Al-Jaber International Company

Procedure
Control of Records
Revision History
Revision Description of
DATE Initiated By Completed By
No# Changes
1st Oct 2016 Management Integration for ISO Management
01 Representative 14001 and OHSAS Representative
18001

Distribution List
Sr. No/ Designation Issue Date Distributed by

Management Management
01 1st Oct 2016
Representative Representative
Management
02 CEO 1st Oct 2016
Representative

03 Management
Chairman 1st Oct 2016
Representative

Revision Document
Document Issue Revision Original Document Document
Issue Reviewed
Number Number Number Issue Date Prepared By Approved By
Date by
Management
CEO Chairman
Representative
AJB-IMS-PR-02 1.1 01 01-01-16 01-10-16

Copyright

This document contains confidential information. It may be copied in full or in parts only by Al-Jaber
International Company and only for the purpose of Al-Jaber International Company related activities.
Disclosure of any information contained within this procedure to any person (s) outside the employee of Al-
Jaber International Company without written permission of the Top Management is strictly prohibited.

Page 1 of 4
 Al-Jaber International Company
System for Control of Records
Original Issue Date: Revision Issue date:
Doc. No: AJB-IMS-PR-02 Issue Number: 01 Revision Number: 01
01st January 2016 01st October 2016

Contents

Revision History ................................................................................................................................... 1

Distribution List ................................................................................................................................... 1
Contents ................................................................................................................................................ 2
1. Purpose ........................................................................................................................................ 3
2. Scope ............................................................................................................................................ 3
3. Responsibilities ............................................................................................................................ 3
4. Procedure..................................................................................................................................... 3
4.1 Records Generation: ........................................................................................................... 3
4.2 Records Identification: ....................................................................................................... 3
4.3 Records Collection: ............................................................................................................. 4
4.4 Records Filing and Storage: ............................................................................................... 4
4.5 Records Maintenance: ....................................................................................................... 4
4.6 Records Retention Period: ................................................................................................. 4
4.7 Disposal of Records: ........................................................................................................... 4
4.8 E-Media Data Backup:......................................................................................................... 4
5. Related records: .......................................................................................................................... 4

This document is the property of Al-Jaber International Company. Any copying and distribution of this document
without the approval of the Management is prohibited. Page 2 of 4

Doc. No: AJB-IMS-PR-02
Al-Jaber International Company
System for Control of Records
Original Issue Date: Revision Issue date:
Issue Number: 01 Revision Number: 01
01st January 2016 01st October 2016

1. Purpose

To ensure identification, collection, indexing, access filing, storage, retaining and disposal of
records.

To ensure that records are legible, dated, clean, identifiable, and maintained in an orderly
manner.

To identify the storage of quality records that protects them from damage and facilitates
retrieval identification, collection, indexing and disposition.

2. Scope
This procedure is applicable to all records concerned with integrated management system in
AJB.

3. Responsibilities

Management Representative is responsible that all records are controlled according to the
requirements of “IMS".
The Concerned Personnel have responsibility for directing activities relating to this procedure.

4. Procedure
4.1 Records Generation:

Records are generated from the documents either initiated by the initiating units /
departments or received from other units / departments etc. Management Representative is
responsible for maintaining the “Master List of Records”, (AJB-IMS-FM-002-01).

4.2 Records Identification:

For forms and formats following document coding would be followed;
AAA-BBB-XX-YY-ZZ

e.g.: (AJB-IMS-FM-01-01)

Where:

 AAA is the code of the Company.

 BBB is the code of the Department / Section.
 XX is the abbreviation of Form.
 YY is code of Procedure.
 ZZ is Form Number

This document is the property of Al-Jaber International Company. Any copying and distribution of this document
without the approval of the Management is prohibited. Page 3 of 4

Doc. No: AJB-IMS-PR-02
Al-Jaber International Company
System for Control of Records
Original Issue Date: Revision Issue date:
Issue Number: 01 Revision Number: 01
01st January 2016 01st October 2016

4.3 Records Collection:

All records are collected or distributed according to the distribution list which is mentioned in
each type of document and also as per distribution sheets. These procedures ensure that a
systematic way of collecting records is established and used for further processing.

4.4 Records Filing and Storage:

All records are kept in files/folders properly marked, showing the following information:
Title of file (that is, name of records filed in it), Care is taken to store the records in clean dry
place and special instructions (if any) are followed in case of any particular storage
requirements. Records and other IMS documents are not stored in private desk, drawers or
other obscure locations that are not generally known.

4.5 Records Maintenance:

Each department / section has identified its records on the specified form i.e. IMS Records
Form which is maintained by them. They are responsible for keeping records in a manner that
ensures their safety, accessibility and protection from deterioration.

4.6 Records Retention Period:

Records are retained for a specified period as defined in the IMS Records form of individual
department / section.

4.7 Disposal of Records:

Records are disposed-off by the custodian department / section heads by adopting various
techniques after the completion of retention periods (burning is prohibited).

4.8 E-Media Data Backup:

All the soft data stored at office computers will be taken backed up on external hard drive by
IT Incharge after every 30 days to ensure soft data safety at all times.

5. Related records:
a) Master List of Records AJB-IMS-FM-002-01
b) Master List of Computers / Laptops AJB-IMS-FM-002-02
c) E-Data Backup Form AJB-IMS-FM-002-03

This document is the property of Al-Jaber International Company. Any copying and distribution of this document
without the approval of the Management is prohibited. Page 4 of 4