DOCUMENT & DATA CONTROL

HE/PRO/06

DOCUMENT & DATA CONTROL PROCEDURE AS OPERATED FOR ACTIVITIES CARRIED OUT
AT HITEK ENGINEERING FZCO, NATIONAL INDUSTRIES PARK, JEBEL ALI, DUBAI, UAE

01 10/04/2018 Revised to address API Audit finding Vimal Sison Hisham

00 28/03/2017 Issued for review Vimal Natarajan Hisham
REV DATE DESCRIPTION PREPARED REVIEWED APPROVED

HE/PRO/06 Page 1 of 7
 REVISION RECORD

REV DESCRIPTION DATE

00 Issued for review & approval 28/03/2017
01 Amended to address API audit finding 10/04/2018

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 TABLE OF CONTENTS

SECTION TITLE PAGE #

-- Revision Record 02
-- Table of contents 03
1.0 Purpose 04
2.0 Scope 04
3.0 References 04
4.0 Definitions 04
5.0 Responsibilities 04
6.0 Documented Information of External Origin 04
7.0 Codes & Specifications 04
8.0 Procedures & Work Instructions 05
9.0 Drawings & Sketches 05
10.0 Job Router 06
11.0 Software 06
12.0 Records 06

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1.0 PURPOSE
To ensure that all documents and data used to influence and control the product and processes
are themselves reviewed and controlled.

2.0 SCOPE
Codes, Standards, Specifications, Drawings, Procedures, Method Statements and Work
Instructions

3.0 REFERENCES
-

4.0 DEFINITIONS
-

5.0 RESPONSIBILITIES
5.1 Q.C. Inspector shall be responsible for the maintenance of all codes, standards, specification,
drawings, procedures and method statements. He shall be responsible for their distribution and
recall.
5.2 Revisions to Hitek documents and data shall be reviewed and approved by the same persons
who performed the original or previous revision, review / approval. Where this is not possible
then as a minimum, personnel from the same department or performing the same function with
access to pertinent background information may perform the review and approval.

6.0 DOCUMENTED INFORMATION OF EXTERNAL ORIGIN

6.1 All documented information of external origin received shall be held in the Q.C. office under
controlled distribution.
6.2 Hitek as Supplier for various OEMs all customer supplied proprietary information/s received
including intellectual property and data shall be adequately controlled. Loss or damage to client
material or product whilst in Hitek custody, i.e. storage, during manufacture or awaiting
dispatch, shall immediately be informed in writing to the client.
6.3 Specifications supplied by each organization are filed by organization and indexed.
6.4 Revisions to specifications received are under cover of a transmittal letter.
6.5 Details of the revised specification shall be entered on the index and the changes reviewed by
the Q.C. Inspector. Previous revision shall be over-stamped in red SUPERSEDED/OBSOLETE” and
the latest edition placed on top in the file.
6.6 Issues to the shop floor of the relevant specifications shall be by attachment of a copy of the
specification to the job card, this shall be over-stamped REFERENCE COPY Job No. . . . . . .
these copies shall be retrieved upon completion of the job.

7.0 CODES & SPECIFICATIONS

7.1 Originals of codes and specifications shall be held in the Quality Control office.
7.2 An index shall be maintained of all those codes, standards, procedures and report formats held
by Hitek, this shall give where applicable;
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 i) Hitek Ref.
ii) Specification/Standard/Catalogue Ref.
iii) Title
iv) Revision/Issue Held
v) Revision/Issue available
7.3 Where it is known that a code or specification has been revised then those details shall be
entered in REVISION/ISSUE AVAILABLE where this information is not known then NOT KNOWN
shall be entered.
7.4 Where the revised code or specification is purchased the changes shall be reviewed by the Q.C.
Inspector. Previous revision shall be over-stamped in red ‘SUPERSEDED/OBSOLETE” and the
latest edition placed on top in the file.
7.5 It shall not be the policy of Hitek to automatically obtain the latest revision/edition of all codes
and standards held. This shall be selective, based upon frequency of use and requirements of
client orders.
7.6 Codes and standards shall not be issued from the reference set. Should it be necessary to have
information at the work face, then relevant sections may be photocopied and over-stamped
REFERENCE COPY Job No. . . . . . these copies shall be retrieved upon completion of the job.

8.0 PROCEDURES & WORK INSTRUCTIONS

8.1 All originals of Quality Manual, Procedures and Work Instructions shall be held by the Quality
Manager.
8.2 An index shall be maintained of all procedures and work instructions.

8.3 Quality Manuals and Procedures shall be issued under cover of a transmittal and a distribution
matrix maintained.
8.4 Where the previous revision is retained for whatever reason this shall be shall be over-stamped
in red ‘SUPERSEDED/OBSOLETE”.
8.5 Work Instruction governing standard repetitive operations e.g. Phosphating shall be displayed at
the workface. These work instructions shall remain under the jurisdiction of the Q.C. Inspector
who shall be responsible for their maintenance.
8.6 Work Instructions issued for specific tasks shall be issued against the job card. A copy of the
work instruction shall be attached to the job card, this shall be over-stamped REFERENCE COPY
Job No. . . . . . . . . these copies shall be retrieved upon completion of the job.

9.0 DRAWINGS & SKETCHES

9.1 Drawings produced by Hitek are invariably of standard components of which repeat orders are a
probability; therefore they shall be allocated a sequential Hitek drawing number, e.g.
HE/DRG/86/95 Rev-0
Sl. No.
Year Revision status

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9.2 Each drawing shall be allocated a numerical revision level, which shall be sequential.
9.3 Client drawings and sketches may or may not include the necessary control information e.g.
drawing number, revision checked, approved.
9.4 Where client drawings and sketches include control information, drawing number etc, then this
shall be used, where this is not provided Hitek shall allocate a sequential document number
beginning at 01 prefixed by the Hitek job card number, allocate a sequential revision number
beginning at 01. e.g.
01 / OXY / HE 7000 / Rev-0.
Sl. No.
Client
Job No. Revision status
9.5 Prior to issue to the shop floor each drawing shall be at the status of ISSUED FOR
MANUFACTURE. Copies of drawings/sketches shall be issued with the job card and shall be
over-stamped REFERENCE COPY Job No. . . . . . . these copies shall be returned with job card.
9.6 Where the previous revision is retained for whatever reason this shall be shall be over-stamped
in red ‘SUPERSEDED/OBSOLETE”.

10.0 JOB ROUTERS

10.1 Each order shall require a job card to be opened. The job card plus any attachments, referenced
codes, standards, procedures and work instruction shall form the manufacturing instructions.
Each job card shall be signed as checked by Q.C.
10.2 A sequential revision number beginning at 01 shall be allocated to each job card; changes to job
card shall require revision and re-issue.
10.3 Where the previous revision is retained for whatever reason this shall be shall be over-stamped
in red ‘SUPERSEDED/OBSOLETE’.
10.4 All completed Job Routers shall be reviewed by the Operations Manager.

11.0 SOFTWARE
11.1 Hitek does not use software to control or distribute information affecting product.

12.0 RECORDS
12.1 Quality records shall comprise of the following and shall be retained for a period of 5 years
minimum but not limited to specific Customer/Licensor/Specification requirements as stated in
the relevant requirements therein.
i) Management Reviews
ii) Quality Audits – Corrective &Preventive actions
iii) Sub-contractor Assessments
iv) Personnel Training & Qualification Records
v) Process Qualification Records
vi) Equipment Capability Records
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 vii) Calibration Records
viii) Material Records, Traceability and Certificates
x) Material and Process Non-Compliance Records
x) Contract Reviews & Job Routers
xi) Inspection & Test Records
xii) Concessions and Deviations to Specifications
12.2 Records identified i) to ix) inclusive are generic to Hitek. They shall be filed in either
chronological, numerical progression, alphabetic order as indicated by each file. Generic files
shall be bound in appropriate binders, stored and maintained within the QC department under
the responsibility of the QC Supervisor. Access shall be restricted to QC personnel.
12.3 Disposal of records i) to ix) after their retention period shall be recommended by the QC
Manager and approved by the Managing Director. There shall be a written record of the
disposal retained by the QC department.
12.4 Records identified x) to xii) inclusive are specific to product. They shall be identified to the job
numbers and collated by job numbers. Records shall be filed customer-wise in date order.
12.5 Job files shall be bound in appropriate binder stored and maintained within the administration
office under the responsibility of the Office Superintendent. Access shall be authorized by the
office superintendent.
12.6 Disposal of records x) to xii) after their retention period shall be recommended by the Quality
Manager and approved by the Managing Director. There shall be a record of the disposal
retained by the department.

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