Bechtel Limited

Company Quality System Procedures Page 1 of 14

Procedure Number QAP-205 Rev 4
 COMPANY QUALITY SYSTEM PROCEDURES

PROCEDURE NUMBER QAP-205

DOCUMENT AND DATA CONTROL

4 Oct 96 Amended to comply with new JJL DB KQ

Company procedures
3 Nov 94 To comply with ISO9001:1994 DB PKG CGM
2 Jul 92 To suit changes to other documents DB TEO ML
1 Sept 89 Company Implementation ABH DB KT
0 May 89 Interdepartmental Review DB RK
REV DATE REVISION BY CHKD APPR
THIS IS A CONTROLLED COPY. IF PRINTED, THE HARD COPY WILL BECOME NON-CONTROLLED
Bechtel Limited
Company Quality System Procedure No: QAP-205

CONTENTS

1. PURPOSE........................................................................................................................
2. SCOPE.............................................................................................................................
3. REFERENCES................................................................................................................
4. DEFINITIONS................................................................................................................
5. RESPONSIBILITIES......................................................................................................
6. INSTRUCTIONS.............................................................................................................

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Procedure Number QAP-205 Rev 4
Bechtel Limited
Company Quality System Procedure No: QAP-205

1 PURPOSE

The purpose of this Procedure is to establish the system for controlling documentation
and data (both hard copy and magnetic media) relating to the quality of service,
product, plant or process.

2 SCOPE

This Procedure applies to project and departmental documents that require formal
distribution; and to national and international codes, standards and other
regulatory documents.

Additional requirements for document control may be imposed by Clients.

This procedure addresses the requirements of ISO9001 Section 4.5 as defined in the
Company Quality Manual QAP-101 Section 8.5.

The control of documents is not to be confused with ‘Document Controls’ which are
specific documents listing and scheduling specific groups of documents , e.g.
Drawing Controls, similar comments apply to Material Requisition Control and
Specification Control.

3 REFERENCES

National and International Standards

ISO9001 : 1994 Quality systems -

Model for Quality Assurance in Design/Development, Production, Installation

and Servicing

Management Documents

QAP-101 Quality Manual

G31-000K-001Administrative Services Instruction

Quality System Procedures

QAP-201 Production of Company, Departmental and Project Procedures

QAP-204 Design Control

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Procedure Number QAP-205 Rev 4
Bechtel Limited
Company Quality System Procedure No: QAP-205

QAP-216 Control of Quality Records

Standard Project Procedures

GPP 7EG 100 - Standard Project Procedures Preparation and Issuance

GPP 7EG 101 - Preparation and Issuance of Specific Project Procedures
GPP 7EG 105 - Correspondence Control and Communications
GPP 7EG 108 - Confidentiality Agreement
GPP 7EG 109 - Project Filing
GPP 7EG 110 - Document Control using InfoWorks
GPP 7EG 117 - Archiving of Project Records
GPP 7EG 201 - Document Numbering
GPP 7EG 209 - Drawing and Document Approval
GPP 7EG 213 - As-Built Drawings
GPP 7EG 301 - Project Quality Plan
GPP 7EG 404 - Formation of Contracts/Subcontracts
GPP 7EG 601 - Field Document Control
GPP 7EG 616 - Construction Quality Control

EAMS Operating Procedures

GOP 7EG 001 - EAMS Operating Procedures Preparation and Issuance

GOP 7EG 004 - Selection and Procurement Of Instrument Bulk Materials
GOP 7EG 006 - Checking of Drawings , Specifications and Calculations
GOP 7EG 009 - Engineering Standards
GOP 7EG 015 - Line Designation Tables
GOP 7EG 550 - Material Requisitions
GOP 7EG 552 - Vendor Prints
GOP 7EP 005 - Material Selection Guide

4 DEFINITIONS

Company - Bechtel Limited and the EAMS Execution Unit.

Controlled Document - any document that requires formal distribution or that forms a
part of Company, Departmental or Project records.

Controlled Copy - a copy of a document; the copy being assigned to a specific

individual or position, within the company and a record being maintained of the
assignment. Customarily, each such copy is individually numbered and the recipient is
kept up-to-date with later revisions of the document.

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Procedure Number QAP-205 Rev 4
Bechtel Limited
Company Quality System Procedure No: QAP-205

Noncontrolled Copy - A copy that will not automatically be kept updated, and which
may therefore be out of date. The holder must satisfy himself as to its validity before use.

Document Control - a specific document listing and scheduling the preparation,

approval and issue of any particular group of documents e.g.: ‘Drawing Control’.

Document Control Centre (DCC) - provides and maintains an Engineering document

management and control service to the project(s) and to the Engineering Discipline.
Located in an area allocated specifically for the handling of documents including
lockable rooms and cabinets for storage.

5 RESPONSIBILITIES

Department Managers and Lead Engineers are responsible for ensuring that their
staffs are aware of and implement the requirements of this procedure and the
documents referenced within.

Project Managers and Project Department Managers are jointly responsible for
ensuring that the requirements of this procedure and the documents referenced
within it are implemented on projects.

The Librarian is responsible for ensuring that national and international standards and
other regulatory documents are updated monthly and are issued in a controlled
manner.

6 INSTRUCTIONS

General

Department and Project Managers shall define, within their areas of

responsibility, those documents requiring control, including the following:

a. Prime Contract Documentation and Project Managers Reports

b. Department Manuals, Procedures and Instructions
c. Project Procedures and Instructions
d. Calculations, Specifications, Drawings and Data Sheets
e. Material Requisitions and Bid Summaries
f. Purchase Orders and Subcontracts
g. Quality Manual, Quality Plans and Audit Reports
h. Activity Plans and Schedules
i. Vendor Prints, Supplier Appraisal and Inspection reports

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Procedure Number QAP-205 Rev 4
Bechtel Limited
Company Quality System Procedure No: QAP-205

j. Inspection and Test Reports, Non-conformance Reports

k. Training Records and Operator Qualifications
l. Material Receiving and OS&D Reports
m. Project Correspondence, Telexes and Meeting Reports
n. Operating Instructions and Historical Reports

The responsibility for developing, writing procedures and operating the system
for the control of documents may be delegated to nominated department or
project personnel, but the responsibilities for the adequacy and operation
of the systems remains with the Department and Project Managers.

All controlled documents produced on a project shall be controlled by project

personnel using project facilities except where off-project Document
Control facilities are used as described in GPP 7EG 110.

Control of Quality Records shall be in accordance with QAP-216.

Document Identification

Project document identification systems shall comply with Administrative

Services Instruction G31-000K-001. However, where specific client
requirements exist for document identification these shall be implemented
and complied with.

For the specific engineering documents listed below, the identification system
shall be as further instructed in the referenced document:

Calculations GOP 7EG 006

Line Designation Table Sheets GOP 7EG 015
Material Requisitions GOP 7EG 550
Vendor Prints GOP 7EG 552
As-Built Drawings GPP 7EG 213

Each controlled document or set of documents shall have a unique identity within
a numbering or other system developed for that type of document. Each
page shall be numbered as one of a total number of pages. Attachments
shall be numbered in the same manner.

Where practicable the identification system shall provide information relating to

the function of the document, such as the project number, engineering
discipline code letter, line number, equipment code letter, plot number,
etc. Each page of a document shall be capable of identification.

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Procedure Number QAP-205 Rev 4
Bechtel Limited
Company Quality System Procedure No: QAP-205

Controlled documents subject to change shall have a revision number or letter

added to the identification.

All controlled documents shall be signed by the originator and dated.

Construction quality records shall be identified in accordance with the

requirements of GPP 7EG 616.

Document Planning and Scheduling

Where it is required that project documents shall be prepared in a planned and

scheduled way, so that their issue meets the requirements of the overall project
schedule, this shall be effected by means of a document control on which shall be
recorded the forecast and actual dates for commencement, progress, completion
and issue of the documents. Document controls can be maintained manually or by
a computerised system. The allocation of manhours to the preparation of each
document enables manpower requirements and productivity to be determined.

A typical document control is the drawing control as defined in GPP 7EG 209.
Other document controls are for engineering sketches, material requisitions,
vendor prints, specifications, etc.

Document Checking

All documents shall be subject to self-check by the originator before issue (ref:
QAP-204). Where it is required that documents are thoroughly checked by other
independent parties this shall be effected by applying GOP 7EG 006 and GOP
7EG 004. The checker shall follow these procedures and when satisfied that the
document being checked is correct, sign it with a recognisable signature.

Document Approval

Approval of a document indicates that the approving signatory has an

understanding of and agrees with the contents of the document and the
reason for its issue. Where a document has to be checked, approval shall
be withheld until checking has been completed.

Each department and each project shall identify those documents with subject
matter requiring approval within the Company and shall establish approval
routines.

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Procedure Number QAP-205 Rev 4
Bechtel Limited
Company Quality System Procedure No: QAP-205

The approval routine shall define the approving authorities, the stages of
development at which approval is required, and the nature and extent of
the review to be carried out by the approving signatory.

The approval routine shall also, as appropriate, include the Customer,

regulatory bodies and other authorities having responsibility for review,
comment and approval of the documented data.

Lists of authorised approving signatories, with specimen signatures and initials,

shall be developed and maintained by each project. The lists shall be held
by the appropriate department and project managers and group heads.

The Company Quality Manual and Quality System Procedures shall be approved
by the EAMS Regional Execution Unit Manager.

Departmental and project procedures shall, in accordance with QAP-201, be

approved by department and project managers respectively.

The approval routines for engineering documents shall follow the general
instructions contained in GOP 7EG 006 and GOP 7EG 004. For the
specific engineering documents listed below, approvals shall be as further
instructed in the following references:

Engineering Standards GOP 7EG 009

Calculations GOP 7EG 006
Drawings GOP 7EG 006
Material Selection Guide GOP 7EP 005
Material Requisitions GOP 7EG 550
Subcontracts GPP 7EG 404
Bid Summary GOP 7EG 550

Project activity plans and schedules shall, be approved by the Project Manager.

Project Quality Plans shall, in accordance with GPP 7EG 301, be approved by the
Project Manager.

Construction quality control documentation shall, in accordance with GPP 7EG

616, be approved by the Project Field Engineer.

Vendor prints shall not be approved, but shall be subject to the review code
routine defined in GOP 7EG 552.

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Procedure Number QAP-205 Rev 4
Bechtel Limited
Company Quality System Procedure No: QAP-205

Document Distribution

Systems for the formal distribution of documents shall be established and

implemented by the responsible Department or Project Manager or by
nominated personnel (ref: section 6.1.2 above).

The distribution shall ensure that all personnel have access to the
documents relevant to their work.

For Engineering project documents such as procedures, specifications, drawings

and requisitions the formal distribution requirements shall, in accordance
with GPP 7EG 110 , be incorporated in standard distribution lists.

The distribution lists shall themselves be formally distributed and the

master retained by the person or group responsible for the distribution.
The lists shall be updated from time to time as required.

Formal distribution of documents shall include the following activities:

· Maintenance of a register or log identifying the document number and

revision, title and date of issue

· Collation and assembly of the relevant parts of the documents or set of

documents

· Obtaining of correct number of copies to fill the distribution

requirements

· Completion and inclusion of a transmittal sheet or letter

· Dispatch (or delivery) of documents in accordance with the stated

distribution

· Return of original documents to their storage location

The document register shall be formally issued at the regular intervals established
by the Department or Project Manager.

Interim issues may be made as required.

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Procedure Number QAP-205 Rev 4
Bechtel Limited
Company Quality System Procedure No: QAP-205

Controlled documents shall be formally distributed to Company Departments or

Project groups, suppliers and subcontractors, either for further progress of
the work or where essential for information, reference or record purposes.
These documents are to include Company and departmental manuals and
procedures.

The distribution shall also include the Customer, regulatory bodies and other
authorities having responsibility for review, comments and approval of the
documented data.

Personnel responsible for issuing controlled documents such as Project

Procedures, Standards, Specifications and departmental procedures shall
stamp or mark any copies issued other than as part of a formal distribution
as ‘Noncontrolled copies’ before they part with them.

Documents issued by Company Management shall be issued within the London

Management Group in accordance with GPP 7EG 105. Distribution of
corporate contractual documents shall also conform to the requirements of
GPP 7EG 108.

The distribution of controlled engineering documents on a project is the

responsibility of the Document Control Centre (DCC) as laid down in
GPP 7EG 110.

The engineering document registers shall generally be maintained using

SYNERGY, a computer operated document control system. On small
projects and studies a manual system in accordance with GPP 7EG 201
and GPP 7EG 110 is acceptable. These requirements shall be defined in
the project procedures.

Copies of documents, such as departmental procedures, that are issued to, and
held by, specific individuals as controlled copies (ref: Section 4.0 and
QAP-201) shall carry an identifying number or the name of the holder. A
log shall be kept by the issuing department.

Copies distributed by DCC are not controlled copies (ref: Section 4.0) as the DCC
has no record of the final disposition of the copies, especially when
multiple copies are dispatched. Discipline Lead Engineers shall, in
accordance with GPP 7EG 005 maintain files of master documents
produced by their own group.

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Procedure Number QAP-205 Rev 4
Bechtel Limited
Company Quality System Procedure No: QAP-205

The master documents shall be reference copies of the latest issues and
shall be marked up to show changes which have been agreed, but not yet
implemented through a further revision of the documents.

Each project group shall maintain a reference set of the other groups'
documents issued to it by DCC. Revised copies shall be handled in
accordance with section 6.7.8 below.

Document Revision

Revisions to approved documents shall only be made as instructed or agreed by

the relevant Department or Project Engineering Manager or Group Head.

The nature of the change to the revised document shall be stated briefly on the
document in the space provided for the purpose. The revision number or
letter on the document shall be changed and the new issue date added.

Where the changes are extensive and require a detailed description, a

Revision List shall be used.

Revised approved documents shall be subject to the approval routines applicable

to prior issues.

Approved project documents shall not be revised unless the project change control
procedure has been implemented in accordance with GPP 7EG 100 and
GPP 7EG 101, The proposed revision forms part of an approved change.

Before signing the revised document, the approving signatory shall review the
documents that substantiate the change.

Approval indicates understanding and acceptance of the reasons for and

effects of the change.

Revised documents shall be re-issued and distributed in accordance with the

instructions in section 6.4 above.

The new revision indicator and date of re-issue shall be recorded in the
register.

As-built revisions to drawings shall be produced and controlled as directed in

these instructions and in accordance with the additional instructions of
GPP 7EG 213.

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Procedure Number QAP-205 Rev 4
Bechtel Limited
Company Quality System Procedure No: QAP-205

When a revised document is formally distributed, recipients shall destroy their

copy of the previous revision. If the old copy is to be retained for record
purposes it shall be clearly marked as superseded or stored in a manner
that indicates its status and prohibits further use.

Document Filing, Storage and Security

Department and Project Managers shall determine and requisition the storage
facilities required for their department and project documents including
those listed in section 6.1.1 above.

Documents held by Construction Department at a jobsite shall be stored and filed

in accordance with project procedures. Where project procedures are not
specific, storage and filing shall be in accordance with GPP 7EG 601 and
GPP 7EG 616.

Home Office project filing shall be in accordance with the specific project
procedures. Engineering documents originating on a project shall be filed
in accordance with GPP 7EG 109.

Engineering design documents shall, in accordance with GPP 7EG 110, be

stored and filed by the DCC.

The Project Manager shall stipulate, by a project procedure, the retention,

archiving and final disposal requirements for project documents at project
close-out. The requirements shall meet the terms of the contract and
Company standard practices,

Archiving and retrieval of hard copy records shall conform to the requirements of
GPP 7EG 117. The preparation for microfilming of project engineering
documents shall conform to the requirements of GPP 7EG 117.

Documents that must be safeguarded or to which access is to be restricted shall be

handled and controlled.

Executed originals of corporate contractual documents shall be held by Legal and

Insurance Department.

National and International Standards

National and international standards and other regulatory documents maintained

by the Company Librarian shall be issued to individual borrowers using a
record system.

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Procedure Number QAP-205 Rev 4
Bechtel Limited
Company Quality System Procedure No: QAP-205

The borrower shall ensure that any copies made of the document are
stamped or marked ‘Noncontrolled copy’. Legal constraints on copying
must be observed.

Standards which are in use but are not the library's own copies are not controlled
and the holder shall ensure that they are marked or stamped ‘Non-
controlled copy’.

The holder of a Non-controlled copy of a standard must satisfy himself as to its

validity before use.

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Procedure Number QAP-205 Rev 4