Document Control and Quality Assurance Guideline

Revision 03
 

Document Details and Issue Record

Checked
Rev No. Details Date Author Approved
Text Calcs

01 Draft 21/08/06 KK   PE

02 Amended 05/01/07 KFY MF

03 Amended 04/02/08 SM MF

Document Reference:  SER/HSE/P/009

Document Control and Quality Assurance Guideline Rev: 03

Contents
1 OBJECTIVE.................................................................................................................................................3
2 RESPONSIBILITIES..................................................................................................................................3
3 DOCUMENT CONTROL...........................................................................................................................3
3.1 PREPARATION, REVIEW AND APPROVAL.................................................................................................3
3.2 DOCUMENT REFERENCE............................................................................................................................3
3.3 DOCUMENT CONTROL...............................................................................................................................3
4 QUALITY ASSURANCE............................................................................................................................5
4.1 EXTERNALLY SOURCE DATA....................................................................................................................5
4.2 INTERNAL CALCULATIONS AND MODELS (SPREADSHEETS)...................................................................5

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1 Objective
The Document Control and Quality Assurance Guideline provides guidance on specific actions required
by Serica employees to meet the requirements of the HSE policy and HSE Manual.

2 Responsibilities
HSE Manager/ Project  Implementation of this procedure corporately and on projects,
Manager respectively
 Maintenance of the relevant document register
Corporate/Project
Document Controller  Distribution and retention of documents in line with this
procedure

All personnel
 Ensure that all documents and calculations are reviewed and
follow the guidance provided.

3 Document Control
Preparation, Review and Approval
For all controlled documents, management system records and reports, (whether generated internally
within Serica, or by a Contractor or Government agency) the Project/Line Manager shall appoint a
reviewer who has not been involved in the preparation of the report. The appointed individual shall
check the report for accuracy and completeness prior to issue. This includes review of any calculations
used or referred to in the report. The Project/Line Manager (or an individual appointed by him) shall
approve the report prior to issue.

Document Reference
Corporate Documents
All corporate documents shall be numbered as follows:
Corporate identifier/2nd identifier/3rd identifier/sequential number, where:
Corporate identifier is an area identifier taken from the following list:
AREA IDENTIFIER

Serica Energy Limited SEL

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2nd identifier is an area identifier taken from the following list:

AREA IDENTIFIER

General GEN
Health, Safety, Security and Environmental HSSE
Well Operations WO
Exploration EX
Financial FIN

3rd identifier is a document type identifier selected from the following list:
DOCUMENT TYPE IDENTIFIER

Audit Report A
Manual M
Management System Procedure P
Operational Control Procedure C
Management System Records RC
Technical report RP
Drawing D
Invitation to Tender T

The sequential number is a 3 digit number, starting with 001 in each document type list.
Additionally a revision number shall be allocated as follows:
01, 02, 03 etc. shall be used sequentially each time the document is issued for initial review.

Project Documents
The Project Manager is responsible for ensuring that a document numbering system (appropriate to the
number and type of documents to be produced on the project) is set up as soon as the project
commences. As far as possible this numbering system shall follow the corporate system described
above, with a project identifier replacing the Corporate Identifier. The Project Manager is also
responsible for ensuring that all project personnel are informed of the system.

Corporate/Project Document Register

The HSE/Project Manager is responsible for ensuring the Corporate Document Register is set up and
maintained by the Corporate/Project Document Controller. Any person preparing or revising a
document shall obtain the next sequential number from the Corporate/Project Document Controller,
who will fill in the full title, number and revision of the document and retention period.

External Documents
External documents necessary for planning and operation, e.g. permits, will be entered into the relevant
document register and a distribution assigned. The document number and revision will be those
assigned by the originator.

Review and Approval

The initial draft or update of a document will be submitted to affected departments for comment;
comments will be incorporated or discussed until resolution.
The final document will be submitted to Line Management for approval, dating and signature, then
passed to the Document Controller for distribution.

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Distribution
All documents will include a controlled distribution list. This will identify copy numbers,
personnel/position, location and distribution method. The document controller will ensure that all
documents are legible and identifiable prior to distribution.

Hard copies
The document will be printed by the Document Controller and the copy number written in coloured ink.
The document will be sent to all those identified as hard copy recipients with a cover note for them to
sign and return to the Document Controller. The cover note will identify the document name, number,
revision and location on the network.

Electronic Copies
The document will be given a watermark stating “Uncontrolled if printed”, the copy number will be
“Electronic”. The document will be saved as read only and placed on the network by the Document
Controller. An email will be sent, with electronic read receipt, to all those identified for electronic
distribution. The email will identify the document name, number, revision and location on the network.

Obsolete Documents
The document controller will ensure that obsolete versions of documents are removed from the
network.

Retention
Retention periods for all documents will be identified at origination, based on legal and corporate and
project requirements. This will be recorded in the document register.
The register will be reviewed annually for destruction or archiving of documents if past the retention
date.

Document Control
The front of each controlled document shall include (see Appendix A):
 A named keeper of the document
 Approval for issue from the relevant manager
It is the responsibility of the keeper of the document to ensure that any modifications to the document
are approved, that the new version is available on the Serica computer network and that relevant
personnel are advised on the availability of a new verions.
All printed versions of Serica documents and reports are to be considered uncontrolled. The only
controlled documents are those available electronically on the Serica computer network.

4 Quality Assurance
Externally Source Data
Data/Reports/Models/Calculations sourced externally from Serica, whether from a Contractor,
Government agency or other source, will be subject to the same control procedures as internally
generated documents. In addition, the quality of such data, should be guaranteed by the application of
the appropriate quality system checks on that Contractor/Agency which are required as part of the
Contractor Selection Guidelines.

Internal Calculations and Models (Spreadsheets)

All models and calculations (including spreadsheets) developed for regular in-house use must be
independently reviewed and verified before any results are utilised. For spreadsheets, details of the
reviewer and date shall be entered within the spreadsheet itself using the General tab found in Excel
under File/Properties. A record of the person who undertook the verification and the date is to be made
in the Notes section in this area. Verification should include all input data, calculations and

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assumptions. In all cases, the source of equations, constants, inputs and assumptions should be
recorded either within the spreadsheet or the associated report.
Models/Calculations/Spreadsheets regularly used should be controlled as described above, with
template documents made available on the Serica Computer Network.

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Appendix A. Document Control Page

Controlled Copy Holders
COPY NO. NAME/POSITION LOCATION METHOD

Amendment Record
REVISION NO. AMENDMENTS SUMMARY REMOVE REPLACE
PAGES PAGES