IRON OX METAL WORKS LIMITED

Greenville Oil & DOCUMENT CONTROL PROCEDURE

Gas Co. Ltd.

REVISION HISTORY
Revision Section ACTION Description
Rev. B ALL Initial Issue Issued for Review/Comments
Rev. 0 Issued for Use Issued for Use

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 IRON OX METAL WORKS LIMITED
Greenville Oil & DOCUMENT CONTROL PROCEDURE
Gas Co. Ltd.

Table of Contents
Page

1 PURPOSE 4

2 SCOPE 4

3 POLICY STATEMENT 4

4 RESPONSIBILITIES 4-5

5 DEFINITIONS/REFERENCES 4-5

6 PROCEDURE 5-9

6.1 Procedure format 6

6.2 Work Instructions 6
6.3 Forms 7
6.4 Document Approval 7
6.5 Temporary Document Changes 7
6.6 Document revision 8
6.7 External Documents 9
6.8 Document Distribution 9
6.9 Effective Criteria 9

7 APENDICES 10-11

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 IRON OX METAL WORKS LIMITED
Greenville Oil & DOCUMENT CONTROL PROCEDURE
Gas Co. Ltd.

1. PURPOSE
To define the methods and responsibilities for controlling documents used to provide
work direction or set policy and to define methods for document revision, approval, and
distribution.

2. SCOPE
This procedure applies to all documents required by the QMS. Documents of internal or
external origin are included.

3. POLICY
IRON OX will control Quality Management System (QMS) documents to ensure that
everyone is working according to current – and identical – procedures and guidelines

4. RESPONSIBILITIES

a) Document Controller is responsible for controlling the Quality Management

System manual, all procedures and instructions related to the QMS, and all internal
and external documents required by the QMS.

b) Department Managers and Supervisors are responsible for ensuring that the
latest versions of relevant documents are available at the point(s) of use, that these
documents are legible, and that they are understood and followed. They are also
responsible for reviewing and responding to document change requests in a timely
manner.
c) Engineering is responsible for control of external and internal drawings (e.g.,
blueprints, schematics, technical drawings), bills of material (BOM), and customer
specifications and requirements documentation.
d) Quality Management is responsible for ensuring that documents conform to
applicable standards.

Note: Top Management is responsible for reviewing requests and giving

final approvals to the Quality Manual and QMS-related
procedures.

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 IRON OX METAL WORKS LIMITED
Greenville Oil & DOCUMENT CONTROL PROCEDURE
Gas Co. Ltd.

5. DEFINITIONS / REFERENCES

Definitions:
a) Controlled Document: Document that provides information or direction for
performance of work within the scope of the QMS. Characteristics of control include
such things as revision number (letter), signatures indicating review and approval,
and controlled distribution.
b) Document: Information and its supporting medium. The medium may be paper,
magnetic, electronic, optical, photograph, or sample product.
c) External Document: Document originating outside the Company (e.g., customer
drawings, industry and/or international standards, suppliers’ equipment maintenance
manuals, or references) that provides information or direction for performing activities
within the scope of the QMS.
d) Form: Printed, typed, or electronic document with blank spaces for insertion of
required or requested information (e.g., tax form, order form).
e) Internal Document: Document of internal origin (developed entirely by or completed
by the Company) that provides information or direction for the performance of
activities within the scope of the Quality Management System. Examples include,
but are not limited to, the procedures contained in the Company’s QMS manual.
f) Master List: List of all parts, materials, supplies, manufacturing aids, etc., used in
manufacture of a product.
g) Procedure: Process or series of acts involved in a particular form of work; detailed
elements of a process used to produce a specified result.
h) Quality Management System (QMS): Ordered, well-documented system of policies,
processes, and procedures, designed to assure product quality and customer
satisfaction and promote continual improvement of products and processes.
i) Quality Manual: Formal, authorized document setting out the quality policies,
systems, procedures, and practices of an organization.
j) Uncontrolled Document: Document that is not a part of the controlled document
system. Uncontrolled documents may not be used to provide work direction or
information necessary for the performance of work.
Work Instruction: Description of how to perform a process in steps;
sufficiently detailed to allow an inexperienced person to perform the
work.

References:
a) ISO 9001:2008, “Quality Management Systems
b) IOX Quality Procedures

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 IRON OX METAL WORKS LIMITED
Greenville Oil & DOCUMENT CONTROL PROCEDURE
Gas Co. Ltd.

6. PROCEDURE
6.1 Procedure Format
a) Procedures should reasonably follow the “Plan-Do-Check-Act” (Deming Cycle)
format. Quality procedures may use this document as a template; however, if any
heading in this procedure format is not applicable to the situation requiring a
procedure, it may be changed or deleted.
b) All procedures must:
 Be legible and identifiable;
 Have a procedure name;
 Have a current revision number and revision history;
 Show an “effective date”;
 Have a page number on each page of the document;
 Show cross-references to other procedures, forms, etc., where applicable; and
 Show Top Management approval (i.e., a signature) prior to use.
c) All procedures must show approvals on the first, or cover, page of the hardcopy form
of the document. Electronic versions of procedures may show approving parties’
names typed. Electronic signatures may also be allowed, provided they meet
customer and/or regulatory requirements.
d) Document Control shall keep the original signed, paper (“master”) copy of all required
documents. Alternately, Document Control shall be responsible for the Company’s
electronic document management system.
e) Electronic files shall be named using the document number, title, and revision
number.
6.2 Work Instructions (WI)
a) Work instructions (WI’s) can vary greatly in appearance from one department to
another. Due to this variation, there are no specific format requirements.
b) Work instructions, by definition, must be specific as to the work that is performed.
c) Work instructions may take the form of text, drawings, diagrams, charts,
photographs, video, or any combination of these or other forms not mentioned here.
d) Work instructions must have:
 A unique identifier (name and/or ID);
 A revision number;
 An effective date; and

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 IRON OX METAL WORKS LIMITED
Greenville Oil & DOCUMENT CONTROL PROCEDURE
Gas Co. Ltd.

 Some indication of Management approval (e.g., Department Manager’s

signature)
6.3 Forms
a) Forms should be simple as possible, with ample space for recording the required
information.
b) Forms may exist in print or electronic media.
c) Once a form is filled in with data (information), it becomes a record.
d) In this QMS, forms are approved by Management as part of the associated
procedure approval.
.
6.4 Document Approval
a) Designated Management personnel (at a minimum, the manager with direct
responsibility for the area/department where the document is used)
shall approve all documents prior to use.
 Approval shall be indicated by signature (in blue or black ink) where indicated on
the print version of a document.
 For electronic documents, approval should be indicated by electronic signature.
Electronic signatures, where provided, must conform to Company and
statutory/regulatory requirements.
b) Approved documents are considered Master (original) documents. Master
documents are managed by Document Control and are not circulated. Copies of
Master documents are made by Document Control and circulated (distributed) as
needed – these are “controlled documents”.
c) Master documents are kept in a Master Document file in a secure environment, to
prevent loss, tampering, or destruction.

6.5 Temporary Document Changes

a) When temporary changes to documents are needed for any reason (e.g., an
unplanned change in response to an urgent request or emergency situation), such
changes must be defined and approved by Top Management.
b) Any employee may bring a temporary change to the attention of Department
Management. If an employee of one department is requesting a temporary change
to another Department’s procedure or document, that employee shall submit the
request to his/her Department manager, who shall communicate with the affected
Department’s management.
c) If a document (e.g., a procedure) does not exist – for example, a set of instructions is
e-mailed by a manager to subordinates – Department management may develop a
temporary document, which must bear the Manager’s name, title, and current date. If
an existing document needs changes, Department management must red-line, initial,
and date changes on the existing document.
Whether the document in question is new or altered, changes shall be legible and
readily identifiable.

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 IRON OX METAL WORKS LIMITED
Greenville Oil & DOCUMENT CONTROL PROCEDURE
Gas Co. Ltd.

d) Temporary change documents shall include the range of dates in which the changes
are valid and the scope of applicability. Temporary documents may not be used for
more than two (2) business days without being superseded, terminated, or made
permanent.
e) Department management shall submit temporary changes to Quality, whose
designated representative shall review changes for conformance to the Standard.
The Quality Manager or the designated representative shall initial and date the
temporary (or temporarily changed) document.
f) If temporary changes bypass any part of the QMS, Quality shall submit the changes
to Top Management, who shall review the changes and indicate approval by initialing
and dating the document before the temporary change is implemented.

6.6 Document Revisions

a) All QMS documents are subject to revision which is done every two years.
b) To submit a change, the requestor should obtain a current copy of the document and
“red-line” requested changes on the copy. All changes should be clearly identified,
initialed, and dated. If changes are extensive or complex, the requestor may type a
new document and submit this with a copy of the original.
 To request a new document, the requestor should provide an explanation and
detailed layout for the new document.
 In either case, the requestor shall fill out a DOCUMENT REQUEST, attach the
new/changed document, and submit this to his/her Department Manager for
review.
c) After reviewing the request, the Department Manager should submit form and any
attachments to Quality Management, who should review the request to ensure
the document conforms to the QMS.
 If Quality finds the requested document (change) does not conform to the QMS,
Quality should return the and attachments to the Department manager with an
explanation (e.g., what is needed to make the document conform).
 If the requested document is determined to conform to the QMS, Quality shall
determine who else needs to review the new/changed document (e.g., the
originator is not involved with the process the document pertains to) and submit
the form, with attachments, to those individuals for their review and approval.
 Upon receiving the necessary approvals, Quality shall forward the original and
attachments to Document Control.
d) Document Control shall update the document and generate a new Master document.
e) Document Control shall circulate the new Master document among designated
Management personnel to obtain approval/signatures.
f) When the required signature(s) have been obtained, Document Control shall file the
original document in the Master document file and distribute copies of the new
(revised) document.

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 IRON OX METAL WORKS LIMITED
Greenville Oil & DOCUMENT CONTROL PROCEDURE
Gas Co. Ltd.

6.7 External Documents

Flow diagrams, engineering drawings, and other documents generated outside the
Company (e.g., supplier blueprints, industry standards) are to be submitted to Document
Control with a – DOCUMENT REQUEST form.

Customer confidentiality shall be highly considered as project documents will not be

shared with another client/customer.

Document Control shall log external documents in DOCUMENT CONTROL

DATABASE and distribute to approved/interested parties (next section).
6.8 Document Distribution
a) Document Control shall maintain a database, or master list, of all controlled
documents (DOCUMENT CONTROL DATABASE). The Document Control
Database (list) should contain, at a minimum, the following information on each
document:
 Document number;
 Document title;
 Current revision number/ID;
 Revision date;
 Effective date; and
 Distribution list.
b) Document Control shall distribute (or limit distribution of electronic) documents only
to locations shown on the database.
c) Any previous versions of documents shall be removed from work areas as new
revisions are released. In the case of electronic document distribution and control
systems, access permission for any previous version must be withdrawn or denied.
d) Document Control shall maintain a file on each document.
 Current and previous (retired or obsolete) Master documents may be retained in
this document file only.
 When previous versions of documents are no longer required, Document Control
shall physically destroy or electronically purge them.

6.9 Effectiveness Criteria:

 No obsolete documents will be used for any project activity
 Average time to release document change.

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 IRON OX METAL WORKS LIMITED
Greenville Oil & DOCUMENT CONTROL PROCEDURE
Gas Co. Ltd.

7. APENDICES
Apendix 1

IOX-DRF-DCC-0003

IOX DOCUMENT REQUEST FORM

Date: Request #
Originator:
Existing  New  document
Internal  External  document
Document title / publication date:
Page / chapter / paragraph number:
Description of problem, opportunity, or reason for request (define in detail):

Solution recommended (if known) date action required by:

Comments:

Distribute document to (department/position)

Department manager approval:

Recommended solution to problem or postponement/dissolution of request
(attach all necessary documentation to support response)

Approved By: Date:

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 IRON OX METAL WORKS LIMITED
Greenville Oil & DOCUMENT CONTROL PROCEDURE
Gas Co. Ltd.

Apendix 2

IOX DOCUMENT CONTROL DATABASE

Document Number Document Title Rev. Num. Rev Date Effective Distribution2
Date

IOX DOCUMENT DISTRIBUTION CODE

S/N DEPARTMENT CODE SERIAL

1 ENGINEERING ENG 1
2 PROCUREMENT/MATERIALS PR 2

3 QUALITY QAC 3

4 SAFETY/SECURITY S 4

5 CONSTRUCTION/FABRICATION FAB 5

6 LOGISTICS/FACILITY L 6

7 TENDERING MGT 7

8 PROJECT MANAGEMENT PRF 8

9 HR HR 9

10 ACCOUNT AC 10

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