Titanio QMS

This QMS has been prepared to meet the requirements of ISO 9001:2015 (Quality Management Systems)

Lope de Vega #29, Novo Centro Plaza Suite 1405, Santo Domingo, DR
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TABLE OF CONTENTS

Table of Contents...................................................................................................................................................2
SECTION 1: INTRODUCTION..........................................................................................................................4
1.1 Context and Scope...........................................................................................................................................4
1.1.1 Company profile........................................................................................................................................................4
1.1.2 Scope of the QMS......................................................................................................................................................4
1.1.2.1 Scope exclusions.................................................................................................................................................4
1.2 Introduction to the QMS.................................................................................................................................5
1.3 Responsibilities.................................................................................................................................................5
1.3.1 Organization Chart...................................................................................................................................................5
1.3.2 Roles and responsibilities.........................................................................................................................................5
1.4 Quality policy and objectives..........................................................................................................................7
1.4.1 Quality policy.............................................................................................................................................................7
1.4.1.1 Quality Policy communication and review......................................................................................................8
1.4.2 Quality objectives and metrics.................................................................................................................................8
1.5 Process Flowchart............................................................................................................................................9
1.6 ISO 9001:2015 Clause matrix.......................................................................................................................10
SECTION 2: OPERATIONAL MANAGEMENT...........................................................................................13
2.1 Business development & sales.......................................................................................................................13
2.2 Acceptance......................................................................................................................................................13
2.3 Planning..........................................................................................................................................................13
2.4 Execution and completion of services..........................................................................................................14
2.4.1 Contract renewal.....................................................................................................................................................14
2.5 Supplier Management & Purchasing...........................................................................................................14
2.5.1 Supplier evaluation, selection and purchasing.....................................................................................................14
2.5.2 Receiving and inspection........................................................................................................................................15
2.5.3 Supplier performance monitoring.........................................................................................................................15
2.6 Equipment calibration and maintenance....................................................................................................15
2.7 Customer satisfaction and communication.................................................................................................16
2.8 Customer property........................................................................................................................................16
SECTION 3: SYSTEM MANAGEMENT PROCEDURES............................................................................17
3.1 Nonconformities and continual improvement.............................................................................................17
3.1.1 Nonconformance Reporting...................................................................................................................................17
3.1.2 Review of nonconformities/issues and continual improvement..........................................................................17
3.2 Documented Information..............................................................................................................................19
3.2.1 Internal document control......................................................................................................................................19
3.2.1.2 Document availability and approval..............................................................................................................19
3.2.2 Process, system and document changes................................................................................................................19
3.2.3 External document control.....................................................................................................................................20

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3.2.4 Records control.......................................................................................................................................................20
3.3 Communication and resource management................................................................................................20
3.3.1 Communication and awareness.............................................................................................................................21
3.3.2 Resource management............................................................................................................................................21
3.4 Competency and training..............................................................................................................................22
3.5 Internal audits................................................................................................................................................23
3.6 Meetings..........................................................................................................................................................24
3.6.1 Management Review Meeting................................................................................................................................24
3.6.2 Safety meetings........................................................................................................................................................25

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SECTION 1: INTRODUCTION

1.1 CONTEXT AND SCOPE

1.1.1 COMPANY PROFILE

Inversionnes Titanio (“Titanio”) specializes in terminal and tanking services in the Dominican Republic. Titanio’s current
focus is on liquid asphalt receipt, storage, and truck sales dispatch. Expansions are currently under construction for
Titanio’s second terminal which will provide an additional 300,000 barrels for diesel fuel and fuel oil storage.

1.1.2 SCOPE OF THE QMS

Titanio's Quality Management System provides specifics on the policies and procedures which Titanio uses to meet ISO
9001:2015, as well as customer-specific requirements.

Inversionnes Titanio (“Titanio”) specializes in liquid asphalt receipt, storage, and dispatch services in the Dominican
Republic.

1.1.2.1 SCOPE EXCLUSIONS

8.3 Design and development: Titanio does not produce, manufacture, or carry out any activities requiring design or
development. This clause of ISO 9001 is therefore not relevant to the scope of the QMS.

8.5.2 Identification and traceability: Identification and traceability is not a requirement for Titanio and therefore this
clause of ISO 9001 is excluded from the scope of the QMS.

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1.2 INTRODUCTION TO THE QMS

This QMS is Titanio’s written Quality Management System (QMS) that was prepared to meet the requirements of the
international management system standard - ISO 9001:2015. A clause matrix has been prepared in section 1.6 to help
cross-reference clauses from the ISO standard to the relevant sections of the QMS.

1.3 RESPONSIBILITIES

1.3.1 ORGANIZATION CHART

Positions at Titanio are presented and updated in the organization chart maintained external to this quality management
system. Management Chart attached herein in 1.3.1.1 (INSERT)

1.3.2 ROLES AND RESPONSIBILITIES

Responsibilities are covered throughout the QMS (See the “Responsibilities” headings under most major sections of the
QMS), and in Position Descriptions, where available.

Senior leadership demonstrates leadership and commitment with respect to the QMS by:

 Taking accountability for the effectiveness of the QMS

 Ensuring that the quality policy and objectives are established and are compatible with the strategic direction and
context of Titanio
 Ensuring implementation of the QMS requirements into the organization’s business processes
 Promoting the use of the process approach and risk-based thinking
 Ensuring that the resources needed for the QMS are available
 Communicating the importance of effective management and of conforming to the QMS requirements
 Ensuring that the QMS achieves its intended results
 Engaging, directing, and supporting persons to contribute to the effectiveness of the QMS
 Promoting continual improvement
 Supporting other relevant management roles demonstrates their leadership as it applies to their areas of
responsibility.

Senior Management demonstrates leadership and commitment with respect to customer focus by ensuring that:

 Customer and applicable statutory and regulatory requirements are determined, understood, and consistently met
 The risks and opportunities that can affect conformity, products and services and the ability to enhance customer
satisfaction are determined and addressed
 The focus on enhancing customer satisfaction is maintained.

The Plant Manager and their delegates are responsible for:

 Ensuring that the QMS conforms to the requirements of ISO 9001

 Ensuring that the processes are delivering their intended outputs
 Reporting on the performance of the QMS and on opportunities for improvement, in particular, to Senior
Leadership
 Ensuring the promotion of customer focus throughout Titanio

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 Ensuring that the integrity of the QMS is maintained when changes to the management system are planned and
implemented.

Every employee of Titanio involved in the scope (1.1) of this QMS must take responsibility for understanding and
complying with the Quality Policy and procedures.

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1.4 QUALITY POLICY AND OBJECTIVES

1.4.1 QUALITY POLICY

Titanio’s upper management discuss, have established, implemented, and maintain a Quality Policy that:

A) Is appropriate to the purpose and context of the Titanio organization and supports it’s core business values and
short and long term goals and company direction
B) Provides the basis for setting company quality objectives
C) Includes the assurance and commitment to satisfy all company quality directions
D) Includes a corporate commitment to continual improvement of the Quality Management System through
corporate evaluations and employee development
E) Focus on maximizing profits and at the same time maintaining a healthy safe work environment.
POLICY STATEMENT

Inversionnes Titanio (“Titanio”) is committed to providing the highest quality service to meet and exceed our customers’
requirements as well as relevant regulatory requirements. This is achieved through the continual improvement of our
Quality Management System, and the monitoring of our measurable quality objectives. It requires constant upper-level
management oversight, input, course corrections where needed and the evaluation of employees who are the main driving
force around the company’s Quality Management System.

AIMS AND INTENTS

Titanio recognizes that the quality of our service is determined by our customers’ needs and expectations. Titanio’s intent
is to:

- Identify the changing needs and expectations of our customers

- Develop and maintain processes and procedures that ensure these changes are accommodated and implemented
- Achieve efficiency in our operations, attention to detail and timely responses to our client’s priorities
- Provide quality service on time
- Provide an employment environment where continual improvement is encouraged and expected.

RESPONSIBILITIES

Titanio, as a company will:

- Train all employees and contractors to identify areas where improvement can be achieved
- Remove wasteful and non-value added steps and time in our processes where feasible
- Strive to ensure that customers and shareholders of Titanio satisfaction is achieved at all times
- Support the adoption of appropriate quality systems and management principles in order that all shareholders
benefit from this commitment to quality.
Employees are expected to:

- Assist and cooperate in ensuring that this policy is followed

- Actively participate in the adherence of this company to the achievement of the goals and intents of this policy.

1.4.1.1 QUALITY POLICY COMMUNICATION AND REVIEW

This Quality Policy is communicated throughout the facility and communicated in relevant company meetings. The
Quality Policy will be provided to interested parties upon request.
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To help ensure the continued relevance of the Quality Policy to Titanio, the Quality Policy will be reviewed at least
annually in Management Review Meeting (3.6.1).

1.4.2 QUALITY OBJECTIVES AND METRICS

Responsibility: Senior Leadership

Measurable quality objectives and plans to achieve the objectives are established and then monitored in the Management
Review Meeting (3.6.1). Plans consider resource needs, responsible parties, and a timeframe for completion/review. The
monitoring of performance occurs on an ongoing basis, typically in appropriate meetings (3.6), and is the responsibility of
Senior Leadership, and their delegates. Changes to the objectives will be communicated to personnel by Senior
Leadership.

As metrics, policies and priorities change, metrics and objectives are updated accordingly.

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1.5 PROCESS FLOWCHART

A sequence and interaction of processes flow chart is included below:

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1.6 ISO 9001:2015 CLAUSE MATRIX

The following clause matrix provides a summary of the QMS documentation as it pertains to ISO 9001:2015:

ISO 9001:2015 Clause reference Where addressed in the QMS

4 Context of the organization
4.1 Understanding the organization and its 1.1 Context and scope
context 3.6.1 Management Review Meeting
External and internal issues relevant to Titanio are also considered
through performing and regularly reviewing the company’s SWOT
analysis.
4.2 Understanding the needs and expectations 3.6.1 Management Review Meeting
of interested parties Interested parties relevant to the quality management system and
their requirements are determined and reviewed regularly.
4.3 Determining the scope of the quality 1.1 Context and scope
management system
4.4 Quality management system and its The QMS and its processes are set forth throughout this QMS
processes document, as well as associated/referenced documents
5 Leadership
5.1.1 Leadership and commitment—General 1.3.2 Roles and responsibilities
5.1.2 Customer Focus 1.1 Context and scope
1.4 Quality policy and objectives
2.7 Customer satisfaction and communication
3.6.1 Management review meeting
5.2 Policy 1.4.1 Quality Policy
5.3 Organizational roles, responsibilities, and 1.3. Responsibilities
authorities
6 Planning
6.1 Actions to address risks and opportunities 3.6.1 Management review meeting
Risks and opportunities are monitored and addressed by the
management team and records are retained e.g., SWOT analysis,
actions to address risk etc.
6.2 Quality objectives and planning to achieve 1.4.2 Quality objectives and metrics
them Quality objectives and plans to achieve them are documented and
monitored in the Management Review Meeting (3.6.1)
6.3 Planning of changes 2.3 Planning
3.2.2 Process, system, and document changes
7 Support
7.1.1 Resources—General 3.3.2 Resource management
3.6.1 Management review meeting
7.1.2 People 3.3.2 Resource management
3.6.1 Management review meeting
7.1.3 Infrastructure 3.3.2 Resource management
3.6.1 Management review meeting
7.1.4 Environment for the operations of 3.3.2 Resource management
processes 3.6.1 Management review meeting
7.1.5 Monitoring and measuring resources 3.3.2 Resource management
3.6.1 Management review meeting
7.1.6 Organizational knowledge 3.3.2 Resource management
3.6.1 Management review meeting
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ISO 9001:2015 Clause reference
7.2 Competence
7.3 Awareness
7.4. Communication
7.5 Documented information
8 Operations
8.1 Operational planning and control
8.2.1 Customer communication
8.2.2 Determining the requirements for
products and services
8.2.3 Review of the requirements for products
and services
8.2.4 Changes to requirements for products
and services
8.3 Design and development of products and
services
8.4 Control of externally provided processes,
products and services
8.5.1 Control of production and service
provision
8.5.2 Identification and traceability
8.5.3 Property belonging to Customers or
external providers
8.5.4 Preservation
8.5.5 Post-delivery activities
8.5.6 Control of changes
8.6 Release of products and services
8.7 Control of nonconforming outputs
9 Performance evaluation
9.1.1 Monitoring, measurement, analysis, and
evaluation—General
9.1.2 Customer satisfaction
9.1.3 Analysis and evaluation
9.2 Internal audit
9.3 Management review
10 Improvement
10.1 Improvement—General
10.2 Nonconformity and corrective action
10.3 Continual improvement
Where addressed in the QMS
3.4 Competency and training
3.3.1 Communication and awareness
3.4 Competency and training
3.3.1 Communication and awareness
3.2 Documented Information
Operational planning and control are covered under 2.0, including
all the documents mentioned therein. Making changes to these
processes is covered in 3.2.
2.1 Business development & sales
2.7 Customer communication and satisfaction
2.1 Business development & sales
2.1 Business development & sales
2.2 Acceptance
2.3 Planning
2.4.1 Contract renewal
Excluded from the scope of the QMS – Titanio do not perform
design and development activities
2.5 Supplier management & purchasing
2.4 Execution and completion of services
Excluded from the scope of the QMS – identification and
traceability of products or services is not a requirement for Titanio
2.8 Customer Property
2.4 Execution and completion of services
2.5.2 Receiving and inspection
2.4 Execution and completion of services
2.4.1 Contract renewal
Not typically a requirement for Titanio, however, addressed under
the terms and agreements of customer contracts, where appropriate.
3.2.2 Process, system, and document changes
2.4 Execution and completion of services
3.1 Nonconformities and continual improvement
1.4.2 Quality objectives and metrics
3.5 Internal audits
3.6.1 Management review meeting
2.7 Customer satisfaction and communication
3.6.1 Management review meeting
3.5 Internal audits
3.6.1 Management review meeting
3.1 Nonconformities and improvement
3.1 Nonconformities and improvement
Improvement of the QMS occurs through the following:

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ISO 9001:2015 Clause reference Where addressed in the QMS

 Nonconformities, issues, and opportunities for improvement

(3.1 Nonconformities and continual improvement)
 Risks and opportunities (3.6.1 Management review meeting)
 Internal audits (3.5 Internal audits)
 Management review meeting (3.6.1)

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SECTION 2: OPERATIONAL MANAGEMENT

2.1 BUSINESS DEVELOPMENT & SALES

Responsibility: Plant Manager, Owner’s Representatives

Much of the work undertaken by Titanio is through existing contracts and maintaining relationships with customers and
industry contacts.

The Owner’s Representatives and Plant Manager review opportunities and apply their understanding of the industry and
any specific requirements to filter the opportunities before they are pursued further. The Owner’s Representatives and the
Plant Manager are responsible for the following, as it relates to the quality management system:

 Communicating with clients regarding service provision

 Determining the requirements of clients for the provision of services
 Reviewing the requirements of clients for the provision of services
 Communicating and managing changes to requirements for the provision of services.

These requirements are determined and reviewed before contracts/agreements are distributed for formal review and client
acceptance. Contracts/agreements detail the services to be provided by Titanio in order that client requirements be
satisfactorily met.

2.2ACCEPTANCE

Responsibility: Plant Manager, Owner’s Representatives

Once contract and service terms are agreed, a service contract is circulated for signature by relevant representatives of
both parties. Contracts are typically signed for a six-month period. At the end of the six months, the contract is reviewed,
any necessary changes are submitted for review/approval and a contract renewal may be signed.

2.3 PLANNING

Responsibility: Operations Supervisor

Schedules and plans are made daily in accordance with instructions and requests received from refineries. Titanio is
provided with the names of contractors that will be arriving to the terminal each day to receive product. Based on the
information obtained, the Operations Supervisor creates/updates the schedule for the dispatch of asphalt each day.

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2.4 EXECUTION AND COMPLETION OF SERVICES

Responsibility: Operations Supervisor

Titanio store and dispatch liquid asphalt under the direction of external parties, in accordance with relevant
contracts/agreements.
Asphalt is dispatched to contractors at the terminal in accordance with the service contracts for the refineries. Daily
schedules and plans are followed to ensure dispatch occurs in a timely manner. Successful loading and dispatch of each
truck signifies the completion of services.
Names of contractors and volume dispatched to each are retained in company records.

Titanio or the client can request a change be made to a current service contract, through written communication. The
receiving party will acknowledge the request, accept/reject, and respond accordingly. Records are retained and may be
provided to interested parties.

Clients are typically billed for services weekly, on a per truck basis including an administrative fee.
Issues or non conformances are reported and addressed as they arise, wherever possible. Significant issues are recorded
and addressed in accordance with the Nonconformance, and Continual Improvement process documented in Section 3.1.

2.4.1 CONTRACT RENEWAL

Customer contracts are typically reviewed and renewed every six-months. Before a contract is renewed, any changes to
the terms of the contract must be reviewed and accepted by both parties. Once the contract has been renewed, a copy of
the renewed contract is retained as a record by Titanio.

2.5SUPPLIER MANAGEMENT &PURCHASING

2.5.1 SUPPLIER EVALUATION, SELECTION AND PURCHASING

Responsibility: Senior Leadership

The Senior Leadership team approves the required purchases for the operations of the business.

Typical evaluation criteria applied for the selection of suppliers include:

 Ability to meet requirements for the product or service to be provided

 Qualifications, competencies, experience and/or past performance
 Quality of the product/service
 Price/cost
 Availability/accessibility.
All Titanio purchasing activities are controlled, tracked, and managed at the organizational level. Purchasing requests and
needs are submitted to third parties to obtain quotes or proposals. Quotes and proposals are reviewed and evaluated before
a purchase is made. Typically, a Purchase Order is issued to the supplier and/or, as appropriate, a goods/services
agreement is entered into. As relevant, Titanio make sure the scope of work and any payment terms/milestones are clearly
communicated and understood.

2.5.2 RECEIVING AND INSPECTION

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Responsibility: Senior Leadership

Note: This section is relevant to the receiving and storage of goods/products order by Titanio for use. Titanio also receive
and store liquid asphalt under the direction of external parties, in accordance with contracts/agreements.

As goods are received at the Terminal, checks are conducted to ensure what was received is in good condition and reflects
what was ordered. During inspection and evaluation of the incoming goods either of the following occur:

 Goods are approved and accepted

 Goods are rejected, not accepted, and resolution with supplier is required.

As relevant, third parties may be relied upon to verify and validate that suppliers/contractors meet the given
requirements/specifications of Titanio and/or industry standards.

Any issues with regards to purchases made or services received, including supplier issues or products that do not meet
requirements are handled as per section 3.1.1 – Non-conformance reporting.

2.5.3SUPPLIER PERFORMANCE MONITORING

Responsibility: Senior Leadership

Supplier performance is monitored and evaluated through issues identified and included in the nonconformity process.
Overall trends and performance of suppliers are reviewed in the Management Review Meeting (3.6.1). The function and
success of products and services also indicates supplier performance.

2.6 EQUIPMENT CALIBRATION AND MAINTENANCE

Responsibility: All Staff/Senior Leadership

Maintenance and calibration of equipment takes place routinely as required (e.g., transfer pumps, tank mixer motors,
weight scales, and hot oil heaters) which is tracked and monitored using individualized log sheets for each piece of
equipment that are updated and completed with relevant records locally at the terminal.

Equipment requiring calibration is calibrated by competent personnel or an approved third-party. Records are maintained
as evidence of calibration.

Damage or failure of equipment is reported to the Operations Supervisor and/or Plant Manager and addressed
appropriately.

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2.7 CUSTOMER SATISFACTION AND COMMUNICATION

Responsibility: Senior Leadership

Customer feedback is sought during regular interactions with the customer through verbal and written communication to
help determine their perceptions and overall satisfaction. The appropriate Titanio team member will strive to ensure that
all needs of customers are addressed as quickly as possible and to the satisfaction of all customer requirements and
appropriate requests.

The Senior Leadership Team is responsible for formally obtaining customer feedback and sharing relevant customer
feedback/satisfaction information with appropriate stakeholders within Titanio. Customer feedback is obtained, and
satisfaction is determined as follows:

 Informal feedback is given throughout a contract

 Customer reporting and results received from customers
 Lost/repeat business and customer retention analysis.

Significant feedback is reported to the Plant Manager and relevant records are retained e.g., in the Continual Improvement
Log (3.1).

2.8 CUSTOMER PROPERTY

Responsibility: Senior Leadership

Titanio handles the physical and/or intellectual property of customers or third-parties. For all customer or third-party
provider property, appropriate care is taken to ensure that damage or loss does not occur. All intellectual property or
sensitive information received from customers/third party providers by Titanio are considered confidential information
and are treated sensitively – per the relevant contract/agreement, if applicable.

If a noteworthy complaint is received, regarding damage or loss of customer or external provider property, the customer
or external provider is notified, and the issue is addressed in mutual consultation with the affected parties.

Significant incidents or issues are handled and recorded in accordance with the process at section 3.1, in the Continual
Improvement Log.

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SECTION 3: SYSTEM MANAGEMENT

PROCEDURES

3.1 NONCONFORMITIES AND CONTINUAL IMPROVEMENT

Responsibility: Project Manager, Owners Representatives

Definition: Non-conformance: Failure to comply with requirements including non-conformances with customer
requirements, customer expectations, legal requirements, and Titanio processes.

3.1.1 NONCONFORMANCE REPORTING

Responsibility: All Staff, Project Manager, Owners Representatives

Issues, non-conformances, and opportunities for improvement are recorded and monitored through the Continual
Improvement Log. All staff are expected to identify and report issues, non-conformances, or opportunities for
improvement to the Project Manager. The following information is recorded for each item recorded in the Continual
Improvement Log:

1. A description of the identified issue, non-conformance, or opportunity for improvement

2. Determine the cause and nature of the issue or non-conformance, where relevant
3. Subsequent corrective or preventive actions planned and responsible parties
4. The results of the corrective and/or preventive actions taken.

As part of the evaluation stage, Titanio considers whether similar issues or non-conformances exist or could potentially
occur, and if risks/opportunities should be updated or changes to the QMS should be made.

3.1.2 REVIEW OF NONCONFORMITIES/ISSUES AND CONTINUAL IMPROVEMENT

Responsibility: Project Manager, Owners Representatives

1. As needed, and at least quarterly, the Continual Improvement Log will be reviewed by the Project Manager. The
Project Manager will also review the Continual Improvement Log with the Leadership Team in the Management
Review Meeting (See section 3.6.1).
2. If no further corrective/preventive action is to be taken, “No” is selected in the Log
3. If further corrective/preventive action is needed, “Yes” is selected on the Log and corrective/preventive actions
are recorded on the Log:
a. Appropriate corrective or preventive action is determined and recorded on the Log and a deadline is
identified if able
b. Actions are implemented by the designated person
c. The results of the actions are recorded in the “Results” column of the Log
4. The action is closed out on the Log and dated when the Project Manager is confident the likelihood for
occurrence/re-occurrence of the issue has been reduced effectively or the issue has been resolved.

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3.2 DOCUMENTED INFORMATION

3.2.1 INTERNAL DOCUMENT CONTROL

Responsibility: Project Manager/Senior Leadership

Scope: Internal documents include the QMS and all other policies, procedures, and forms relevant to the QMS that
Titanio created.
Titanio ensure documents are maintained and updated in a controlled manner.

3.2.1.2 DOCUMENT AVAILABILITY AND APPROVAL

The master versions of all internal documents are the electronic versions located, titled, and organized in Titanio’s
company network. Documents are appropriately organized in folder structures. All documents are protected in the
appropriate manner for the document, e.g., access controls, PDF, read only etc.

All internal master documents relevant to the QMS must be reviewed and approved by Senior Leadership. Access to
folder structures and documents in the company network is limited via access controls granted by the IT Manager, with
approval from Senior Leadership as appropriate.

Titanio has implemented a process of document preservation and storage by:

- All computer-generated documents, tracking and verification shall have an offline backup computer software
system whereby all materials shall be stored and protected. This shall be done by an outside third party who will
store and protect all data and documentation
- All hard copy generated documents such as daily logs, safety meetings, maintenance records, and repairs shall be
safely kept in a cabinet located at terminal and shall be secured. Only the Plant Manager and Upper Management
of Titanio shall have access to this secured cabinet.

3.2.2 PROCESS, SYSTEM AND DOCUMENT CHANGES

Responsibility: Senior Leadership, Owners Representatives

If a document/process needs to be changed, the impact of the change will be considered by the relevant responsible
party(ies) before the change is approved. The following will be considered:
 The purpose of the changes and their potential consequences
 Impact on the integrity of the QMS
 The availability of resources
 The allocation or reallocation of responsibilities and authorities.

Once a change to a document is approved by the relevant document owner:

1. The responsible/assigned party makes the approved changes to the document and updates the revision, version
and/or date on the document
2. Affected personnel will be notified of the changed document
3. If an obsolete version of a document needs to be retained, the obsolete document must be kept in a separate
location to the approved documents, such as an “Archive” subfolder.

Notes:

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 Printed versions of an approved internal document are not considered controlled; therefore, users should refer to
the approved electronic version
 Internal documents will be reviewed for currency/adequacy as part of the internal audit procedure (3.5).

3.2.3 EXTERNAL DOCUMENT CONTROL

Responsibility: Senior Leadership, Owners Representatives

Definition and scope: external documents are documents that external parties author, e.g., standards and regulations
relevant to the scope of Titanio (e.g., ISO 9001).

This Quality Management System has been developed in accordance with the requirements of ISO 9001:2015. The Senior
Leadership Team is notified by the nominated certification body of any changes that are made to the Standard. Titanio
also adheres to relevant federal, state, and local laws and requirements.

If any external updates affect internal operations, related internal documents are updated, reviewed, changed etc., and
communicated appropriately.

3.2.4 RECORDS CONTROL

Responsibility: Senior Leadership

Scope: this section is relevant to the records that are retained as part of the operations of Titanio.

Hard copy records retained at the terminal until the appropriate time, where it is then scanned and added to Titanio’s
electronic records. Where possible, Titanio maintains company records in electronic form. Records in electronic form are
generally retained indefinitely, in the approved software platform/location, unless a contract or legal requirement specifies
otherwise. Hard copy records are retained appropriately or transferred to an electronic record. The Senior Leadership
Team approves the disposal of company records, and upon approval, company records are appropriately disposed of.

Access to electronic records stored in approved software platforms is by username and password. Access to sensitive
information/records is controlled and restricted based on role/position – e.g., through password protections and/or access
controls for electronic records.

Titanio’s ensures backups, per section 3.2.1.2 to aid in the preservation of documented information.

Titanio shall retain all records, data, documentation, and other such materials for a period of at least five (5) calendar
years, commencing January 1, 2023. Disposal of all documents shall be performed with relevant approvals from the
Senior Leadership team and in a manner whereby assurances are given all records will be completely and forever removed
from circulation.

3.3 COMMUNICATION AND RESOURCE MANAGEMENT

3.3.1 COMMUNICATION AND AWARENESS

Internal and external communication is an important aspect of any organization. Employees are empowered to
communicate with Leadership where they see a need to improve or correct issues/process. In many cases, phone calls,

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emails, informal meetings, and formal weekly meetings provide the appropriate setting to better understand the needs of
customers, employees, stakeholders, etc. and address any issues or opportunities for improvement.

Titanio communicates with employees at time of employment and continually throughout employment to ensure they are
aware of:

 The Quality Policy (1.4.1)

 Relevant Quality Objectives (1.4.2)
 Their contribution to the effectiveness of the quality management system, including the benefits of improved
performance
 The implications of not conforming with the requirements of the quality management system.

3.3.2 RESOURCE MANAGEMENT

Responsibility: Senior Leadership

The management of resources is a critical component to the management activities of Titanio. Resources are considered in
various meetings, specifically the Management Review Meeting, and as needed. Resources include the following:

 People (number of personnel and competencies)

 Infrastructure (buildings and utilities, equipment, transportation, IT)
 Environment, e.g.:
o Social (non-discriminatory, calm, non-confrontational)
o Psychological (stress reducing, burnout prevention, emotionally protective)
o Physical (temperature, heat, humidity, light, airflow, hygiene, noise)
 Organizational knowledge: Knowledge necessary for the organization operation and to achieve conformity. E.g.:
o Internal sources (e.g., intellectual property; knowledge gained from experience; lessons learned from
failures and successful projects; capturing and sharing undocumented knowledge and experience; the
results of improvements in processes, products, and services)
o External sources (e.g., standards; academia; conferences; gathering knowledge from customers or
external providers).

The primary methods for determining the adequacy of resources and approving resources are:

1. Upcoming contracts and work in progress

2. By reviewing issues recorded and any developing trends
3. During meetings (3.6)
4. Review of monitoring and measurement data.
As business opportunities arise and strategic directions are determined, Leadership executes by providing the necessary
resources. Approval of resources must include consideration of the capabilities and constraints of existing internal
resources and what needs to be obtained from external providers if appropriate.

3.4 COMPETENCY AND TRAINING

Responsibility: Senior Leadership

Senior Leadership determine the necessary competencies for each employee, based on their role and appropriate to the
work being carried out. Typically, considerations include skills, experience, ability to align to company values/objectives
and any qualifications required for the role.

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All new positions at Titanio are approved by the Leadership Team. Appropriate on the job training is provided by a
relevant Manager or team member e.g., role specific responsibilities, Titanio equipment and processes, operational
procedures, tools, QMS procedures etc.

Training needs identified are addressed by relevant Managers and/or Senior Leadership. Employee records are kept as
individual folders that include external certifications, records and certificates of internal training and competencies. In
particular, certificates of Titanio’s required annual Fire Training are retained in each employee’s file.

An evaluation of competencies, trainings and the effectiveness of any actions taken are considered as part of the
Management Review Meeting.

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3.5 INTERNAL AUDITS

Responsibility: Senior Leadership, Plant Manager

The entire QMS will be audited annually. Actual audit dates will be planned and calendared by the Plant Manager.
Depending on audit findings, more frequent audits may also be calendared.

The internal audits are performed either by select internal personnel or by a third-party organization. Where the internal
audit function is outsourced and conducted by a third party, the Plant Manager must ensure:

 The full management system is audited

 The contract auditor is appropriately qualified to audit
 An audit report is provided
 The auditor is independent of the process being audited.

When performed by internal personnel:

 Auditors are assigned. Internal auditors must be trained in auditing, and they should be as independent as possible
of the process being audited so that they do not audit their own work. Auditor training records are retained on file.
 Audit worksheets are prepared either by creating electronic audit worksheets (editable document, PDF, or
spreadsheet) or by printing hard copy worksheets to allow room on the right side of the page adjacent to the
process or sections being audited to be able to record audit notes and comments.

To perform the internal audit, the Auditor:

1. Reviews their assigned procedures and develops questions

2. Queries personnel and reviews records (audit samples) to help determine if the assigned procedure is being
followed
3. Audit notes, of information both sighted and discussed, are recorded on the Audit Worksheet
4. Any audit results, including nonconformities or changes to the procedure are recorded on the Audit Worksheets
(changes to internal documents must be performed in compliance with 3.2.2). Where immediate action is taken to
correct a result, the action taken will also be recorded on the Audit Worksheet
5. The completed Audit Worksheets/Report are returned to the Plant Manager.
6. The Plant Manager enters any non-conformances from the audit into the Continual Improvement Log for
status/tracking, along with any action taken to resolve those non-conformances (see also 3.1)
7. The results of the internal audit are reviewed, and any further corrective actions are identified and addressed as
per 3.1. Internal audit results are also reviewed in the Management Review (3.6.1).

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3.6 MEETINGS

Note: The Leadership Team has ensured that appropriate communication processes have been established within the
organization and that communication takes place regarding the effectiveness of the QMS. Additional or ad hoc meetings
on a less formal or less regular basis are held as determined necessary by Management to communicate effectively and
ensure requirements are being met.

3.6.1 MANAGEMENT REVIEW MEETING

Responsibility: Plant Manager

Attendees: Owners, Plant Manager, Operations Supervisor

Frequency: At least annually, typically hold quarterly reviews

The attendees will review the QMS and address all agenda items at least annually to ensure continuing suitability,
adequacy, effectiveness, and alignment with Titanio strategic direction.

The following will be discussed in the management review:

1. A review of the Quality Policy

2. The status of actions from previous Management Review Meetings
3. Changes in external and internal issues and any changes in risks and opportunities
4. Changes in the needs and expectations of interested parties
5. The effectiveness of actions to address risks and opportunities
6. Performance and trends in:
o Customer satisfaction and feedback from any other relevant interested parties
o Quality Objectives (1.4.2)
o Process performance and conformity of products and services
o Nonconformities and corrective actions (3.1)
o Audit results, including internal (3.5) and certification audits
o The performance of external providers
7. Adequacy of resources including:
a. People (including the effectiveness of training performed in the past quarter/year and training needs for
the coming period)
b. Infrastructure, e.g., buildings, utilities, equipment, software, transportation, information, and
communication technology
c. Environment for operations, e.g., social, psychological, physical
d. Organizational knowledge
8. Opportunities for continual improvement
9. Any need for changes to the QMS
10. Conclusions on the suitability, adequacy, and effectiveness of the QMS.

The results and actions of Management Review Meetings are retained as a record.

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3.6.2 SAFETYMEETINGS

Responsibility: Operations Supervisor

Attendees: All terminal employees

Frequency: Weekly

A meeting agenda is prepared and updated/reviewed on a weekly basis. The purpose and topics of discussion typically
include:

 Terminal operations
 Safety protocols
 Issues, problems, or concerns
 Resources needed

Records: The results and actions of the meeting are maintained.

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