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Control of Documents

This document outlines the procedures for controlling documents within Al-Karrar Engineering Co.'s integrated management system. It establishes a document hierarchy and coding system. It describes responsibilities for document approval, issuing, amending, withdrawing superseded documents, and distributing documents. The procedure ensures all documents within the integrated management system are properly controlled and the most current versions are being used.

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M Alim Ur Rahman
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© © All Rights Reserved
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Download as DOCX, PDF, TXT or read online on Scribd
200 views

Control of Documents

This document outlines the procedures for controlling documents within Al-Karrar Engineering Co.'s integrated management system. It establishes a document hierarchy and coding system. It describes responsibilities for document approval, issuing, amending, withdrawing superseded documents, and distributing documents. The procedure ensures all documents within the integrated management system are properly controlled and the most current versions are being used.

Uploaded by

M Alim Ur Rahman
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Al-Karrar Engineering Co.

For General Contracting (Ltd.)


Standard:

ISO 9001:2008 (QMS), ISO 14001:2004 (EMS)


& OHSAS 18001:2007

Revision
No.

Title:

CONTROL OF DOCUMENTS

Date:

Document No:

KEC-PR-001

0
0

Issue
No.

0
1

25-03-2013
Page 1 of 6

INTEGRATED MANAGEMENT SYSTEM


PROCEDURE
FOR
CONTROL OF DOCUMENTS
Prepared by: ______________________________
Reviewed by: ______________________________

Approved by: ______________________________


DOCUMENT CHANGE RECORD
Revisi
on NO.

Date

Initiated
By

1. PURPOSE:

Page
No.

Sectio
n

Nature Of Amendment

Done By

Al-Karrar Engineering Co.


For General Contracting (Ltd.)
Standard:

ISO 9001:2008 (QMS), ISO 14001:2004 (EMS)


& OHSAS 18001:2007

Revision
No.

Title:

CONTROL OF DOCUMENTS

Date:

Document No:

KEC-PR-001

0
0

Issue
No.
25-03-2013

Page 2 of 6

To ensure that all documents comprising the Integrated Management System


are controlled and distributed so that those employees requiring them use
only current issues.

2. SCOPE:
The scope of this procedure is controlling various procedures, formats and all type
records used at Al-Karrar Engineering Co. for General Contracting (Ltd.).

3. RESPONSIBILITIES:
a) The Management Representative and Deputy Management Representative
have responsibility for directing the activities of this procedure.
b) Management Representative is responsible to maintain and revise this
procedure.

4. PROCEDURE:
Control of Documents:
4.1

Document Hierarchy

Level 1:
Level 2:
Level 3:
Level 4:

4.2

IMS Manual
Procedures and SOPs
Job descriptions, Work instruction
QHSE Records, Specifications, and Standards

Document Coding

4.2.1

The header portion of all Integrated Management System procedures


contains,
Company Name Al-Karrar Engineering Co. for General Contracting (Ltd.).
Document Name XXX
Document Code AAA-XX-YYY

0
1

Al-Karrar Engineering Co.


For General Contracting (Ltd.)
Standard:

ISO 9001:2008 (QMS), ISO 14001:2004 (EMS)


& OHSAS 18001:2007

Revision
No.

Title:

CONTROL OF DOCUMENTS

Date:

Document No:

KEC-PR-001

0
0

Issue
No.
25-03-2013

Page 3 of 6

Where:

AAA is the abbreviation for Company Name, which is KEC.

XX is the Abbreviation used for Procedures.


YYY is the Document Number.
Date
dd/mm/yyyy
Page number
X of Y
Issue number
YY
Standard
X(QMS) Y(EMS) Z(OH&S)
Revision number (Rev.)
XX

All documents will be initially provided with Rev: 00 for initial release, any
further revision will be followed by Rev. 1 for 1st revision and numerically
increases for further revisions.

4.3

Document coding for forms/formats


For forms and formats following document coding would be followed;
AAAA-BB-XXX-YY-ZZ
e.g.: (KEC-FM-001-01-00)
Where:
AAA is the code of the company name.
BB is the Form.
XXX is code of procedure /Clause code /Department.
YY is code of form number.
ZZ is the revision number of the documents.

4.4

Document Approval (Level 1, 2)

4.4.1

Documents are written by the appropriate person, involved with the


activity.

4.4.2

Approvals:

0
1

Al-Karrar Engineering Co.


For General Contracting (Ltd.)
Standard:

ISO 9001:2008 (QMS), ISO 14001:2004 (EMS)


& OHSAS 18001:2007

Revision
No.

Title:

CONTROL OF DOCUMENTS

Date:

Document No:

KEC-PR-001

4.5

0
0

Issue
No.
25-03-2013

Page 4 of 6

QHSE Policy and IMS Manual are approved by the MD.


Except QHSE Policy and IMS Manual all documents are approved by
the MR.
The Management Representative reviews documents in accordance
with requirements of ISO 9001:2008 (QMS) ISO 14001:2004 (EMS) and
18001:2007 OHSAS before issuance.

Issuing Documents (Level 1, 2 & 3)


4.5.1 Official controlled documents photocopy are bearing a stamp of
CONTROLLED DOCUMENT and cannot follow distribution.
4.5.2 Uncontrolled photocopies are only allowed for use by external
parties, e.g. customers, auditors, etc. these are stamped on the
front page as UNCONTROLLED DOCUMENT and it can be
distributed further.
4.5.3 The original document, signed and dated, retained in the Main IMS
File. This file comprises separate folders for each department,
containing all the IMS system documents for that department.
4.5.4 All documents are recorded on a Master List of Controlled
Documents
(KEC-FM-001-01-00).

4.6

Amending Documents
4.6.1 In case of any change in procedures, WI, forms/formats is required;
it is recorded in Change / Disposition Form (KEC-FM-001-0400).
4.6.2 The change is highlighted with (*).

4.7

Withdrawal / Superseded Documents


4.7.1 All documents having with old revisions are either disposed off or
kept in a record for fixed time duration wherever applicable.
4.7.2 These documents are marked as superseded document and
stamped SUPERSEDED for identification.

0
1

Al-Karrar Engineering Co.


For General Contracting (Ltd.)
Standard:

ISO 9001:2008 (QMS), ISO 14001:2004 (EMS)


& OHSAS 18001:2007

Revision
No.

Title:

CONTROL OF DOCUMENTS

Date:

Document No:

KEC-PR-001

0
0

Issue
No.
25-03-2013

Page 5 of 6

4.7.3 The rejected or superseded records/documents as and when


required and appropriate dispose off through Change/ Disposition
Form (KEC-FM-001-04-00) duly approved by MR and/or MD.
4.7.4 The mechanism of disposal is shredding.

4.8

External Origin Document


External document will be kept by the MR. MR will maintain the record
in Master List of External Origin Documents (KEC-FM-001-0200).

4.9

Document Distribution Record


The procedures with related formats are distributed among all
concerned departments for reference purpose and there record is
entered in Documents Distribution List (KEC-FM-001-03-00).
4.10

Minor Changes:

Minor changes are classified as typographical error, spelling mistake,


incorrect or incomplete printout, and grammatical errors. In case of
such minor changes, revision number will not change. These changes
are incorporated by the custodian of the document by writing work the
superscript form. Use of BLANCO is forbidden without changing
revision number.

4.11 Changes In Designation In Organization:


Whenever there is a major change in designation of officers in
organization, a separate sheet is inserted at the beginning of
respective folders of System Manual, System Procedures, Standard
Operating Procedures and Work Instructions etc. indicating the
changes in designation with a note that all previous designation should
be read as new designation mentioned therein.

5 RELATED RECORDS:
i.
ii.
iii.

Master List of Controlled Documents


KEC-FM-001-01-00
Master List of External Origin Documents KEC-FM-001-02-00
Document Distribution List
KEC-FM-001-03-00

0
1

Al-Karrar Engineering Co.


For General Contracting (Ltd.)
Standard:

ISO 9001:2008 (QMS), ISO 14001:2004 (EMS)


& OHSAS 18001:2007

Revision
No.

Title:

CONTROL OF DOCUMENTS

Date:

Document No:

KEC-PR-001

iv.

Change / Disposition Form

0
0

Issue
No.
25-03-2013

Page 6 of 6

KEC-FM-001-04-00

0
1

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