Doc Name: DOCUMENT CONTROL PROCEDURE

Doc Code : BCG/TM/PRO-01/13 Rev:00

1.0 PURPOSE
To establish and maintain a system for preparation, approval, distribution & access control, availability and
updating of internal documents and maintenance of External documents related to Integrated Management
System. Provide a Numbering System to the Documentation involved in BCG.

2.0 SCOPE
Applicable to the Documentation Structure of the IMS that includes the IMS Manual, Procedures- Guidelines,
Checklist, Forms & Specification including information of documents of External Origin.

3.0 RESPONSIBILITY
LEVEL 1 LEVEL 2 LEVEL 3
DRAWINGS,
SPECIFICATIONS,
STAGES PROCEDURES
IMS MANUALS INSPECTION TEST PLANS,
including IRAR
METHOD STATEMENTS,
CHECKLIST & FORMATS
Project Managers / Respective Project Engineers,
Preparation of the MR
MR QA,
document (Doc)
PROJECT
Review of the Doc MR Project Managers
MANAGERS’S
Approval / Re-approval
CEO CEO MR
of Doc
Issue & Distribution
Control of Doc MR MR Respective Document Controller

PROJECT
Change Request Any one Anyone in the System
MANAGERS’S, MR
Control of Ext. Doc NA NA Project Managers & MR

Activity Name Date Signature

Preparation MR 10TH NOV. 2013

Review MR 15TH NOV. 2013

Approval CEO 20TH NOV. 2013

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 Doc Name: DOCUMENT CONTROL PROCEDURE

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4.0 DEFINITIONS & VOCABULARY :

Document: Information and its supporting medium, specification procedure document, drawing, standard,
checklist also see NOTE 1, 2 & 3 below;

NOTE 1 The medium can be paper, magnetic, electronic or optical computer disc, photograph or master
sample, or a combination thereof.
NOTE 2 A set of documents, for example specifications and records, is frequently called “documentation”.
NOTE 3 Some requirements (e.g. the requirement to be readable) relate to all types of documents, however
there can be different requirements for specifications (e.g. the requirement to be revision controlled) and
records (e.g. the requirement to be retrievable).

5.0 PROCEDURE:

5.1 General:

5.1.1 A Master List of Document BCG/TM/FRM -01/13 of Level I and Level II is maintained by the MR, while
the Level III documents is maintained by respective PROJECT MANAGERS’s. All these include various
categories of documents (including various Lists) and data used in the company including those supplied by the
customers.

5.1.2 The purpose of maintaining such a Master List is to clearly state the current revision status of the relevant
document/page, the approving authority and the personnel in possession of the relevant document .

5.1.3 Each document and data are clearly legible and have a unique identification, which includes, as
appropriate:
 Document title
 Document number
 Revision status & date
 Approval signature
 Page numbers & total number of pages
 All documents must have the Header block with details such as Doc Name, Document numbers and
Revision number at the top of each page of the document. (In Purchase Orders BCG/PUR/FRM-04/13
these shall at bottom as an exemption)

5.1.4 The original signed copy is treated as the Master Reference copy and is identified by maintaining in a file
titled as “ORIGINAL”. This Copy is maintained by the MR.

5.1.5 In case of documents of external origin, these are reviewed by the relevant personnel and mentioned in the
Master List and distribution is controlled by mentioning the personnel in possession of this document.

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5.1.6 In case a need to create a fresh document is found necessary to address a process/ activity / task then
relevant author is identified by MR and PROJECT MANAGERS and the requirements to be included in the
document are discussed.

5.1.7 PROJECT MANAGERS / MR receive the draft document from the Author and review them with the
concerned dept which have interaction and interrelation with the process/ activity / task.

5.1.8 The finalized document is approved as mentioned in the Responsibility addressed in Section 3.0.

5.1.9 Whether a document consists of ONE or MORE than ONE Page, in all cases the Approver needs to Sign
on THE FIRST page only, prior to USE of the document .

5.1.10 A set of sample Forms, with current revision status, are maintained along with the corresponding
procedures in a file titled as “ORIGINAL”.

5.1.11. The Document Numbering System is detailed in the Annexure A of this procedure

5.2 Issue & Distribution Control:

5.2.1 HARDCOPY: Photocopies, where required are made from the ORIGINAL Copy only and circulated with
relevant instructions to the relevant employees with the sign and date of issue of the reviewing incharge. The
distributions of these documents are maintained in the Master List by the MR/ Document Controllers.

5.2.2 SOFTCOPY: The documents are also made available in the electronic medium. Regular backups are
taken by the IT department. Integrity of the information is maintained by providing READ access (PDF Scanned
Files of the Approved Document In read only) to relevant employees only and where required WRITE/MODIFY
access as per Responsibility mentioned in Section 3.0.
5.2.3 The documents are properly identified and stored in designated locations to facilitate quick reference to
concerned persons.

5.2.4 The National and International Standards used (where reqd) for IMS including the various Specifications
Standards- Statutory requirements is maintained by the MR & AMR. These are kept updated through regular
interaction with relevant bodies.

5.3 Document Changes/Revision Control

5.3.1 Any one can request for a change in the procedure by filling a Change Request Form and Change Note
Form BCG/TM/FRM -02/13 and submit to the MR. Discuss and finalize the change desired with the process
owner or PROJECT MANAGERS.

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5.3.2 If the change pertains to one function/activity only, the proposed change is discussed with the
PROJECT MANAGERS, else a meeting is called for of all affected process owners/ PROJECT
MANAGERSs to discuss and finalize the change desired.

5.3.3 The revision details are updated in the List of Documents and also the change is effected in the identified
location for further use to concerned personnel.

5.3.4 The obsolete/invalid documents (hard copy) are removed or destroyed. While the documents in the
electronic medium i.e in the server/ machine/files is archived into the FOLDER called ARCHIVES .

5.3.5 The IMS Documents are periodically review under following conditions:
 Addition / change of any process to the exiting level
 Any situation requiring review
 Any incident/ accident leading to change in document
 Any change in legal requirements leading to change in document

5.3.6. Review all documents when necessary for continuing suitability and issue revised documents as
mentioned above, where necessary.

6.0 RECORD:
MASTER LIST OF DOCUMENTS: BCG/TM/FRM -01/13

CHANGE REQUEST & CHANGE NOTE FORM: BCG/TM/FRM -02/13

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ANNEXURE A

Documentation Numbering System is as follows;

ABC/XYZ/YY/00/00 where;

ABC – Company Name

XYZ - Department / Function who originates this document or the Process Owner (see
Annexure B for details)
YY - Type of Document (see Annexure B for details)
00 Serial no of the above document
00 - Financial year of Origin of the Document

For Example

BCG/TM/PRO-01/13 Rev : 00

BCG : BARQ Construction Group.

TM: TOP Management
PRO: Procedure
01: Serial Numbering of the procedure in that Department or Function
13 : The Financial Year of origin
Rev No: 00

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 Doc Name: DOCUMENT CONTROL PROCEDURE

Doc Code : BCG/TM/PRO-01/13 Rev:00

ANNEXURE B
1.0 DEPARTMENT / FUNCTION
DEPARTMENT ABBR
TOP MANAGEMENT TM

ESTIMATION & TENDERING ET

HUMAR RESOURCE HR

FINANCE & ACCOUNTS FA

PURCHASE PUR

STORES STR

PROJECTS PRJ

MAINTENANCE MNT

QUALITY ASSURANCE QA

BUSINESS DEVELOPMENT
BD
(MARKETING, TENDERING & SALES)

TRADING TRD

HEALTH, SAFETY & ENVIRONMENT HSE

ELECTRICAL ELE

PLUMBING & DRAINAGE PD

FIRE PROTECTION FP

HEATING VENTILATION & AIR

HVAC
CONDITINING

COMMUNICATION COM

CLOSED CURCUIT TV CCTV

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2.0 DOCUMENT TYPE

TYPE OF DOC ABBR

MANUAL MNL

COMPANY BROCHURE CBR

PROCEDURE PRO

FORM FRM

DRAWING DWG

METHOD STATEMENT MS

INSPECTION TEST PLAN ITP

INSPECTION CHECK LIST ICL

PROJECT PLAN PP

CROSS REFRENCE OF PROCEDURE

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Section No Procedure Form

BCG/TM/FRM -01/13

4.2.3.4.4.5 BCG/TM/PRO-01/13 Rev:00

BCG/TM/FRM -02/13

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