Classification: Internal

GOOD DOCUMENT PRACTICE

TABLE OF CONTENTS

1.0 PURPOSE ..............................................................................................................

2.0 SCOPE ...................................................................................................................

3.0 DEFINITIONS .........................................................................................................

4.0 RESPONSIBILITIES ..............................................................................................

5.0 RULES OF G.D.P...................................................................................................

5.1 Writing on documents ...........................................................................................

5.2 Correction of errors ...............................................................................................

6.0 BENEFITS OF GOOD DOCUMENT PRACTICE……………………………………

APPENDIX 1 – Example of Bad Document Practice .....................................................

Classification: Internal

1.0 PURPOSE
The purpose of this procedure is to define the dos and don’ts of completing official test result reports and other quality records to
ensure consistency, legibility and traceability of information recorded.

2.0 SCOPE

The requirements of this procedure are applicable to all quality documentation

that form part of the project life time records including but not limited to;
 Quality Plans and procedures.
 Inspection and Test Plans.
 Inspection & test records and other evidential reports.

3.0 DEFINITIONS
G.D.P.: Good Document Practice.

Records: Document stating results achieved or providing evidence of activities performed.

Life Time Records: Records that form part of the project history and remain “live” throughout the duration of the project. Such records
are retained as evidential data of compliance for a mandatory period after project completion – nominally 5-10 years.

Contractor: Represents the E.P.C. or other CONTRACTOR, its SUB-CONTRACTOR, VENDOR, SUPPLIER, MANUFACTURER,
FABRICATOR, etc.

TPIA: Third Party Inspection Authority.

4.0 RESPONSIBILITIES
All COMPANY and CONTRACTOR staff, including third parties, involved in the project are obliged to follow these rules for Good
Document Practice.
Classification: Internal

COMPANY quality personnel will be responsible for delivering adequate training in G.D.P. to all persons involved with the
compilation and or review of records.

5.0 RULES of G.D.P.

5.1 Writing on documents.

 If it is not documented, it is not done!

 Generally, records, including all life time records shall be typed and/or computer generated. Where test results must be hand
written or where “wet” signatures are applied, - the following is applicable;

 All hand written additions to printed records and forms will be in BLUE permanent ink. No writing in pencil.
 Do not leave blank spaces. If text boxes are not required to be filled in, add “N/A” into box. If extra lines are printed
on forms that are not used, scribe a diagonal line across with “N/A” at the midpoint.
 Do not make rough notes and/or sketches on record/report forms.
 Do not use ambiguous abbreviations. If the abbreviation can be mis-understood, write wording out in full.
 Do ensure latest revision of document is used.
 Do follow document control procedure for the handling of “Superseded” documentation.
 Do not use correction fluid (Tippex) on reports or test records.
 Do number pages – 1 of 1, 2 of 3 etc.
 Do sign & date entries as soon test / report is completed – no back dating.
 Do use correct date format, either write out in full – 13th June, 2021. or apply 2-3-4 rule, i.e. 13-Jun-2021.
 Do endorse signatures with unique identification stamp where applicable.

5.2 Correction of Errors

 Do not use correction fluid (Tippex) on reports or test records.

 If an error is detected either;
 Reproduce the whole document with error corrected
Or
Classification: Internal

 Draw a single line strikeout through the errow error, and add correction. Initial and date (2-3-4 rule) corrected
entry. NOTE – the original entry must still be legible.

6.0 BENEFITS of G.D.P.

 Maintains legibility of recorded information.

 Provides consistency of recorded information across whole project.

 Removes ambiguity or recorded test results

 Provides traceability of authors and other signatories to documentation.

Classification: Internal

APPENDIX 1 – Example of Bad Document Practice

 Wrong date format – should
follow 2-3-4 format.
 Wrong colour ink used.  11-Jul-2006
Should be BLUE.
 Crossing out should be
single line strikethrough

Correction
fluid not
allowed

Ambiguous abbreviation – write

 Crossing out should be single out in full = “Limited”
line strikethrough, initialed &
dated.