Doc Name: RECORD CONTROL PROCEDURE

Doc Code : BCG/TM/PRO-02/13 Rev:00

1.0 PURPOSE
To establish a procedure for controlling various records with regards to, identification, storage, protection,
retrieval, minimum retention period and disposal methodology.

2.0 SCOPE
The control of records pertains to that documentation, generated during the activities performed with regards to
QHSE policy and procedures.

3.0 RESPONSIBILITY:
The responsibility of maintaining the records is described in relevant procedures and normally lies with the
respective Project Managers.

4.0 DEFINITIONS & VOCABULARY :

RECORD: A document stating results achieved or providing evidence of activities performed at the Site or in
the Head Office at BCG. They are LEVEL III document in the Documentation Structure.

NOTE 1 Records are used to document traceability and to provide evidence of verification, Preventive and
Corrective action.
NOTE 2 Records are not under revision control, but retained for a minimum period of time.

5.0 PROCEDURE:

5.1 General: Every record maintained in BCG is structured and had a specific format which has a Unique
Identification i.e. unique title and number. The types of records are referenced in the procedure, work
instruction, or filled up checklists.

5.2 The respective Project Managers is overall responsible to maintain the records with regards to storage,
protection, retrieval, and minimum retention period and disposal methodology.

5.3 There are records also available in the Electronic medium, and in case of any dispute or concern the records
maintained in this media would take precedence.

Activity Name Date Signature

Preparation MR 10TH NOV.2013

Review MR 15TH NOV. 2013

Approval CEO 20TH NOV. 2013

Page 1 of 3
 Doc Name: RECORD CONTROL PROCEDURE

Doc Code : BCG/TM/PRO-02/13 Rev:00

5.5 Each record carries an Authorised signatory indicating completion of tasks with appropriate remarks where
required. The authorised ensures that all necessary details are filled up before authorising the record.

5.6 The relevant functional procedures describe which records are generated and these are enlisted in Records
Register -BCG/TM/FRM -03/13 which has the following format.

Responsibility / Minimum Method of

Sr Retention Disposal after
Record Title Record No Location of
no Period Retention
Storage (years) period

6.0 RECORD: Records Register - BCG/TM/FRM -03/13

Page 2 of 3
 Doc Name: RECORD CONTROL PROCEDURE

Doc Code : BCG/TM/PRO-02/13 Rev:00

CROSS REFRENCE OF PROCEDURE

Section No Procedure Format Page no in the procedure

4.2.4.4.5.4 BCG/TM/FRM-02/13 BCG/TM/FRM -03/13 2

Page 3 of 3