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14-SOP001
MERIAN OPERATIONS Version No: 4.0
Issue Date: August 2019
Document Control Procedure
Page No: Page 1 of 17
Document Control
Procedure
MER-IMS.14-SOP001
1. PURPOSE
This procedure provides the framework for the preparation and control of management system documentation.
It ensures that documents are issued in a standard format, reviewed by the appropriate stakeholders and
approved by personnel with the requisite authority. It also provides a mechanism for ensuring the validity of
documentation at any given time.
The purpose of this procedure is to ensure that all documents related to the Integrated Management System
are identifiable, traceable, controlled and fit-for-purpose.
In addition, it sets a standard for the presentation and display of documentation around the Operation, especially
with regards to Health & Safety (H&S), Sustainability & External Relations (S&ER) and other relevant site
information.
This document has been prepared in compliance with the Records and Controlled Document Management
Standard (NEM-IMS-STA-014) and has incorporated principles provided in the Controlled Document
Management Guideline (NEM-IMS-GDL-014).
2. SCOPE
This Standard Operating Procedure applies to Merian Operations and documents developed at
Merian that applies to all of Newmont Suriname.
3. DEFINITIONS
Term Definition
Controlled Document Any document that is final by way of approval, official issue and
registration, as described in this procedure.
Major Change Changes that will result in the modification of fundamental principles,
content and/or intent shall be subject to a secondary review by
applicable area managers and other internal stakeholders.
Minor Change Improves the conciseness of document, change maybe a grammatical
or spelling correction. The intent of the content does not change.
Superseded A controlled document that is no longer valid, as it has been replaced
by a new version.
4. RESPONSIBILITIES / ACCOUNTIBILITIES
Role Responsibilities
• Issue documentation numbers;
• Identify documents and dates for review,
• Verify completeness of document formatting;
• Arrange for review and approval;
• Issue controlled documents (both electronic and hardcopy);
• Communicate updates / revised documentation that impact site wide
activities;
Document Controller/Administrator • Remove superseded and obsolete versions;
• Manage document control register;
• Manage departments libraries on Newmont Suriname Prospector that
contain documents from Document Center that support IMS, HSLP
and S&ER standards
• Store, maintain and archive records generated as part of the IMS,
S&ER and H&S Management Systems.
General Manager • Review and or approve documents which impact site wide
activities
RLT/Regional Managers • Ensure that documents relevant to the whole region are approved at
the regional level.
5. PROCEDURE
5.1 DOCUMENTATION
FRAMEWORK
The Newmont Suriname Documentation Framework reflects the relationship between the components of
the Document Control System on the Newmont Prospector porthole: South American Regional Policies, site
wide and departmental policies, procedures and standard operation procedures, and standard task
procedures. Within this model, policy is not seen in isolation. Each policy is linked to the legislation or strategic
priorities (above it) that have given rise to it, and to the policies and/or procedures (below it) which
prescribe how it will be implemented.
Figure 1.
Components of the Documentation Framework
Merian’s documentation collection includes:
Policies, Standards, Standard Operating Procedures (SOP), Standard Task Procedures (STP), Forms, and
Checklists. The Documentation Framework (Figure 1) diagram reflects the relationship between these the
relationship between these is demonstrated in the diagram below.
5.1.1 Policies
A document that sets forth broad encompassing statement of business intentions, aspirati ons and/or
commitments from the diagram above. There are two types of policies (A list of all policies and standards
are located on Prospector);
• Governance
• Strategic/Operational.
Above them is the Newmont Corporate code of conduct. Below them are:
• Standards - which stipulate how a policy is implemented;
• Guidelines, that provide further detailed guidance for the implementation of standards; and
• Standard Operating Procedures (SOPs) and Standard Task Procedures (STPs) which provide
mechanisms for implementation of policies and standards. The SOP describes the system and
the STP describes a task related to the system.
5.1.2 Standards
Standards are documents which indicate the steps that must be taken to implement a particular policy.
Policies will not always require a standard document, though some policies will give rise to a number of
standards.
5.1.3 Standard Operating Procedures (SOPs) and Standard Task Procedures (STPs)
SOPs and STPs are documents which offer additional detail and context on aspects of a policy or procedure.
They are written as a result of a perceived risk to people, environment or the operation. An SOP describes in
detail a system; for example cyanide sparging. STPs describe in detail a component of the system and the step-
by-step actions required to execute a task, for example changing an oil filter. SOPs and STPs are approved by
area managers.
Author: Don Loupret To Be Reviewed: July 2022
Approved by: Gordon Mountford Print Date:
The latest version of this document is available on the Newmont Prospector as a “read only” file
THIS DOCUMENT IS UNCONTROLLED IN HARDCOPY FORMAT
Document No: MER-IMS.14-SOP001
MERIAN OPERATIONS Version No: 4.0
Issue Date: August 2019
Document Control Procedure
Page No: Page 6 of 17
“The Leaching Section will be managed and controlled by the implementation of the following Standard Task
Procedures:
• Addition of cyanide
• Sampling
• Stopping and starting pumps.
❖ Compiled by Superintendent
❖ Reviewed every three years or according to risk level or significant change
❖ Approved by Functional Manager
❖ Audited by General Manager
“This procedure describes in detail how cyanide will be added into the CIL circuit.”
Should have the format so that it can serve as a Planned Task Observation (PTO)
❖ Compiled by General Foreman
❖ Reviewed every three years or according to risk level or significant change
❖ Approved by Superintendent
❖ Audited by Functional Manager
5.1.4 Plans
Plans describe in detail, the programs and measures being deployed or to be implemented to achieve defined
objectives and goals or mitigate risks and/or impacts. For example Newmont Suriname Environment
Management Plan, TSF Management Plan etc. They are approved by the S&ER Lead and the General Manager.
• Document type (as identified by Table 1); text to be formatted in Arial 12 font, bold and centred.
• Document Title;
• Document Number;
• Version Number;
• Issue Date;
• Page Number and Total Number of pages in the document;
• Newmont Logo
An example of the document header is below: All fonts are in Arial font size 7 except where indicated.
MER-IMS.15
When a Management System Procedure, or other document, has been accepted as a document relevant to the whole
region, it must be approved at the regional level.
All Other Documents including documents that support IMS, H&S and ESR standards
For example support SOPs, Guidelines, STP’s, Forms, Checklists etc. shall be identified by the following
information:
MER-PRO-IMS.15-SOP001
ID Description ID Descriptio
Camp Services n
CAS MEN Mine Engineering
COM Communications MGS Mine Geology - Surface
CON Construction MTC Mine Maintenance - Surface
EMC Ethics & Compliance MOP Mine Operations – Surface
ENV Environmental POM Power Management
EXP Exploration PAL Process Assay Laboratory
FIN Finance PEI Process Electrical & Instrumentation
GEM General Management PRM Process Maintenance
GEN General Engineering PML Process Metallurgical Laboratory
HRM Human Resources PRO Process Operations
HS Health & Safety PSR Project Services
ITE Information Technology - Engagement PSS Projects and Site Services
ITF Information Technology - Field Services SCM Supply Chain
LGL Legal SEC Security
IMS Integrated Management System SER Sustainability & External Relations
L&D Learning & Development
MDB Mine Drill & Blast - Surface
c) Element Number
The element number is an alpha / numerical digital code that identifies a document and the
relationship with existing IMS, H&S, ENV and S&ER standards / elements. The complete
lists of element numbering codes are listed in table below:
S.04 Waste Rock & S.34 Mercury Management HEA- Fatality Risk Standard – Vehicles
IMS.04 Planning Ore Stockpile STA-003 and Driving
Management
No classification, see
Supplier S.19 Community Investment & 000 Document
IMS.12 Development. Controller/Administrator
Management
Operational
IMS.15 Control
No classification, see
Document
000 Controller/Administrator
TS.42 Explosives
Pressurized Vessels or
TS.45 Systems
Documents that must be effectively controlled are those that are subject to any change, revision and/or
updating, such as:
• Standards, Guidelines, Technical Manuals;
• Site Procedures and Management Plans;
• Emergency Response Plans;
• SOPs, STPs; and
• Relevant forms, checklists, templates, etc.
The document type is a letter code which describes the type of document that has been created. The complete
list of document types are listed in table below: The 3 digit number quantifies the number of documents in
the series. These are assigned by the Document Controller / Administrator.
MAN Manual
PER Permit
PRO Procedure
Version numbers indicate the most recent review and development stage the document has
reached, and the type of review.
Version 1.1 Minor change to version (i.e. for clarification or grammatical / spelling
correction).
The issue date is displayed in the header. Each document displays the date the document was
issued. The date format will be the month in full followed by the year e.g. “August 2016”
The latest version of this document is available on Prospector as a “read only” file
THIS DOCUMENT IS UNCONTROLLED IN HARDCOPY FORMAT (Arial 10, Bold)
Principles:
• The author should be a person with sufficient knowledge of the subject matter detailed in the
document. Refer to the table below:
• Any person directly involved in the work described in the document must be consulted on the
content thereof
Principles:
• Any person in a management or superintendent level that has overall accountability
for the work function/process defined in the document must approve the document.
• Any person directly involved in the work described in the document must be consulted on
the content thereof.
• Where the contents of a document is applicable across departments, the document can
only be approved by a manager one level up to which both departments report.
• When the contents of a document is applicable to the entire South American region, it
must be approved by the relevant authority at the regional level.
Author: Don Loupret To Be Reviewed: July 2022
Approved by: Gordon Mountford Print Date:
The latest version of this document is available on the Newmont Prospector as a “read only” file
THIS DOCUMENT IS UNCONTROLLED IN HARDCOPY FORMAT
Document No: MER-IMS.14-SOP001
MERIAN OPERATIONS Version No: 4.0
Issue Date: August 2019
Document Control Procedure
Page No: Page 13 of 17
Procedures / Standards
Plans / Strategies General Manager or regional
Functional Managers
authority as applicable
(e.g. Emergency response)
Standard Operating
Functional Managers or
Procedure Superintendents / Functional Head General Manager where
applicable.
(SOP)
Standard Task
Procedures General Foremen / Leader Trainers /
Superintendents or higher
Coordinators
(STP)
5.3.3 To Be Reviewed
1. Changes to process
2. Introduction of new plant/equipment
3. New legislation
4. Safety-significant organizational changes
5. Following recommendations from Accident/Incident Investigations or Safety Alerts
Below colour codes, shall be used to determine as per the risk rating of the activity associated with the
document. The risk ranking shall be identified by a JHA or with reference to the site wide risk register.
Red 6 Monthly from date of document issue Extreme Risk
Yellow Annually from date of document issue High Risk
Blue Every 2 years from date of document issue Medium Risk
Green Every 3 years from date of document issue Low Risk
5.5.1 The author shall develop the document using the correct template available on Prospector or site
shared drive. The author sets the review period as described in section 5.3.3 and submit the document
to a reviewer/s.
5.5.2 The approver reviews the documentation. Once he/she acknowledges the information is accurate, and
the information is thorough the document can be approved for issue; if the approver comments on the
document, it is returned to the author for the comment to be incorporated in the document.
5.5.3 Document is forwarded to the Document Controller/Administrator using the form called “SUR-
IMS.14-FOR03 New Document, Document Review/Change Request Form”.
5.5.4 Once the document is approved for issue, the Document Controller allocates a unique number for it,
verifies the document’s date of issue, approver information along with the risk rating colour and date
for review, and enters the document details into the site document control register
(SUR-IMS.14-REG02).
5.5.5 The Document Controller/Administrator shall issue controlled documents (both electronic and hardcopy)
and the document shall be included in the relevant Document Library on Prospector (Document Center).
Where required, a link shall be created on the respective department Prospector page.
5.5.6 Where documents are to be issued as hardcopies, a distribution list of each document shall be
recorded and maintained by the Department Administrative Assistant through the use of the document
control register.
5.5.7 Document updates and the issue of new versions of documents shall be communicated by Document
Controller/Administrator to Author, Reviewer and/or Approver who shall in turn communicate to all
affected personnel; The Document Controller/Administrator shall also communicate across the site
new and revised documents in the previous month at least by 5th day of new month using SUR-
IMS.14-FOR04 (New, Amended or Reviewed Document Form).
5.5.8 When an existing controlled document is reviewed, the Document Controller/Administrator shall
remove superseded and obsolete versions from points of issue. One copy of every superseded
version shall be retained as a record by Document Controller/Administrator on M:/drive or appropriate
drive.
5.5.9 Document Controller/Administrator shall maintain a copy of the review and approval information, this
information should be archived in a hardcopy by utilising the SUR-IMS.14-FOR03 (New
Document, Document Review/Change Request Form).
6. APPENDIX
Appendix: Process Flow Diagram for Document Development, Review & Approval Process
NO NO
YES
NO
YES
NO
YES