reports, and safety
reports. The person who performs this function is often referred to as the Document Controller or Project
Administrator. Projects may opt to have record copies retained by the originating departments rather than
at the field office. PDCC must be advised if this is the case.
2.6
The cornerstone application chosen by the Company to store, retrieve, and retain electronic versions of
records. Please refer to PEP 317. Projects using the Company Enterprise Content Management system
will use the electronic system for their master record repository.
PEP 316
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Rev. Date: 23 Apr 2008
2.7
Long-Term Storage
Repository for company records stored on or off-site that are accessed infrequently. Long-term storage
may include hard copy, microfilm, or electronic storage with the latter method being preferred. Electronic
files must be saved in accordance with the Company Records Management Program and PEP 317.
2.8
Retention Period
The length of time that a record must be kept before it can be destroyed.
2.9
Record
A Record is information, regardless of medium, created, received and maintained as a reference for and
evidence of Company functions, policies, decisions, procedures, operations, business transactions or
other activities because of the value of the data in the record. A record is created in the ordinary course
of business and has fiscal, administrative, legal, operative and strategic value necessary to perform
Company functions.
2.10
Records Management
The efficient and systematic control of the creation, receipt, maintenance, use and disposition of records,
including processes for capturing and maintaining evidence of and information about business activities
and transactions in the form of records.
3.0
REFERENCES
3.1
3.2
3.3
3.4
3.5
4.0
PROCEDURE
4.1
None
4.2
Action by
Action
1.
2.
3.
PEP 316
Page 4 of 6
Rev. Date: 23 Apr 2008
Action by
Action
Project Manager
4.
5.
6.
7.
8.
9.
10.
11.
Legal/Project Document
Controller, Project
Administrator
12.
Project Manager
13.
14.
Legal
15.
16.
Records Coordinator
17.
PEP 316
Page 5 of 6
Rev. Date: 23 Apr 2008
Action by
Action
Corporate Records
18.
Provides suitable environment for long-term storage of
Manager/Records Coordinator,
electronic documents. Electronic document repositories will be
in association with Information
periodically examined to ensure the recovery of the information is
Technology
possible with current technology. If long-term storage is in excess
of the expected lifetime of the applications and/or media, the
documents will be updated/migrated into a more current format or
media.
Records Coordinator
19.
20.
4.3
INSTRUCTIONS
4.3.A
4.3.B
Engineering
During the execution of a project, Engineering may temporarily retain certain drawings, design
calculations, requisitions, data sheets, or Client commented documents and drawings. These original
documents must be turned over to PDCC at the time specified by the Project Execution Plan.
4.3.C
Procurement
For projects not implementing ECM, the Procurement Department must retain a complete file of
purchasing and subcontract documents including the original bid tabs, purchase orders, subcontracts,
supplier data, supplier correspondence, inspection reports, expediting reports, etc. Copies of these
documents may be provided to PDCC during the project execution provided the originals are with
Procurement. The original documents are to be turned over to Records Retention at project completion.
PEP 316
Page 6 of 6
Rev. Date: 23 Apr 2008
The Records Coordinator is responsible for arranging for off-site retention including a suitable
environment for long-term storage of electronic documents.
4.3.D
Additions or Changes
For additions or changes to the Standard Project File Index and Retention Schedule, please refer to the
Project Execution Management Program Appendix D for instructions.
5.0
RECORDS
5.1
Records Retention
The Project Record files are retained for the duration of the project. After project completion they are
processed and retained in accordance with the Company Records Management Program. For spacesaving purposes, projects may store records at a retention facility during the course of an active project.
For cost-saving purposes, it is recommended that only records deemed inactive be sent offsite for
storage.
When projects box and ship records prior to final payment, the job is not officially closed. Projects are
required to box all CC+00 records separate from records with longer retention periods and submit to the
appropriate records retention facility. Upon receipt of final payment and notice of no Legal Holds, the
CC+00 records will be purged by the records retention staff.
5.2
Electronic Records
Records produced by the Company are created electronically in numerous formats (Word, Excel, CAD,
etc). It is not mandatory to produce and retain hard copy versions of records. The electronic version of
records is legally acceptable for retention purposes assuming any required signatures are also captured
electronically.
Electronic records are to be stored by PDCC in the Companys ECM cornerstone application.
For remote projects unable to use the cornerstone application, said electronic records must be copied to
suitable media for storage and transferred to the Corporate Records Manager, including any applicable
software, if necessary. Records should not be printed to hardcopy just for retention purposes.
Hard copy records received from third party companies, including mail, vendor data, etc., may be stored
and retained in hard copy versions or may be scanned and retained in electronic formats, preferably PDF.
It is the Companys intention that all projects move away from hard copy storage and toward electronic
records management.
For electronic record filing instructions, please refer to PEP 317.
6.0
6.1