DOCUMENT CONTROL PROCEDURES

It is essential to keep certain documents at site for making a permanent record of each and
every item related to the project. Such items may include tests conducted at site, test
certificates, instruction issued to contractor, record of drawings issued to the contractor,
inventory of the material at site. All such site documents play an important role not only in
assuring the quality of the work, but also in making the total management of the project
comparatively easier. All these documents with a unique identification number have been listed
in the end of Chapters as Appendix A.

Document control is an art for transmittal, receipt, recording, processing filing and retrieval of
documents, and to ensure common format. The most important documents for QA/QC are final
design documents, test reports and instructions. Document control procedures, including
guidelines for correspondence control, are outlined below.

An important part of the Quality Control Manager’s work as regards to QA/QC procedures is to
keep adequate records. These records enable an appraisal to be made at any time of the
progress of work, they form the basis of fixing an accurate assessment in monitoring the
contractor’s work, they enable all material to be ordered in proper time, they enable the
designers to be assured that the assumptions made for design purposes are valid, they assist in
the solving of new design problems that they may arise during construction, and they form a
source of information on the subsequent behaviour of the completed works.

Document Approval System and Level of Authority:

The Contractor’s Site organisation shall be as shown below:

Site Organisation Plan

Project
Manager

Q.A/Q.C Administrative
Manager Engineer

Safety
Site Engineer Lab Technician
Engineer

Foreman

Supervisor

Manpower
All the Documents under the Document Control Procedure shall originate at the Site from the
Site / Field level Staff. The Project Manager is authorised to approve and transmit documents to
the Engineer / Client.
The General Site records and documents like Site Order Book, Daily Progress Report etc. shall
be initiated by the Field / Site Staff. These records shall be reviewed by the Works Q.A /Q.C
Manager, Signed and submitted to the Project Manager for further transmittal. Project Manager
shall review the Document, Sign and after proper recording in the Outward register would
submit it to Engineer and the Client.
Likewise, the Documents and Reports pertaining to Quality Control and Assurance shall
originate from QC field staff / QC Lab technician level. The QC documents / reports shall be
properly reviewed and signed by the QC Manager and submitted to the Project Manager for
further transmittal. Project Manager shall review the Document, Sign and after proper recording
in the Outward register would submit it to Engineer and the Client.
All the documents / reports shall be made in quadruplicate. One copy shall be filed at the Site
Office, One Copy shall be filed at the Project Manager’s Office and one copy each shall be
transmitted to the Engineer and the Client. This shall ensure that the documents / records are
available at all levels.
Generally, all the documents / records shall be transmitted to the Engineer /Client with two days
of origin from the Site level.
All the documents / records shall be maintained in Hard as well as Soft copy format and shall be
available in both formats for review at any time.

1.1 SITE ORDER BOOK

The contractor shall be responsible for a site order book, in triplicate, at the site of work at all
time, and this shall be open for inspection by authorized representative of Client. The site order
book has two primary purposes to record day today instruction to the contractor and the
contractor’s compliance with these instructions, and to record the inspections and expectations
of work completion stages along with issuing approvals to the contractor to proceed with the
next stage of constructions.
As noted above the status of the contractor’s compliance with instructions issued is to be
summarized in the site order book, Format No. C/DCP-1 of Appendix A, and reviewed monthly
by the Client and during the periodic squad checks. In cases where the contractor has failed to
comply with the instructions the reasons therefore shall be determined and necessary remedial
action required to be taken.

SOCODEV would maintain a file of site orders issued to contractor for record and compliance.

1.2 MATERIAL CONTROL

All the materials procured for the construction activities of the Project as required in the
contract agreement shall be entered in the material register by the contractor and shall be
open for inspection by all the engineer of the Client.
The report of input materials will be recorded in the Material Register in the form of ledger,
using Format No. C/DCP -2 of AppendixA. This document shall provide overall information of
materials requirement, consumed and balances on that date.
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QUALITY ASSURANCE QUALITY CONTROL MANUAL

1.3 DAILY PROGRESS REPORT

Daily Progress Report is an essential Document for complete monitoring of the progress of
work. It concentrates on extracting the information for the work completed during the day,
how many men were engaged on each part of the project, details of the delays, and other
related and pertinent issues. Report shall be maintained as per format No. C/DCP - 3 of
Appendix A.

1.4 CONCRETE POUR RECORD

It is desirable to follow concrete pour card method. This is a method of giving written
instructions to the contractor in a card form about the concreting to be done in accordance
with the contractual provisions giving salient features of concrete mix proportion, water
cement ratio, test to be carried out such as slump test, casting of cube for strength test. It shall
be maintained by the contractor as per format No. C/DCP - 4 of Appendix A.

1.5 TEST REPORT CONTROL

All the tests and field checks are to be carried out as per the applicable quality control
requirements. All the tests are to be carried out by the contractor at site lab, SOCODEV shall
designate an experienced Laboratory-in-charge (Reporting to the Contractor’s Quality Control
Manager) who attains proper knowledge about testing of materials (he would preferably be a
civil engineer) authorized to sign test reports. The witnessing Representative of the Client will
sign the reports and put his name and designation. The test record shall be maintained by the
contractor using the format No. C/DCP - 5 of Appendix A. The contractor shall maintain all test
records properly.

The test reports shall be submitted by the contractor to the Client.

1.6 DESIGN & DRAWING CONTROL

All the designs and drawings approvedby the Client and provided to the contractor will be
recorded in the Design/Drawing register using Format No. C/DCP - 6 of Appendix A. Any change
in design or drawing from time to time shall also be recorded in it.

1.7 NON-CONFORMING ITEM RECORD

Any material found non-conforming (Material deviating from the approved standards) by the
Client, the Non-Conformance Report (NCR) about the work will be issued by the Client, using
Format No. C/DCP - 7 of Appendix A.

1.8 OTHER RECORDS

All other records as per item 1.8.1 to 1.8.2 are also required as per site requirement and
direction of the Client, shall be maintained by the Contractor. This will provide healthy
information about the project as and when required.
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ALITY ASSURANCE QUALITY CONTROL MANUAL

1.8.1 Site Diary

The Site Diary will aim to record all major decisions made and instructions given. Every effort
should be made to keep a system and it is well to make a list beforehand in the front of the
diary of special points to be noted.
The main purpose of the Site Dairy will be to note down points about which there might be
some argument. Examples are:
 The visits of all the representatives to the site;

 Any dispute which have arisen during the day, and particularly any verbal instructions
he gave as a result;

 Any points regarding the work which the Engineer does not necessarily raise with the
 contractor at present; and
 Any notes regarding stages of work or carried out.
1.8.2 Sample Register
Whenever more than a few samples of Raw materials are likely to be taken for examination
(and since the Site Engineer will never know at the beginning of any job how many samples
will be taken, he had best assume it will be a large number) it is important to open a sample
register, in which every sample is booked down, no matter for what purpose. EMENT AND
SURVEILLANCE SYSTEM
The numbering of the samples can be straight forward, just as they come to hand, care being
taken to label the sample itself with the same number.
Once this is done, the sample can always be referred to later by its number in
correspondence and reporting, and all the details of how it was obtained, etc., can be traced
back to the sample register.
The register will consist of a ruled book which has columns ruled vertically, headed in
sequence from the left to right across both pages as follows:
Col. 1. Sample number 5. Depth
2. Source 6. Date taken
3. Location 7. Where tested
4. Description (brief only) 8. Remarks/references

Each sample need take up not more than two or three down the page, and perhaps not all
the columns need have an entry for each sample. It is important to keep the system simple
and brief, so that no one has any trouble keeping it going.
1.8.4 Completion Records and Drawings
As built records are very important and consist of pictorial records (the Record Drawings, etc.)
of all the work as completed, showing the where about regarding dimensions of all parts as
they exist at completion, together with factual descriptions of their origin, operation and
their performance under test.
The work on record drawings would continue throughout the contract, a special set of
contract drawings being provided on which the Site Engineer marks out all deviations from
the original design from time to time, where extensive alteration are encountered, or where
preliminary surveys are made, completely new record drawings will have to be made.
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QUALITY ASSURANCE QUALITY CONTROL MANUAL

APPENDIX

SITE DOCUMENTS
Sl. No Name of Document Responsibility

C/DCP-1 Site Order book Contractor

C/DCP-2 Material Control Register Contractor
C/DCP-3 Daily Progress Report. Contractor
C/DCP-4 Concrete pour Record Contractor

C/DCP-5 Test Record Contractor

C/DCP- 6 Design and Drawing Record Contractor
C/DCP- 7 Non-Conforming Item Contractor
Record
STRUCTION QUALITY MANAGEMENT AND SURVEILLANCE SYSTEM

Form No C/ DCP-1

SITE ORDER BOOK

Date :
Name of work :
Place/Site :
Agreement No :
Name of Contractor :

Description
COMMENTS ON THE PROGRESS AND QUALITY

Whether Sufficient Labour on Site :

Whether Sufficient Equipment on Site :
Overall Quality of Materials :
Overall Quality of Workmanship :

Instruction To The Contractor

[Contractor] Inspection Engineer/with Designation

Compliance

Site In-charge.

*(3 copies per set- one copy each to be sent to Client/Engineer by the contractor, one copy to be
retained at site)
 STRUCTION QUALITY MANAGEMENT AND SURVEILLANCE SYSTEM
QUALITY ASSURANCE QUALITY CONTROL MANUAL

Form No C/DCP-2

MATERIAL REGISTER

Name of Work :
Contract Agreement No. :
Name of Contractor :
Name of Item :
Total Quantity Required :
Source :
Minimum Size of One Lot :
Sl. Date Previous Invoice Cumul Issued Cumul Balance Present Signature
Additio
No. Quantity / Bill ative / ative Outstan require of contrac
nal
No Quan consu Issue ding ment tor
Quantity
tity med Quan
Procured
tity

*To be maintained item wise in ledger form, to be filled daily by contractor.

CONSTRUCTION QUALITY MANAGEMENT AND SURVEILLANCE SYSTEM

DAILY PROGRESS REPORT Form No C/DCP-3

Name of Work :
Contract Agreement No. :
Name of Contractor :
Date :

EQUIPMENT AT SITE
Available :
Under Repair :
Sl. Name of Item Quan- Loca- Labour engaged
No. compo- Execu- Tity tion
nent ted Skilled Non Fitter Mason Others
skilled
1

Any Special Difficulties/ happening:

Signature : Signature :

Name : Name :
Date : Date :
For Contractor For Client/Engineer
 CONCRETE POUR RECORD Form No C/DCP-4

Name of Work :
Contract Agreement No. :
Name of Contractor :

Steel checked By :
Form work Checked By :
Scaffolding checked By :
Slump checked By :
Cube filled in the presence of :

Date Name of Mix Propo Approved Time of Qty Cement Time of

Structural
compo rtion By Start Laid bags used comple
Member
nent tion

Concreting done in the presence of:

Signature : Signature :

Name : Name :

Designation :

For Contractor For Client / Engineer

ANUAL

TEST RECORD Form No C/DCP-5

Name of Work :
Contract Agreement No. :
Name of Contractor :

Sl. Descripti Date of Size of Name of Status Status of Date Sign. Sign.
No. on of sampling sample Laboratory of D T Manufact and of of
sample Inspec uring Result contra DWSS
tion Certificate of Test tor
DESIGN AND DRAWING RECORD Form No C/DCP-6

Name of Work :
Contract Agreement No. :
Name of Contractor :
Sl. Details of Drawing Date of Status of Contractor’s Client’s
No. Title/ No Receipt of Drawing Signature Signature
Drawing (Original/
Revised)
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QUALITY ASSURANCE QUALITY CONTROL MANUAL

NON-CONFORMING ITEM RECORD Form No C/DCP-7

 Name of Work :

 Contract Agreement No. :

 Name of Contractor :

 Brief details of item :

 Name and designation of the Authority deciding the non-conformation:

Name …………………………….. Designation …………………………….

 Reason for non-conforming :

 Nature of non-conforming

Comments:
Yes No
i) Whether the item is structurally sound.

ii) Whether the item is acceptable with in

Specified tolerance limits.

iii) Whether the item requires Correction

and re-execution.

Signature : Signature :

Name : Name :

Date : Date :

For Contractor For Client / Engineer