BUSH TELEGRAF

HEALTH, SAFETY, ENVIRONMENTAL MANAGEMENT MANUAL

Control of Documents & Records

Procedure Number BT-HSE-PRC-008 - Rev 1

VODACOM PROJECT

Revision Log

Name Title Signature Date

Prepared By: T Magengelele HSE Manager 21/07/2015

21/07/2015
Reviewed By: P. Molelengoane General Manager

Approved By: T.Matsepe Project Director 21/07/2015

Table of Contents
Title: Control of Documents & Records
No.: BT-HSE-PRC-008 - Rev 1l

1 PURPOSE..........................................................................................................................................................................3

2 SCOPE...............................................................................................................................................................................3

3 ABBREVIATIONS AND DEFINITIONS.................................................................................................................................3

4 CONTROL OF DOCUMENTS AND RECORDS.....................................................................................................................3

4.1 APPROVAL OF INTERNAL QHSEMS DOCUMENTS............................................................................................................3

4.2 DOCUMENT OF EXTERNAL ORIGIN AND LEGAL REQUIREMENTS....................................................................................4

4.3 DISTRIBUTION OF INTERNAL QHSEMS DOCUMENTS & DOCUMENTS OF EXTERNAL ORIGIN........................................4

4.4 NEW OR AMENDED INTERNAL QHSEMS DOCUMENTS...................................................................................................5

4.5 CONTROL OF ORDER/CONTRACT CORRESPONDENCE....................................................................................................6

4.6 CONTROL OF RECORDS....................................................................................................................................................6

5 RELATED DOCUMENTS.....................................................................................................................................................6

6 FORMS..............................................................................................................................................................................7

7 NOTES AND ATTACHMENTS.............................................................................................................................................7

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1 Purpose

To define how documents and records will be controlled on site.

2 Scope

Vodacom Project.

3 Abbreviations and Definitions

CEO – Chief executive Officer

DC – Document Control
MR – Management Representative
QHSEMS – Quality Management System

4 Control of Documents and Records

4.1 Approval of Internal QHSEMS Documents

a. The QHSEMS Manual and QHSEMS procedures/processes will be prepared by Management

Representative/Process owner and reviewed by MR and will be passed to the CEO for
approval.
The following abbreviations are used to describe the level of documentation:
QM - Quality Management System Manual
MP - Quality Management Procedure
SP - Quality Management System Process
PP - Quality Management Process Procedure
WI - Quality Management System Work Instruction
SF - Quality Management System Forms

b. The numbering/coding system for the document (except drawings and other illustrations)
shall be as stated below:

XXXXXXXX

Serial Number

Document Type ( SP , PP, etc.)

Company Name (BT)

c. The MR/DC will maintain and update a “Master Set” and master list of all internal and
external documents.

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4.2 Document of External Origin and Legal Requirements

a. The QHSEMS DC shall maintain an updated set of all document of external origin and
identified legal requirements required to ensure compliance with contract/order
requirements and the continued effectiveness of the Quality Management System.

b. MR shall attend the meeting with official authorities to discuss the legal issues, and the
extent of compliance of the company to relevant regulations and statutory requirements if
applicable.

c. It is the responsibility of MR to communicate the applicable and relevant legal regulations

to all employees.

d. Bush Telegraf shall maintain a separate procedure for legal compliances.

e. A list of all external origin of document is to be maintained by the MR/DC. Once in two
years, checks (other than legal requirements) shall be made to ensure that there has not
been any revisions to such documents that the company has not been made aware of.
These checks shall be recorded on the list by way of a date and the checkers signature.

f. The MR/DC shall ensure the updating of the register as and when required and ensure that
any changes in the legal requirements will be disseminated to all staffs and interested
parties.

4.3 Distribution of Internal QHSEMS Documents & Documents of External Origin

a. An internal document transmittal will be established by the DC to ensure that pertinent
copies of QHSEMS document (except forms) are distributed to all the functions concerned.
The management representative in accordance with the list will distribute such documents.

b. The return of transmittals must be monitored to ensure all distributed documents are
received. If documents are not received or are lost, this should be brought to the attention
of the DC who should record the event and arrange for re-issue of the said documents.

c. The master copy is stamped as master copy on the reverse.

MASTER COPY
d. Controlled copies of documents (except forms ) shall be identified by a stamp (other than a
black color) stating:

CONTROLLED COPY
Copy No. _______
e. Uncontrolled copies of IMS procedures are not to be issued. Unauthorized photocopying of
such documents is prohibited. Uncontrolled copies of the IMS manual may be issued as
directed by the management representative to external parties where required, such
copies will be marked “UNCONTROLLED” and will not be updated.

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f. Forms, shown in procedures as attachments to procedures, shall generally be distributed

with procedures. However, forms that are printed externally, although controlled, will be
distributed separately when requested. The printed forms shall have the document
number and revision status after the existing stocks are consumed.

4.4 New or Amended Internal QHSEMS Documents

a. Any suggested changes to internal QHSEMS documents, by means of submitting document

change request and should be referred to the management representative, who will
investigate the implementation of the change with other members of management as
appropriate. If implementation is necessary, the procedure detailed in the foregoing
sections will be followed for approval/authorization purposes.

b. For document change, the revision number of the whole document will be incremented
with revision date and the issue date will remain the same.

c. Where practicable, changes to documents will be identified by underlining or by a vertical

line placed to the side of the change. The revision will be denoted on the amendment
history sheet. For the flowcharts and process maps, the amendment history will be traced
out through the document change request.

d. Document of external origin cannot be amended internally. When amendments are

received, or are known to exist, the current list should be updated in accordance with the
procedure detailed in the foregoing clause.

e. All amended QHSEMS documents will be distributed as per the procedure detailed in
clause 8.3 above. However the transmittal note will also detail instructions as to disposition
of obsolete documents.

f. As a rule, all obsolete QHSEMS document will be removed from all places of distribution
and destroyed. Should managers decide that any obsolete documents need to be retained
for legal, contractual, or knowledge preservation purpose, such documents will be
stamped/marked “OBSOLETE” and filed separately.

OBSOLETE
g. New or revised forms will be distributed with appropriate changes to procedures or
individually if urgently required, and should be used from the date of receipt. Stocks of
forms printed externally may be used up unless otherwise expressly stated on the
transmittal note.

4.5 Control of Order/Contract Correspondence

a. All incoming and outgoing contract/order (not general) correspondence, such as faxes and
letters, shall be distributed to the relevant locations. Incoming correspondence should
indicate the date of receipt and once it has been read and/or acted upon, shall be filed.

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b. All incoming or outgoing job order/contract correspondence must be traceable to the

order/contract in question. All correspondence, internal or external, should indicate order
number /contract number where practicable.

4.6 Control of Records

a. Records are maintained by the MR. This contains the following information :
 Record number
 Record name
 Owner ( person responsible for collecting and maintaining the record )
 Storage location
 Mode of storage ( physical / electronic)
 Retention period

b. Records are stored in such a way to prevent damage, deterioration, or loss by respective
records owner.

c. Records may be stored in files shelves, drawers, boxes or other designated storage.

d. All records have retention periods clearly defined in the Master List of Records.

e. Where the contract, Legal or customer requires retention periods exceeding those in the
Master List of Records, due note should be made on the files to prevent early disposal.
Also, if contractually agreed, the customer will be afforded the right of access to records
for the retention period stipulated.

f. However, no records should be removed or destroyed without the express permission of

the person(s) controlling those records. When records become due for disposal, checks
should be made with the MR to ensure that there are no unusual circumstances requiring
further extension of the retention period. After records are no longer needed and the
retention period has been reached, the records are disposed of by respective record
owner.

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HSE DOCUMENT FLOW

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5 Related Documents

Document Ref. Document Title

BT-HSE-PLN- EHS Management Plan Vodacom project
001Rev 0

6 Forms

Form No. Form Title Rev No.

N/A

7 Notes and Attachments

None

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