GQI-G00G-005 Revision 0 Document and Data Control

Document and Data Control

Bechtel Power Corporation

1.0 PURPOSE

This procedure describes the system for controlling quality system documentation and data
(both hard copy and electronic media) relating to the quality of service, product, plant or
process.

2.0 SCOPE

This procedure applies to Bechtel prepared documents that require formal distribution; and
to national and international codes, standards, regulatory documents, supplier and client
documents received by Bechtel for processing.

This procedure addresses the requirements of ISO 9001, Clause 4.5, “Document and Data
Control,” as defined in the Quality Manual, Section 4.5.

3.0 DEFINITIONS

Bechtel - Bechtel Power Corporation

Controlled Document - A document that forms a part of Company, Departmental or

Project records, whose approval, distribution, and maintenance are defined, and for which
records are kept to show compliance with those defined requirements.

Controlled Copy - A copy of a document that is assigned to a specific individual, or

position within a department or project, and a record being maintained of the assignment.

Noncontrolled Copy - A copy that will not automatically be kept updated, and which may
therefore be out-of-date.

Document Control - The system for controlling documentation and data relating to the
quality system, and that provides specific document listings and schedules relating to the
preparation, approval and issue of any particular group of documents e.g., "Drawing
Control".

Document Control Centers (DCCs) - Provides and maintains a document management and
control service to Functional Departments and to projects, including maintenance and
distribution of controlled manuals, procedures and standards. For project-specific handling
of documents, a DCC may be established at the location of the project activities.

QUALITY SYSTEM PROCEDURE Page 1 of 7 GQI-G00G-005, Revision

0
 Document and Data Control
Bechtel Power Corporation

4.0 RESPONSIBILITIES

Functional Department Managers are responsible for ensuring that their staffs are aware of
and adhere to the guidelines of this procedure and the documents referenced within.
Functional Department Managers will also be responsible for:

· Designating nonproject documents requiring control

· Ensuring that control systems for department documents are developed, documented
and implemented

· Ensuring that department personnel understand and implement the requirements of this
procedure and any supporting department procedures

Project Functional Department Managers are jointly responsible for ensuring that the
guidelines of this procedure and the documents referenced within it are adhered to on
projects. Additionally, Project Functional Department Managers will be responsible for:

· Designating controlled project documents

· Ensuring that a control system for project documents is identified, documented, and
implemented

· Ensuring that project personnel understand and implement the requirements of this
procedure and supporting project procedures

Department Administrators and Project Administrators are responsible for ensuring that
administrative personnel assigned document and data control responsibilities understand
and implement this and applicable department and/or project procedures to control
documents submitted to them for processing.

The Librarian is responsible for ensuring that national and international standards and other
regulatory documents maintained in the Bechtel Library are in a controlled manner,
regularly updated with the current revisions and made available to users. Past revisions
may also be made available, when requested, to meet specific project requirements.
Project Functional Department Managers will be responsible for assuring that applicable
regulatory standards are either maintained on project or are available in the Library.

QUALITY SYSTEM PROCEDURE Page 2 of 7 GQI-G00G-005, Revision

0
 Document and Data Control
Bechtel Power Corporation

5.0 GUIDELINES

5.1 General

Department and Project Managers define, within their areas of responsibility, those
documents requiring control including but not limited to the following:

· Department manuals, procedures and instructions

· Project procedures and instructions

· Design documents such as calculations, specifications, drawings, data sheets,

material requisitions and bid summaries

· Design criteria and design verification documents

· Purchase orders and subcontracts

· Quality manual, quality plans and audit reports

· Vendor prints, subcontractor documents, supplier quality surveillances, and

material receiving inspection reports

The development and operation of the system for the control of documents may be
delegated to nominated department or project personnel, but the responsibilities for
the adequacy and operation of the systems remains with the responsible
Departments and Project Functional Managers.

Quality Records are controlled in accordance with GQI-G00G-016, “Control of

Quality Records.”

5.2 Document Identification

Upon creation or initial receipt, as applicable, each controlled document or

document set is uniquely identified within a numbering or other system established
for that document type, with related pages and attachments numbered and clearly
identifiable to the document. When practicable, the identification system also
provides information relating to the function of the document (e.g., functional title),
such as the project number, discipline/department codes, etc.

QUALITY SYSTEM PROCEDURE Page 3 of 7 GQI-G00G-005, Revision

0
 Document and Data Control
Bechtel Power Corporation

Controlled documents subject to change have a revision number or letter added to

the identification, and the originator and origination date is identified on the
document.

5.3 Document Checking

Departments and projects identify documents requiring checking and describe

their checking processes through established procedures. Where it is required that
documents be thoroughly checked by other independent parties, such activities
are defined accordingly. Checkers signify the satisfactory completion of their
checking activity by signing the document.

5.4 Document Review and Approval

Approval of a document indicates that the approving signatory has an

understanding of and agrees with the contents of the document and the reason for
its issue. Where a document has to be checked, approval is withheld until checking
has been completed.

The approval process describes the approving authorities, the stages of

development at which approval is required, and the nature and extent of the review
to be carried out by the approving signatory. The approval process also describes,
as appropriate, customer, vendor, regulatory bodies and other authorities having
responsibility for the review, comment and approval of documents.

Each department and project establishes authorized signatories, defines the limits
of authority including, when appropriate, sample signatures and/or initials.

Specified documents relating to the quality system are reviewed and approved by
authorized personnel before they are issued and include, as a minimum:

· The GARO Quality Manual and implementing procedures

· Department and project procedures and instructions

QUALITY SYSTEM PROCEDURE Page 4 of 7 GQI-G00G-005, Revision

0
 Document and Data Control
Bechtel Power Corporation

5.5 Document Indexing

Registers or master lists of controlled documentation are maintained and made

readily available to identify their current status and preclude the use of obsolete
revisions and related data. Automated systems meeting these requirements may be
used. These document registers contain as a minimum the following:

· Document identification number and/or title

· Document revision, if applicable

· Date of issue

Obsolete documents retained for legal and/or knowledge preservation purposes

are suitably identified.

5.6 Document Distribution

Systems for the controlled distribution of documents are established and

implemented to ensure that all personnel have access to the documents relevant to
their work.

Document Owners are responsible for the development of standard distribution lists
for specified controlled document types, and the review, approval and maintenance
of the distribution lists by the group responsible including completion of distribution
request forms, if applicable.

Document Control Centers are responsible for the retention of the distribution list
which includes document collation, assembly, and if required, preparation of
transmittal documents. Responsibilities also include the distribution of documents
in accordance with approved distribution lists.

The controlled distribution of documents may be assigned to an individual(s) and

accordingly, the guidelines of this procedure may be applicable.

QUALITY SYSTEM PROCEDURE Page 5 of 7 GQI-G00G-005, Revision

0
 Document and Data Control
Bechtel Power Corporation

5.7 Document Revision

Departments and projects are responsible for the control of revisions to approved
documents. Revisions and modifications to approved documents are controlled as
follows:

Document Owner is responsible for directing or agreeing to the preparation of

revised documents in compliance with applicable department or project change
control procedures. The document owner ensures that revised documents receive
the same level of review and approval as the previous revision.

Designated Preparer is responsible for providing a brief description of the change on

the document in the space provided for the purpose. The revision number or letter
on the document will be changed and the new issue date added.

Document Control Center is responsible for reissuing and making formal

distribution of revised documentation.

Recipients of revised documents will destroy their copy of a current document

revision upon receipt of the newly revised and formally distributed document. If
the old copy is to be retained, it will be clearly marked as being superseded or
stored in a manner that prohibits further use.

6.0 REFERENCES

6.1 National & International Standards

ISO 9001:1994 (ANSI/ASQC Q9001-1994), “Quality Systems - Model

for Quality Assurance in Design, Development, Production, Installation
and Servicing”

6.2 Bechtel Management Documents

GQI-G00G-001, “Quality Manual”

QUALITY SYSTEM PROCEDURE Page 6 of 7 GQI-G00G-005, Revision

0
 Document and Data Control
Bechtel Power Corporation

6.3 Quality System Procedures

GQI-G00G-002, “Production of Departmental and Project Procedures”

GQI-G00G-003, “Contract Review”
GQI-G00G-004, “Design Control”
GQI-G00G-006, “Purchasing”
GQI-G00G-007, “Control of Customer-Supplied Product”
GQI-G00G-008, “Product Identification and Traceability”
GQI-G00G-009, “Process Control”
GQI-G00G-010, “Inspection and Testing”
GQI-G00G-011, “Control of Inspection, Measuring, and Test
Equipment”
GQI-G00G-013, “Control of Nonconforming Product”
GQI-G00G-014, “Corrective and Preventive Action”
GQI-G00G-017, “Internal Quality Audits”
GQI-G00G-018, “Training”

6.4 Office Services - Administration and Project Services Documents

Gaithersburg Project Administrative Procedures (GPAPs)

6.5 Engineering Department Documents

Engineering Department Procedures (EDPs) Manual

6.6 Procurement Department Documents

Procurement Procedures Manual, Procedure 1-2, “Increased

Circulation of Corporate Information

6.7 Construction Department Documents

Construction Quality Manual, Procedure 3.1, “Design Document

Control”

Field Engineering Manual, Procedure 2.5, “Project Document Control”

Site Managers Manual, Procedure 4.5, “Quality Requirement”

QUALITY SYSTEM PROCEDURE Page 7 of 7 GQI-G00G-005, Revision

0