DOCUMENT CONTROL SYSTEM

10/24/2020
PROCEDURES
Rev.00

Prepared by: Wael Elsayed

DOCUMENT MANAGEMENT SPECIALIST
 DOCUMENT CONTROL SYSTEM
PROCEDURES

Prepared by Checked & reviewed by Approved to proceed by

Name: Name: Name:

Wael Elsayed
Position: Position: Position:

Document Control Manager

Date: 21/10/2020 Date: Date:

Signature: Signature: Signature:

Note:
This document is strictly confidential & uncontrolled once printed. Only official authorization from the Document Control
Manager for Printing & number of copies. Controlled copy shall be issued only by document management center.

This procedure addressees the quality management system requirement of ISO 9001:2015 SECTION 4.4

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 Table of Contents

1. Scope .................................................................................................................. 3

2. Purpose ............................................................................................................... 3

3. Definitions/Instructions ....................................................................................... 3

3.1 Document Control System ........................................................................ 3

3.2 Registers ................................................................................................. 3

3.3 Document Transmittal Form ..................................................................... 4

4. Responsibilities.................................................................................................... 4

5. Procedure Constraints.......................................................................................... 4

6. Submittals Forms, Templates and Track Documents ............................................. 6

7. Coding, Manuals and Model Documents .............................................................. 6

7.1. Document Identification Numbering ......................................................... 6

7.2. Document Identification Coding Structure ................................................. 6

7.3. Document Identification Coding: ............................................................... 7

8. Filing Document System ..................................................................................... 10

8.1. Electronic Filing:..................................................................................... 10

8.2. Hardcopy Filing: ..................................................................................... 11

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1. Scope
1.1 The objective of this procedure is to ensure that all relevant documents are controlled
and recorded.

1.2 This procedure shall be applied to all documents related to all departments in the
company and construction sites.

2. Purpose
2.1 The purpose of this procedure is to set out the process and definition for the numbering,
registration and control of documents for any construction site within the FCW Project.
2.2 As a part of FCW quality management system, THIS PROCEDURE ADDRESSEES’ THE
QUALITY Management SYSTEM REQUIRMENTS OF ISO 9001:2015 SECTION 4.4.

3. Definitions/Instructions
3.1 Document Control System
The Document Control System is used to number, register and control the flow and storage
of all documentation. The input of construction sites documentation onto the document
control system is the responsibility of the Document Control Manager (Document
Management Center). All members of the construction sites team need to ensure that all
documents are formally recorded through the document management center, as this will
enable the team to have a true record and history of all construction site documentation and
drawings that have been worked upon and distributed on the construction site.
By using Electronic Documentation Management System (EDMS) that will be handled and
managed by the Document Management Center (DMC) in the company for all projects.
3.2 Registers

Various registers and reports can be produced from the document control system. The
construction site team must liaise with the DMC team to agree which reports will be
produced throughout the lifecycle of the work. This should be discussed and agreed with the
Quality Control Division and Document Control Manager during the production of the
Construction Site Manual. These reports can be reviewed at agreed timescales with the Top
Management and Projects Operation Department

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 3.3 Document Transmittal Form

This is pro-forma that is held by the DMC. Its formal purpose is to request the Document
Controller to transmit construction site documents/drawings to an external person/
organization. The details of the request will be inputted onto the document control system
for information/history purposes. It is the responsibility of the Document Management
Center to ensure that the Document Controllers at the sites have all of the information
required to print and or send and store the documents in hard copy and soft copy (as
required).

4. Responsibilities

4.1 Operations Projects Management: authorizes this procedure.

4.2 Document Control Manager: is responsible for implementation of this
procedure and ensures that all construction site team members adhere to the
procedure
4.3 Document Controller/ Document Management Center: ensures arrangements
are in place for complying with this procedure and responsible for managing
the document control system.

5. Procedure Constraints
5.1 All members of the construction site team must register all documentation/drawings on
to the document control system. The consequences of not following this procedure will
be the distribution of uncontrolled documents and the failure of internal and external
audits.
5.2 The Construction Site Manual records any specific registration requirements on the
construction site outside of normal controlled documentation.

5.3 The responsibility for registration will be with the individuals within the Document
Management Center team (DMC). It is important that the construction site team liaises
with Document Management Center Team at the site (Document Controller), should
support be needed to register documents. If documents are not registered, and the

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 document requires an issue this will cause a delay in processing the document as both
procedures will have to be completed at the same time by the DMC / Site Document
Controller.
5.4 The registration of documents is classified as the abbreviation for Project Name, number
and Construction Site Number, then by abbreviation for discipline of type document and
a unique number. The codes relating to those are detailed in the “Document
Identification Coding” in section 7.2. It is important that the DMC and Construction Site
Team are consistent when identifying construction site document types at all times.
5.5 The Document Management Center (DMC)/ Site Document Controller monitors the
document control system to ensure that all Project Documentation is correctly uploaded
to the document control system.

5.6 Document Control must be in receipt of the original documentation for registration. The
purpose of this is to ensure that the correct details are inputted into the system
5.7 All registers and reports required throughout the construction site lifecycle will be agreed
with Document Control Manager at construction site start-up.
5.8 All original documents shall be held by Document Management Center (DMC)/ Site
Document Controller.
5.9 Update of revisions of internal/external documents/drawings will generally be carried out
at the point of receipt/issue. The Construction Site Team can also use the agreed
reports/registers as the tool to update document revisions as agreed with the Document
Control Manager at start-up.
5.10 The Document Management Center (DMC) monitors the revisions on the document
control system.

5.11 The revised document will replace the superseded version when filed. All superseded
documents will be dealt with as agreed in the Construction Site Manual and its procedure
document.
5.12 All controlled documents becoming obsolete will be recorded superseded in the
document control system.
5.13 Workflow for the submittals.

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 6. Submittals Forms, Templates and Track Documents
6.1. Shop drawing submittal
6.2. Technical Material Submittal
6.3. Prequalification / Company Profile Submittal
6.4. Method Statement
6.5. Request for Information
6.6. Sample Submittal
6.7. General Submittal
6.8. Inspection Request
6.9. Material Inspection Request
6.10. Main Data Log
6.11. Correspondence Log

7. Coding, Manuals and Model Documents

7.1. Document Identification Numbering
The example mentioned below is the framework to be followed for document
numbering coding in the document control system.

Abbreviation Abbreviation Abbreviation

Abbreviation Document
Project No. Building Discipline Type of
Project Name Number
Name/No. Document Document
If the project has At least three
PROJ HMRT-123 Structure Shop Drawing
different buildings Digits

P 123 B1 ST SD 001

7.2. Document Identification Coding Structure

The document shall be as the following, considering the example mentioned above:

P123-B1-ST-SD-001

Doc No.
Project Name
with No.

Type of Doc.
Building No. Discipline
Doc.

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 7.3. Document Identification Coding:
The document shall be as the following, considering the example mentioned above:
7.3.1 The project numbering to be agreed and coordinated with the operations and
projects management department.
7.3.2 The building numbering it depends on the components of the project (if any).
7.3.3 The discipline of the documents, we can confine the common abbreviation of the
documents as per the below table:

Abbreviation Definition
C Civil
AR Architecture
ST Structure
LS Landscaping
CO Coordination
ME Mechanical
EL Electrical
FF Fire Fighting
FA Fire Alarm
FP Fire Protection
GN General
LPG Liquefied petroleum gas system
AU Authorities
HS Health & Safety
ID Interior Design
IRR Irrigation
IT IT system
PL Plumbing
AC HVAC system
PA Public Address
SW Storm water
WS Water Supply
BW Builders Work
STP Sewerage Treatment Plant
UT Utilities
DR Drainage
INFR Infrastructure
SR Service Road
SEC Security System
SUR Survey Works

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 FRAM Frameworks
ALUM Aluminum Works
ELEV Lift/ Elevator/ Escalator
CHW Chilled Water
VCD Volume Control Damper
T&C Testing and Commissioning
WC Warranty Certificate
RCP Reflected Ceiling Plans
PQP Project Quality Plan
HSP Health and Safety Plan
MH Manhole
AD Access Door
ASPH Asphalt Work
BOW Boundary Wall
TILE Ceramic Tile
ELEV Elevation
WH Water Heater
HW Hot Water
WD Wooden Door
FRD Fire rated Door
LAB Laboratory
REINF Reinforcement Steel
WP Waterproofing System
TH Threshold
PQP Project Quality Plan
HSEP HSE Plan
OT Others

7.3.4 The type of the documents, we can confine the common abbreviation of the documents as
per the below table:

Abbreviation Definition
SD Shop drawing
MA Material Submittal
PQ Pre-qualification/ Company profile
MS Method statement
RFI Request for information
RPT Reports
SAM Sample Submittal

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 CLC Design Calculation
DOC General Submittal
PLN Plans
ORG Organization Chart
IR Inspection Request
MIR Material Inspection Request
NCR Non-Conformance Report
SWI Site Work Instruction
PRO/BL Project Baseline Programme
CPR Concrete Pouring Request
DCR Daily Construction Report
WPR Weekly Progress Report
MPR Monthly Progress Report
DSR Daily Safety Report
WSR Weekly Safety Report
MSR Monthly Safety Report
SOR Safety Observation Report
LET Letters
EML E-mails
MEMO Memorandum
TR Transmittal (Internal/ External)

7.3.5 Other type of documents, we can confine the common abbreviation as per the below table:

Abbreviation Definition
IPC Interim Payment Certificate

IFD Issued for Design

IFC Issued for Construction

IFB Invitation for Bid

BOQ Bill of Quantities

AGR Agreement

RFP Request for Proposal

RFQ Request for Quotation

DWG Drawings

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 FL Floor Level

BCC Building Completion Certificate

NOC No Objection Certificate

TOC Taking Over Certificate

VO Variation Order

EOT Extension of Time

LOA Letter of Acceptance

LOI Letter of Intent

MCF Monthly Cash Flow

MOM Minutes of Meeting

PP Progress Photos

8. Filing Document System

8.1. Electronic Filing:
The structure of electronic filing system is representing for the following Project index (example):

0. Data Logs 8. NOC & Authorities Approvals

➢ Main Data Log 8.1. Building Permits
➢ Correspondence Log 8.2. Affection Plan
1. Correspondences 8.3. NOCs
1.1. Outgoing 8.4. Submission to Authorities
1.2. Incoming 8.5. Authorities Approvals
1.3. MEMOs 9. Minutes of Meeting
1.4. Emails 9.1. Progress Meetings
2. Technical Submittals 9.2. Coordination Meetings
2.1. Shop Drawings 9.3. Technical Meetings
2.2. Material Submittals 10. Program & Schedule
2.3. Prequalification 10.1. Project Baseline
2.4. Request for Information 10.2. 2 Weeks ahead Program
2.5. Method Statement 10.3. Monthly Program
2.6. General Document 10.4. Cash Workflow
2.7. Sample Submittal 10.5. Operational Plan
3. Site Work Inspection 11. Variation & Claims
3.1. Inspection Request 11.1. Variation Request
3.2. Material Inspection Request 11.2. Variation Order
3.3. Work Notification 11.3. Extension of Time
3.4. Clearance Request 11.4. Claims
3.5. Concrete Pouring Request 12. Quality Management & Control
4. Site Instructions 12.1. Project Quality Plan
4.1. Site Instruction 12.2. Quality Observation Report

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 4.2. Non-Conformance Report 12.3. Quality Control & Assurance
5. Progress Reports 12.4. Test Material & Cubes
5.1. Daily Construction Report 13. Payment Certificates
5.2. Weekly progress Report 13.1. Interim Payment Certificate
5.3. Monthly Progress Report 13.2. Sub-contractor payment Certificate
5.4. Progress site photos 13.3. Invoices
6. HSE Works 14. Procurement Works
6.1. Health & Safety Plan 14.1. Procurement Log
6.2. Daily Safety Report 14.2. Inquiries
6.3. Weekly HSE Report 14.3. Quotations
6.4. Monthly HSE Report 14.4. Comparison
6.5. Site Safety Inspection 14.5. LPOs
6.6. Safety Observation Report 14.6. Invoices
6.7. Environmental Observation 15. Close Out
Report 15.1. As Built Drawing
6.8. Accident Report/ Investigation 15.2. Operation& Maintenance Manual
7. Contract Documents 15.3. Warranty Certificate
7.1. Agreement & Contracts 15.4. Testing Commissioning
7.2. Specifications 15.5. Taking Over Certificate
7.3. BOQ 15.6. Substantial Completion Certificate
7.4. Contract Drawings 15.7. Building Completion Certificate
7.5. Soil Report 15.8. Authorities Certificates
7.6. Addendums 15.9. Snag List
7.7. Contractors All Risk Insurance 16. Others/ Miscellanies
7.8. Site Handover 16.1. Site Mobilization
16.2. Organization Chart
16.3. Policy & Procedure

8.2. Hardcopy Filing:

This procedure will be proceeded until the electronic filing it has done. The index of the electronic
system will be followed for the hardcopy filing. The updated of data log / register to be reflected
to the filing system.

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