Document Control Presentation

Document
Control
Basics of Professional
Documentation
and
Document Control Systems
DC Presentation - Rev 0
SESSION 1
Who is a Document Controller?
A document controller….
 manages the receipt and processing of all company
documentation in accordance with the appropriate Company
Operating Procedures (inCITE) and in accordance with
Project/Client specific data control requirements.
 acts as a custodian of sensitive documents and original drawings
while in the Document Control's possession
 accounts for all the documents utilizing the Document Control
Drawing Index and Correspondence Index
 Provide support to all departments for the control of
documentation, drawings, project data distribution
 ensures the QUALITY of Documentation through proper
identification, traceability and retrieval of all the documents
Qualities of a Good Document Controller
 Motivation
 Understanding
 Dedication
 Team Work
 Interaction
 Enjoy
What is Quality?
 I’m not sure but I know when something

doesn’t have it!
 Quality is a degree of excellence; an
inherent or distinguishing characteristic or
property
What is Quality Control?
 It’s a system for verifying and maintaining a

desired level of quality in a product or
process by careful planning, inspection and
corrective action.
 Basically – it’s doing!
What is Quality Assurance?
 A planned and systematic pattern of all

actions necessary to provide adequate
confidence that a product fulfills customer’s
expectations; ie, it’s problem free and able to
perform the task it was designed for.
 Basically - it’s planning!
Document Control as QA…..
Step One in Building

an Effective System Is:
To Have Professional
Documentation!
Professional Documentation is:
 Clear
 Concise
 User friendly
Documents Identification & Traceability
 Control these by having a section on your master list

for documents (Document Register).
 Include:
 Serial Number
 Document Name
 Document number
 assigned by LEIGHTON.
 Current Revision
 Controlled Copy Number
 Document Location(s)
Filing System
 The master electronic documents are stored

in K-Drive with “pdf” & “Word” on the proper
FILING INDEX.
 A Master list is prepared and kept for the
traceability (K Drive Filing Register).
 Hard copies are copied on to paper and is
marked “MASTER” and stored in the same
way as K-Drive.
Engineering Documents
 A master list indicating the current revision

of each documents is maintained.
 This is usually achieved using the “Deliverable
Register.
Documents of External Origin
 These documents must be included in your

document control system. For example:
 Receiving documents from Clients/Vendors
 Industry Regulations
 Codes & Standards
 References used for your documentation.
Step Two: Have the
Right Amount of
Documentation
But how much
documentation do I
need?
Documentation:
The right amount
 Remember that the goal here is consistency
for your processes.
 If two trained employees were to perform this
task, would they do it the same way?
 If the answer to this is “Maybe not” a work
instruction is appropriate.
Business System
 Authors write the procedures or work

instructions.
 The document is sent to the Manager for
Review
 When it is reviewed it goes to the Client for
the Approval.
 Approved documents should be distributed
via controlled copy.
Document Release Flow
Document Originator Document Control Center Document Approver
Issue DCN with Acknowledge
Draft controlled
Rev. Update DR Transmittal,
doc for approval
Review Doc &
Step 1 Step 3 return
(approval /
Request for Check Update&
comments)
DCN from DCC Send for Review
Step 6
Step 2 Step 5
Submit Doc with

DCN & Rev
Step 4 NO Approved ?
Incorporate
Comments
Step 7
Y
E
S
Update the DR
Issue Control
Copy
Step 8
Distribution System
 Hardcopy distribution may be necessary.

 “Distribution Matrix” must be maintained to
identify the distribution list.
 A master list called “Distribution Register”
must be kept for distributed documents.
 Controlled hardcopies need to be identified.
Hardcopy System
 The hardcopies are distributed throughout the

facility.
 The master list indicates what procedures and
work instructions need to be in each book
(Indexing)
 Copies are kept to a minimum by only distributing
relevant documents to each area.
Control of
Documents
Basics of Controlled Copy and

Distribution Systems
Control Documentation:
 Hard copy version of controlled documents are
identified by the word “Controlled Copy” stamped in
RED on the cover or face of the document with a
copy number written according to the Distribution
Matrix.
 All controlled hard copies will be issued and tracked
via the distribution matrix and register.
 “Copies” of controlled documents which has the
words “Controlled Copy” in black or grey are NOT
controlled.
 Current revisions of controlled documents can be
cross referenced with the Deliverable Register.
 Note: It is the responsibility of the user to ensure
that he/she is working with the most current version
of the document in question but the DCC should
ensure that the latest revision of the document has
been transmitted according to the Distribution
Matrix.
 Document revision levels are located on the footer
of all controlled documents.
 When controlled documents are updated the

obsolete documents must be removed and
destroyed to prevent unintended use.
 Obsolete documents retained for record
purposes shall be marked “Obsolete” or
“Superseded” in the Master Document files.
 One person is designated as the Document

Control Coordinator.
 This person
 keeps the master list up-to-date
 Update revisions to document
 Distributes revised documents
 Collects the outdated documents
SESSION 2
Step 3: Outline Your
Document Control
System
Manual
Procedures
Work Instructions
Clarify Your Terminology:
Procedure: Describes the
 Procedure process.
 Work Instruction Work Instructions: Tells how to
 Attachments perform the process.
 Forms Attachment: Information

attached to the procedure to help
clarify the procedure.
Forms & Check lists: Tools used
to document the work was
carried and Inspected
accordingly
What Will You Control?
 Policies  External Docs:
 Procedures  Like Client or Consultant
Documents
 Work Method  Vendor Documents
Statements
 Inspection and Test
Plans
 Attachments
 Forms
 Drawings
Topics We’ll Discuss
 Management Organization
 Receiving Inspection
 Design Selection
 Drawing and Document Control
 In-Process Controls
 Non Conforming Materials
 Corrective Action
 Measurement and Test Equipment
 Personnel Training and Certification

 Health, Safety & Environment
 Final Assembly and Test
 Miscellaneous
Important note…..
 The slides which we will discuss next is an

attempt to get some basic idea only and is
not exhaustive. The topics are wide and a
better knowledge of them will prove more
useful for the Document Controllers on their
daily activities. Also the associated
documents covered are only samples and
NOT COMPLETE
Management Organization
 Basic Concept
 Management establishes and documents
policy.
 Form the basic guidelines
 Set internal authorizations and
responsibilities
Management Organization
 Associated Documents
 Project Management Plan (Including all the
Project Plans but the filing of the same will be
only in their respective divisions)
 Organisation Chart
 Position/Job Description
 Correspondence
 Project Pictures
Receiving Inspection
 Basic Concept
 Verification of physical and operational
characteristics against approved/vendor
supplied documents
 Should include inspection instructions
 Useful life of products
Receiving Inspection
 DC, Material Receiving Report
 Material Certificate
 Mill/Test Certificates, Calibration Reports
 Safety Data Sheets
 Inspection Check Lists as per ITP
 Under Short Over Damaged Report (USOD)
 Non Conformance Report
Design Selection
 Basic Concept
 To mark, document, describe or plan an
image of accomplishment
Design Selection
 Design Basis
 Specifications (Client Spec, Codes & Standards, Design
Specifications)
 Calculations
 Work Method Statements
 Drawings (Design & Shop Drawings)
 Reports
 Request for Informations (RFI)
 Technical Deviations
 Design Change Controls
 Project Instructions & Approved forms
Drawing and Document Control
 Basic Concept
 A system must be maintained for the control
of all documents affecting the quality program
and the incorporation of subsequent changes
Drawing and Document Control
 Document/Deliverable Register
 Incoming & Outgoing Transmittal Register
 Distribution Matrix & Register
 Filing Register
 Incoming & Outgoing Transmittals
 Filing Index, Filing Index Register
 Standard Filing Labels
In-Process Controls
 Basic Concept
 Program must be maintained to ensure that
contracts, drawings and specifications are
met
 If ignored, unacceptable end product may
result which introduces costly delays, repairs
and rework
In-Process Controls
 Controlled Copy Distribution
 Daily Progress Reports
 Day Work Sheet
 Inspection Check Lists
 Project Instructions and forms
 Audit Reports
 Non Conformance Report
Non-conforming Materials
 Basic Concept
 Whenever material is found which departs
from the requirements, it is necessary to
identify, segregate and remove the non-
conforming material to a quarantine area
Non-conforming Materials
 Non Conformance Reports
 NCR Register
Corrective Action
 Basic Concept
 A program for reporting and follow-up on
deficiencies discovered during any phase of
the contract performance is essential to
maintaining an effective quality program
Corrective Action
 Closed-Out NCR’s
 NCR Register
 Audit Reports
 Corrective Actions Report
Measurement and Test Equipment
 Basic Concept
 To ensure accuracy, equipment must be
calibrated at scheduled intervals against
approved standards traceable to international
standards
Measurement and Test Equipment
 Mill/Test Certificates
 Calibration Certificates
 Calibration Register
 Safety Data Sheets
Personnel Training and Certification
 Basic Concept
 A positive training program should be
maintained for personnel who have an effect
on or are responsible for determining product
quality
Personnel Training and Certification
 Operators Training License
 Welder Qualification Certificates
 Welder Qualification Register
 Safety Training Certificates (especially on
offshore to comply with SOLAS)
 License from Govt. Authorities
Health, Safety & Environment
 Basic Concept
 A positive training program should be
maintained for personnel who have an effect
on or are responsible for determining and
maintaining Safety at work.
Health, Safety & Environment
 Project Instructions
 Risk Assessment
 Job Safety Analysis
 Permit to Work
 Tool Box Meetings
 Safety Induction Training Reports
 Safety Training Reports
 Incident/Accident Report
 Safety Data Sheet
 Test Certificates
 Operator License/Training Certificates
 Safety Checklist
 Safety Awards
Final Assembly and Test
 Basic Concept
 Similar to in-process inspection except that
this is your last opportunity to verify many
characteristics
Final Assembly and Test
 Manufacturer’s Record Book (MRB)
 Release Notes
 Installation/Completion Certificates
 Inspection and Test Plan (ITP)
 Checklists and Signed Formats
 Closed-Out NCR & Corrective Action Reports
 FINAL DOCUMENTATIONS
Miscellaneous Items to Address
 Assign a unique document name

 Assign a date of issue
 Show revision levels
 Number all pages and appendices
 Check header and footer when receiving a
document
 Include a Table of Contents
SESSION 3
Step 4:
Where will
you keep
your
documents?
Planning Your Infrastructure
 ISO gives you guidelines

 Leighton’s Standard Procedures for
Document Control
 You prepare your own blue print in
accordance with our company/project
procedures and contractual agreements
Example Systems
Hardcopy Filing System
 Use proper filing cabinets and box files
 Care to be taken for all the files to look alike
and have a pleasant aesthetic appeal
 Standard Filing Labels to be used for the
project
 Filing Index of the hard copy will be the same
of the K-Drive as for easy traceability
 Filing Index shall be maintained for easy
identification.
Hardcopy System Important points…
 When documents are updated/superseded obsolete
documents are retained for record purposes and
shall be stamped “Superseded” in the Master
Document files. DONOT REMOVE THE
OBSOLETE DOCUMENTS FROM THE MASTER
COPY
 Soft copies can be filed immediately in the K-Drive
and in inCITE.
 Delay in updating new documents or revised
documents may cause expensive losses to the
project.
Common Problems with
Document Control
Common Problems
 Document Controller’s misunderstanding

between a Procedure and a Work Instruction.
 Terminology has not been defined, and is not
used in a consistent manner.
 Difficulty in identifying the documents and its
corresponding locations
Common Problems
 There is no process for tracking changes or

training on tracking changes.
 Revisions of documents are not kept current.
 Inconsistent use of other documents such as:
 forms
 attachments
 drawings
 documents of external origin
Common Problems
 Approval
 Distribution
 Keeping distribution current
Common Problems
 Too many documents are distributed. The

system cannot be maintained.
 Lack of control of documents of External
Origin.
 Avoid these problems by planning ahead
QUESTIONS?
Avoid problems by planning ahead..…...
And All the pieces will fall

in place.
Remember that an ounce of prevention is worth a

pound of cure
OUR QUALITY POLICY
 Quality management is central to all Leighton's activities. We endeavour to
provide our clients with a truly professional approach to project delivery.
It is our policy to provide superior service to our clients by understanding
and responding to their needs and expectations, and to systematically
manage our projects to maximise value for all stakeholders.
Our comprehensive quality systems provide objective and thoroughly
documented evidence of a project's conformance to all regulatory and
contractual obligations.
Our operations in Malaysia, Indonesia, Singapore and Sri Lanka have
obtained certification under international standard ISO 9000 for their quality
management systems
 Prepared for Document Control Center

LEIGHTON INTERNATIONAL
by Shiva Kumar, DCC-JERP.

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Document

 I’m not sure but I know when something

 It’s a system for verifying and maintaining a

 A planned and systematic pattern of all

Step One in Building

 Control these by having a section on your master list

 The master electronic documents are stored

 A master list indicating the current revision

 These documents must be included in your

 Authors write the procedures or work

Submit Doc with

 Hardcopy distribution may be necessary.

 The hardcopies are distributed throughout the

Basics of Controlled Copy and

 When controlled documents are updated the

 One person is designated as the Document

 Forms Attachment: Information

 Personnel Training and Certification

 The slides which we will discuss next is an

 Assign a unique document name

 ISO gives you guidelines

 Document Controller’s misunderstanding

 There is no process for tracking changes or

 Too many documents are distributed. The

And All the pieces will fall

Remember that an ounce of prevention is worth a

 Prepared for Document Control Center

by Shiva Kumar, DCC-JERP.

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