6.

2 INITIATION OF QHSE MANAGEMENT SYSTEM DOCUMENT

Any new or existing QHSE Management Systems documents can be initiated using Document
Change Request form. Such Documents shall be initiated and drafted by the originator. The draft
documents shall be reviewed for its relevance and compliance to the IMS standard requirements by
the Management Representatives. Document, which is not approved, will be returned to originator.

6.3 APPROVAL

The Management Representative together with the management shall review the draft documents
prior to issue, in two stages.

a) its appropriateness and relevance to the processes and

b) Its compliance to the requirements of IMS standard.

If the concerned document is accepted after the initial review, a final draft shall be passed on to the
management for Authorization.

6.4 AUTHORIZATION

Draft documents shall be sent to the management for their comments, review and approval. The
concerned document shall be amended if management has any comments else he shall sign the
document for issue.

6.5 DOCUMENT CONTROL MECHANISM

a) QMS/HSE DOCUMENTS

Original authorized document signed by the management shall be retained as a ‘Master Copy’.
Copies for distribution shall be photocopied from the Master copy and stamped as “Controlled
Copy”. The Management Representative shall then update the current status of the document and
keep it ready for issue.

b) EXTERNAL DOCUMENTS

All National / International Standards, Drawings, etc. shall be approved for use, by the management.
The copies of the standards shall bear the controlled copy stamp. The copies of standard shall be
distributed to the concern person as and when required. The Technical Manager / MR’s and
department heads shall maintain an updated set of International/National Standards, Product
Specifications / Regulations / Customer Drawings / Legal documents, such as to ensure compliance
with the requirements of this procedure shall be maintained for project. Master list of external standard
distribution shall be maintained by Technical Manager / Secretary / MR’s or department heads.

c) COMPUTER SOFTWARE

The computer software shall be validated before use and loaded on to the user computers. The user
computers shall be protected by the password and shall be backed up with a standard security
protocol by the computer administrator. Anti-Virus software shall be provided on all the user
computers. The original software copy shall be maintained by the Management Representative / IT /
Secretary as a controlled copy. IT engineer inspect each section software/hardware problems monthly
/ yearly for system improvement.

Document Title: Document Control

Rev. No 0, dated 15.06.2022
Document ID: ECG-QP-01
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