You are on page 1of 17

Document No: MER-IMS.

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

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 2 of 17

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

Approver Any person in a management or supervisor level that has oversight or


responsibility for a specific area to which a document is applicable. In the
case where a procedure applies across departmental or functional
borders, the approver must be at an appropriate level that will cover all
impacted areas.
Author Any person writing the content of the documentation.

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.

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 3 of 17

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.

• Create documentation using specified template and format;


• Complete Document Review/Change Request Form
(SUR-IMS.14-FOR03)
Author of Documents • Send approved document to your respective Document
Controller/Administrator for Document Control and upload onto
Prospector.
• Review document (where required).
• Review documentation for accuracy and relevance of
content/information.
• Track proposed changes, either in hardcopy or electronic;
Reviewer /Approver of Documents • Provide edits for a secondary review by the author;

• Approve document for issue by signing document approval form


(Document Review/Change Request Form (SUR-IMS.14-FOR03)
• Store, maintain and archive records generated as part IMS, H&S and
S&ER standards.
Departments • Replace superseded hardcopy documents with updated version
Administrative Assistants within their respective the departments.
• Socialize new and reviewed documents within their respective
departments.
• Ensure that old versions of documents are removed from all
storage drives and replaced with new versions.
Functional Managers • Ensure that all hard copies of old versions of documents are
replaced with the new ones.

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.

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 4 of 17

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.

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 5 of 17

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.

5.1.1.1 Governance Level Policies


Governance level policies are high level policies which articulate the principles which instruct Merian’s management
across key strategic areas, e.g. Risk management and strategic planning. They are usually compiled by the
Regional Managers or the Integrated Management Team and are approved by the Senior Director External Relations
and General Manager. If these policies are to be applied to all Suriname sites they will be approved by the Vice
President of External Relations and the Regional Senior Vice President.

5.1.1.2 Strategic and Operational Policies


Strategic and operational policies - are lower order policies which translate the requirements of legislation or of a
governance level policy into strategic or operational principles that guide the operation of the site. They are
approved by the S&ER Lead and the General Manager.

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

Examples are outlined below:

Example I - Policy: Newmont Suriname Merian Operational Clothing Standard

Example II - Standard: Operational Clothing


“In compliance with the Health and Safety Policy, Newmont Suriname Develops a site specific standard
for what type of safety clothing needs to be worn when working on site.

❖ Compiled by a Functional Manager


❖ Reviewed at a minimum or every three years or according to risk level or significant change
❖ Approved by General Manager

Example III - Standard Operating Procedure: Leaching Section

“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

Example IV - Standard Task Procedure

“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.

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 7 of 17

5.2 DOCUMENT HEADER


All controlled documents shall contain specific information in the header.

• 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.

Document No: MER-IMS.15-SOP001

MERIAN OPERATIONS (Arial 15, Bold) Version No: 1.1

Document Type (Arial 10, Bold) Issue Date: December 2016


Page No: Page 7 of 14

Document Title (Arial 15, italic, Bold)

5.2.1 Document Numbering


Management System Procedures (MSP):

Site/Location Document Identifier: Department/Discipline Identifier:


Element Number: Unique 2 digit
3 letter tag which identifies the Letter tag which identifies the number identifying the documents
Operation area (Merian, Newmont discipline, the MSP is associated relationship with existing Newmont
Suriname with. (IMS, H&S.TS, ENV.S) standards.

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.

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 8 of 17

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:

Department / Discipline Identifier: Element Number:


Letter Tag which identifies the department or Identifying the documents
disciplines the document is associated with. relationship with existing
A department identifier is only used where the IMS, H&S, ENV or S&ER
procedure does not directly relate to the entire standards
minesite or region

Document Type & Number:


Site / Location Identifier: Letter/s that describes the document,
3 letter tag which identifies the followed by a 3 digit number that
operational area. (MERIAN) quantifies the number or documents
in the series. Numbers are assigned
by Document Controllers /
Administrators in sequential order

MER-PRO-IMS.15-SOP001

a) Site/Location Document Identifier


The site identifier is the three (3) letter tag that identifies where the document is
owned and managed from. E.g. Merian = MER and Regional documents = SUR

b) Department / Discipline Document Identifier


The department / discipline alpha identifier code is necessary to identify the
department/discipline that the document and the processes within are related to. The
complete list of department/discipline identifier codes are listed in the table below:

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

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 9 of 17

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:

SUSTAINABILITY & HEALTH & SAFETY FATALITY RISK


INTEGRATED MANAGEMENT LEGACY ENVIRONMENTAL
EXTERNALRELATIONS MANAGEMENT STANDARDS
SYSTEM (IMS) STANDARDS (ENV)
(S&ER) (HEA)

Leadership and Hydrocarbon Management HEA-


S.01 S.31 Health and Safety Policy
IMS.01 Management Review Water Management POL-001

S.02 Tailings & S.32 Chemical Management


Heap Leach HEA- Fatality Risk Standard -
IMS.02 Risk Management STA-001
Facility Isolation
Management

Legal Requirements and HEA- Fatality Risk Standard – Confined


Voluntary Commitments S.03 S.33 Cyanide Management
IMS.03 Closure & Reclamation STA-002 Spaces

S.04 Waste Rock & S.34 Mercury Management HEA- Fatality Risk Standard – Vehicles
IMS.04 Planning Ore Stockpile STA-003 and Driving
Management

Hazardous HEA- Fatality Risk Standard – Cranes and


IMS.05 S.05 Materials S.41 Tailings Management
Communications STA-004 Lifting
Management

Waste Rock Management


S.06 Air Emissions S.42 HEA- Fatality Risk Standard – Working at
Competency &
IMS.06 Management STA-005 Heights
Awareness

Monitoring & HEA- Fatality Risk Standard – Management


S.07 S.46 Waste Management
IMS.07 Measurement Waste Management STA-006 of Stored Energy

Interactions Inspections & Biodiversity HEA- Fatality Risk Standard – Electrical


IMS.08 S.08 S.64 Water Management
Audits STA-007 Safety
Management

Event Reporting & Stakeholder Relationship HEA-


IMS.09 S.16 S.71 Air Quality Management Explosives Management Standard
Investigation Management STA-206

Emergency Closure and HEA- Occupational Health and Wellness


S.17 Social Baseline & S.96
IMS.10 Management Reclamation Plans STA-301 Standard
Impact Assessments

Land Acquisition & Heap Leach Facilities


S.18 S.121
IMS.11 Action Management Involuntary Management
Resettlement

No classification, see
Supplier S.19 Community Investment & 000 Document
IMS.12 Development. Controller/Administrator
Management

Local Employment &


IMS.13 S.20
Management of Change Procurement

Records & Document Cultural Resources


IMS.14 S.21
Management Management

Operational
IMS.15 Control

No classification, see
Document
000 Controller/Administrator

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 10 of 17

LEGACY HEALTH, SAFETY &


COMMUNICATIONS HUMAN RESCOURCES LOSS PREVENTION (H&S)
TECHNICIAL STANDARDS

COM- Rapid Response HUM-POL- Occupational Health &


People Policy
STA-001 Standard 001 TS.31 Hygiene

HUM-STA- Employment Surface Ground Control


003 Standard TS.32 Hazardous materials

Standard of Conduct & Non


HUM-STA-
Discriminatory Treatment in
004 TS.33 Underground Ground Control
Employment

HUM-STA- Global Inclusion


Surface Fire Prevention and
005 & Diversity TS.34 Response
Standard

HUM-STA- Labour Relations Underground Fire Prevention


006 Standard TS.35 and Response

HUM-STA- Compensation &


007 Benefits
Standard TS.36 Remote Control Equipment

HUM-STA- Talent & Performance


008 Management Standard TS.37 Energy Isolation

HUM-STA- Third Party Worker


009 Standard TS.38 Mobile Equipment

TS.39 Electrical Safety

TS.40 Work Permit Systems

Machine Guarding and


TS.41 Conveyor

TS.42 Explosives

Light Vehicles and Road


TS.43 Safety

TS.44 Working at Heights

Pressurized Vessels or
TS.45 Systems

TS.47 Cranes and Lifting Equipment

TS.48 Medical Programs

TS.31 Occupational Health & Hygiene

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 11 of 17

d) Document Type and number

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.

CODE Description CODE Description

AUD Audit Tools POL Policy

ASS Assessment PRS Presentation

B Budget or Financial Information REG Register

BP Business Plan/Strategic Plan SCH Schedule

CHR Charts SOP Standard Operation Procedures

CHK Checklist STA Standard

CON Contract STP Standard Task Procedures

DRW Drawing/Map SUP Supplement

FOR Forms/Checklist TED Technical Document

FLW Flowchart TMP Templates

GDL Guidelines / Manuals TMS Training Management System

JHA Job Hazard Analysis TMS-F Training Management System-Forms

LST Lists/Table TRA Training Module

PLN Management Plans YY No Classification: refer to Document Controller

MAN Manual

PER Permit

PRO Procedure

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 12 of 17

5.2.2 Versions of Documents

Version numbers indicate the most recent review and development stage the document has
reached, and the type of review.

Version Draft Initial draft of document

Version 1.0 Initial release of document

Version 1.1 Minor change to version (i.e. for clarification or grammatical / spelling

correction).

Version 2.0 Major review, involving resubmission for approval by Management

5.2.3 Document Issue Date

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”

5.2.4 Page Number and Total Number of pages in the document;

The page number format will be “Page x of y”

5.3 DOCUMENT FOOTER


An example of the document footer is below: All fonts are in Arial font size 7 except where indicated.
Author: IMS Team To Be Reviewed: April 2016
Approved by: Print Date: 12/11/2013 07:26

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)

5.3.1 Authored by:

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

5.3.2 Approved By:

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

Document Authors & Approvers


Document Type Who to Author or Compile Who to Approve
All Policies Corporate Subject Matter Experts Chief Executive Officer

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)

Forms, Checklist, General Foremen / Leader Trainers /


Superintendents
Registers, etc. Coordinators

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 14 of 17

5.3.3 To Be Reviewed

The review period for all documents shall be a t l e a s t e v e r y three years.

However all documents shall be reviewed immediately following:

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

5.3.4 Other Information


The tag lines for availability of documents on Prospector or local networks and the red disclaimer that
“This document is uncontrolled in hardcopy format” shall also be included in the document footer.

5.4 CONTENT OF DOCUMENT


Document templates on Prospector are set up with standard text formatting. All fonts are Arial size 10. Heading
formats are set up for Heading Styles 1, 2 and 3. Headings are bold, Arial font size 14. You can make a heading
by typing the title of the heading (no numbers required, these will be generated automatically) and, whilst the cursor is
somewhere on the heading line by clicking the “Format” menu, clicking on “styles and formatting” and selecting
Heading 2 or 3 etc. from the list.

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 15 of 17

5.5 DOCUMENT DEVELOPMENT, REVIEW AND APPROVAL PROCESS


Appendix “Process Flow Diagram for Document Development, Review & Approval Process” summarises the below
processes in a visual chart for user reference.

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).

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 16 of 17

6. APPENDIX
Appendix: Process Flow Diagram for Document Development, Review & Approval Process

NO NO

YES

NO

YES

NO

YES

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 17 of 17

7. REFERENCES / ASSOCIATED DOCUMENTS


Document Number Document Title or Information Source Location

Records and Controlled Document Management Prospector


MER-IMS-STA.14 Standard

NEM-IMS-GDL-014 Controlled Document Management Guideline Prospector

New Document, Document Review/Change Prospector


MER-IMS.14-FOR03 Request Form

MER-IMS.14-FOR04 New, Amended or Reviewed Document Form Prospector

MER-IMS.14-REG02 Document Control and Distribution Register Prospector

Newmont Global IMS Manual Prospector


NEW-IMS.SUS-003

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

You might also like