Document & Data Control - Introduction (Documented Procedure Manual section 4)
This spreadsheet is designed to hold information about key controlled documents and data. It is set out in a number of individual
sheets to cover various types of document or data. Each sheet has example entries included in italics which can be over-written
or kept for guidance. A note about each sheet is given below, access the sheets by clicking on the tabs at the foot of the screen.
Tab Purpose
External Docs Documents held (electrinically or hard copy) that have been sourced externally (i.e. not produced by the Company)
Accessed Docs Documents regularly accessed for information on-line, but not held by the Company
Documents produced by the Company and controlled (such as procedures and standard forms), not documents prepared for
Live Company Docs
each job such as quotes or data packs
Old Company Docs As above, but a list of those documents, or versions of documents that are no longer in use
Software used for generating critical data (such as energy performance or wind load calculations, not software such as
Software
"Microsoft Word" etc)
Data Storage General information on where data generated by the company is stored
Backup Info Information on how frequently backups are made and where backups are held
NRL/PRC/0050 1.0 07.09
External Documents Held
Issue Provider
Document Title Type Reference Status or Author Source Change Tracking
Example - Installer Certification Scheme Requirements PDF MCS 001 2.4 MCS via source
http://www.microgenerationcertification.org/mcs-standards/installer-standards
Example - Requirements for contracts undertaking the supply,
design, installation, set to work commissioning and handover of PDF MIS 3002 3.2 MCS via source
http://www.microgenerationcertification.org/mcs-standards/installer-standards
solar photovoltaic (pv) microgeneration systems
Example - Wind loads on roof-based photovoltaic systems Print BRE Digest 489 May-14 BRE www.brebookshop.com MIS3002 listed publications
Documents Not Held but Accessed Over the Internet
Note: documents will be current at the time they are accessed
Document Title Web Address, or other access information
Example - Building Regulations Approved Document P - Electrical
http://www.planningportal.gov.uk/buildingregulations/approveddocuments/
Safety - Dwellings
Company Documents (LIVE and in use)
Master Approved or Date Approved
Document Title, Filename or Number Type Version Location Author Reviewed by or Last Reviewed Amendment Notes
Updated to cover wind turbine
Example - Company Health and Safety Policy Word 2 M: drive Adam Smith Eve Jones 6/21/2014
activities
Company Documents (WITHDRAWN from use)
Document Title, Filename or Number Type Version Date Withdrawn Amendment Notes
Example - Company Health and Safety Policy Word 1 6/21/2013 Initial issue
Software Used
Date last Checked
Software Title / Purpose Type Version Provider Means of Access for Upgrades
current Dr Valentin Energie
Example - SAP2005 online calculation, solar thermal web based www.valentin.de current when used
when used Software GmbH
Company
Example - SAP2005 online calculation, photovoltaic Jun-11 Own M: drive 6/21/2014
Spreadsheet
Data Generated by the Company
Type of Data Location Held
Example - Performance predictions for PV installations Held in customer folder with quotes
Example - Performance predictions for PV installations Held in folder M:\pv calculations\
Document & Data Backup
Frequency of
Documents or Data Backup Location of Backup
Example - Company Health and Safety Policy Annual Backup on CD held at Adam Smith's house
Example - Performance predictions for PV installations Monthly Backup on CD held at Adam Smith's house
Example - Performance predictions for PV installations Monthly Backup files copied to internat data store on yahoo account
