APPENDIX A: WHEN TO APPLY SEALS

STAGE OR TYPE OF INTERNALLY ISSUED EXTERNALLY ISSUED OR FORMALLY PREPARED AND RETAIN
DOCUMENT CONCEPTUAL OR DELIVERED INTERNAL DOCUMENTS DOCUMENT?
PRELIMINARY Delivered to external users such as clients, contractors, government ministries,
DOCUMENTS 1 or authorities having jurisdiction
(not intended or ready to be Delivered to internal users within the Organization such as other departments,
relied upon by others) For branches, offices, or divisions for external or formal internal use 2
use solely within the entity
in which it was created SINGLE DISCIPLINE SINGLE DISCIPLINE MULTIPLE
such as a company, – SINGLE – MULTIPLE DISCIPLINES
government ministry, or an PROFESSIONAL OF PROFESSIONALS OF
engineering/geoscience RECORD RECORD
office or department

PRELIMINARY OR No No, unless required by No, unless required by No, unless required by Yes, if
DRAFT DOCUMENT other laws or other laws or other laws or submitted for
A work in progress; regulation regulation regulation legal or
non-finalized Document 3 If required, Seal as per If required, Seal as per If required, Seal as per regulatory
originally issued originally issued originally issued purposes
Document and mark Document and mark Document and mark
accordingly (e.g., accordingly (e.g., accordingly (e.g.,
PRELIMINARY, PRELIMINARY, PRELIMINARY,
NOT FOR NOT FOR NOT FOR
IMPLEMENTATION, IMPLEMENTATION, IMPLEMENTATION,
NOT FOR NOT FOR NOT FOR
CONSTRUCTION) CONSTRUCTION) CONSTRUCTION)
ESTIMATES No No, unless the No, unless the No, unless the Yes, if work
Document contains Document contains Document contains awarded is
engineering or engineering or engineering or based on the
geoscience content geoscience content geoscience content Document
BID, TENDER, No, if the tender, Yes, Seal as per Yes, Seal as per Yes, Seal as per Yes
PURCHASE, OR purchase or procurement originally issued originally issued originally issued
PROCUREMENT Documents are being Document and mark Document and mark Document and mark
DOCUMENTS issued to bidders as accordingly (e.g., FOR accordingly (e.g., FOR accordingly (e.g., FOR
Documents prepared for information only and the TENDER ONLY, TENDER ONLY, TENDER ONLY,
any procurement bidders understand that NOT FOR NOT FOR NOT FOR
process related to they cannot rely on their CONSTRUCTION, NOT CONSTRUCTION, NOT CONSTRUCTION, NOT
engineering and/or completeness or accuracy FOR FOR FOR
geoscience works, (e.g., for budget pricing IMPLEMENTATION) IMPLEMENTATION) IMPLEMENTATION)
including any addenda based on general works
incorporated in and degree of complexity)
Documents during
bidding process

Continued…

1 For discussion or review purposes only as the validity of the contents are not intended or ready to be relied on by others.
Refer to Internal Documents and Preliminary Documents in Sections 3.2.2 and 3.2.3 of this QM guideline.
2 Refer to Internal Documents and Preliminary Documents in Sections 3.2.2 and 3.2.3 of this QM guideline.

3 Refer to Preliminary Documents in Section 3.2.3 of this QM guideline.

QUALITY MANAGEMENT GUIDELINES

USE OF SEAL
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VERSION 2.0 A-1