Development and

Control of
Documentation
Prepared by KOGS for Oil Services Ltd
Erbil Office
Gazna Road
Kurdistan, Iraq
www.kogs.co

Ref KOGS-BMS-PRO-001
Development and Control of Documentation Page - 1
Date: 4/11/2019
Development and Control of Documentation

Prepared by Name: Aaron Trindall Position: QHSE Consultant

Reviewed / Verified by Name: James Gordon Position: Regional Manager

Approval Authority Name: Wayne Turner Position: Chief Operating Officer

Revision History
Revision
Date Revised by Verified by Description of changes
No.
1 4/11/19 Aaron Trindall J.Gordon First Addition

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Date: 4/11/2019
 Table of Contents

1 PURPOSE 4
2 SCOPE 4
3 DOCUMENT APPROVAL AUTHORITIES AND RESPONSIBILITIES 4
4 PROCEDURE 4
5 REFERENCES 7

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Date: 4/11/2019
1 PURPOSE
The purpose of this procedure is to define the system of control over;

 The identification, generation, updating, review and approval prior to issue and maintenance
of all the documents relating to the requirement of the KOGS Management System.
 The amendment to the documents and ensuring that the latest current version of documents
is in use at appropriate location.
 The documents remain legible and readily available.

2 SCOPE
This procedure applies to all business units and support services under KOGS

3 DOCUMENT APPROVAL AUTHORITIES AND

RESPONSIBILITIES
3.1 CEO is responsible for approving / re approving KOGS Policies and Manual.
3.2 Operation Director or Project Manager are responsible for vitrifying and approving the
policies
3.3 QHESS Manager is responsible for preparing the policies and ensuring they meet the
required QHESS Company and project standards

4 PROCEDURE
4.1 Levels of Documents

The documents of Integrated Management Systems are categorized into four levels due to their
nature.

4.2 Document Reference Number

4.2.1 All controlled documents will be identified by a document reference number at the
bottom right end of the header.

4.2.2 KOGS’s major documents which are generally applicable to all departments such as
manuals – following coding is applied;

KOGS-BMS-PRO-002
KOGS-FOR-080

However, all the departmental documents will have a unique identification code according to below
coding scheme;

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Date: 4/11/2019
 KOGS-XXX-YYY-ZZZ-xx

KOGS for Oil Services Ltd

Function
Document Type
Sequential No.
Revision
Function XXX

ADM Administration
BMS Business Management System
COM Commercial
ENG Engineering
FIN Finance
HR Human Resources
HSSE HSSE (Health, Safety, Security, Environment)
IT Information Technology
OPS Operations
QAQC QA/QC (Quality Assurance/Quality Control)

Document Type YYY

FOR Form
GUD Guideline
JDS Job Description
MAN Manual
ORG Organization Chart
PCS Process Map
PRO Procedure
PLA Plan
PLY Policy
REG Register
STA Standard
STR Strategy
TEM Template

Revision xx

A01, A02, A03 Issued for Internal Review

0,1,2 Issued for Implementation
SS Superseded
XX Cancelled

Note – it is not a requirement to have first revision as A01 if an internal review is not required. First
revision can be 0.

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Date: 4/11/2019
Document Definitions

Form: A document with blanks where information should be inserted.

Guideline: A guideline is recommended best practice and is not mandatory, however for the
purpose for audits and reviews the guideline had to be equalled, exceeded or shown
not to be applicable. Where an alternative to the guideline is proposed, there shall be
a demonstration that the alternative is equal or better than the guideline.

Manual: Comprehensive and step-by-step guide to a particular topic that also serves as a
reference book. A manual detail what is given and what is required, explains how to
put the presented information into practice, and instructs how to solve problems as
they occur.

Org Chart: A graphic illustration of the company’s structure, showing hierarchical authority and
relationships between departments and job roles.

Plan: Written account of intended future course of actions aimed at achieving specific
goal(s) or objective(s) within a specific timeframe. It explains in detail what needs to
eb done, when, how, and by whom.

Policy: A document containing the basic principles and objectives of the company and could
be considered as the company intent or commitment.

Procedure: A document detailing a step by step sequence of activities or actions that must be
followed to perform a task.

Process Map: A visual description of task or process – in SEM Energy Ltd ‘swim-lane’ style process
maps are used.

Register: A spreadsheet used to catalogue records and information

Template: A file that is starting point for a new document. Templates may contain formatting
and logos and should be used when possible to minimize re-work.

Standard: A standard is an agreed, repeatable way of doing something. It is a document that

contains a technical specification or other precise criteria designed to be used
consistently as a rule, guideline, or definition. The content of this document is
mandatory. The standard has to be equalled or exceeded. Where an alternative to
the standard is proposed, there shall be a demonstration that the alternative is equal
or better than the standard.

Strategy: A document produced to define a plan of action to achieve a specific goal. Strategy
is all about gaining (or being prepared to gain) a position of advantage over
adversaries or best exploiting emerging possibilities. There may be an element of
uncertainty regarding the future, a strategy may be a set of options rather than a fixed
plan.

Document Format
Documents such as strategies, policies, procedures must use the relevant BMS document template.

Document Submission and Control

Documents should be submitted and controlled as per the document control procedure
KOGS-BMS-PRO-002
Document Number Allocation
Numbers should be allocated in sequential order.

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4.3 Creating New Documents

 The concerned department is responsible to draft new documents as the process owner.

 The draft of the document will be submitted to the QHSE department as per KOGS-BMS-
PRO-002 Document Change Control This process describes the methods for initiation,
review, approval, implementation, and completion of all KOGS QHSE Document Change
Control requests.

 All comments received will be incorporated into the document or discussed until a
resolution is reached.

 On receipt of the Request for New Document Creation / Document Amendment Form and
document, the QHSE representative will review the document for approval.

 If any discrepancy observed, the document is sent back to the concern department for
necessary comments on the draft documents. Same process will be repeated as
mentioned above.

 The documents once finalized are considered as controlled document and it will be
converted to a PDF file and placed on Connections.

 Quality Document Index is updated with Document Name, No and Revision No.

 All the new documents are identified as revision “0” as first time established and
implemented in the system.

 Format is identified by the revision no. in header of each format in case there’s no
described footer in the form.

4.4 Amendment of Existing Document and Revision History

 The changes can be incorporated in the documents and forms anytime based on the
request received from key stakeholders.

 In case of any change, the concerned department will follow process KOGS-BMS-PRO-
002 Document Change Control which outlines the requirements for New Document
Creation/ Amendment/ Cancellation with the Process Owners sign off, for review. All
defined process received will be incorporated into the document or discussed until a
resolution is reached

 For the periodic review upon completion of 1 year, a review request email is initiated from
QHSE to all departments. All KOGS functions and departments shall review all their
documents and forms for their effectiveness and send confirmation to QHSE about
changes (if any).

 Request for New Document Creation/ Amendment/ Cancellation shall not be applicable
for 3 years periodic review.

4.5 Document Distribution, Access and Execution of Controlled Document Copy

All final documents (latest version) shall be converted to PDF file and published on the Connections
Page for distribution as read only access to all employees. Upload and publishing of documents can
only be done by the QHSE Manager having an Administration access.

Timely communication shall be made to all concerned departments to refer to the Connections Page
for the latest version of documents and that obsolete versions have been archived.

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  All final documents (latest version) shall be converted to PDF file and published in KOGS
sever
 SOP and WI in editable format (word file) cannot be shared or distributed externally or to
unauthorized person internally.
 Forms in editable format (word/excel) is allowed to be used by internal users as
details/information are updated on computer

Distribution of hard copies is restricted.

 PDF file of SOP/WI can only be shared externally upon approval from HOD and QHSE
Manager
 PDF file of SOP/WI is discouraged to be printed by internal employees; documents can
be viewed in Connections

Exception: Print out can be given to employee/s that does not have access to computer, for
training purposes.

4.6 Control on External Documents, Customer Documents and Specification

All external documents including customer documents and specifications are controlled as per the
below mentioned procedure:

 All such external documents received from out-side are forwarded to the Management
Representative.

 Management Representative reviews the documents and writes proper identification number
and date, if not written by customer / External Standards

 Quality Document Index is updated with Document Name, No and Revision No. The hard
copies are maintained by the concerned department. Amendments of the external documents
are monitored by the concerned head. Upon receipt of amendment in the document the same
will be notified to the management representative.

 If required, old version of the document is retain in the department for the future reference.

4.7 Training timeline between Issued Date and Effective Date

In order to implement the new document/process change in a compliant manner, employees must be
trained in the new procedure BEFORE the document becomes effective. This ensures that by the time
the new process is ‘live’ everyone is able to perform the revised activity and training records have
been completed. The actual time required to ensure training is conducted, the standard time of
training timeline is two weeks.

If the change is urgent, then a change in the process and subsequent training needs to be of higher
priority, the effective date should be more closely aligned to the issued date.

Training procedures should be followed to ensure appropriate training occurs and training records are
completed before employees move to a new process.

5 REFERENCES
Document Doc. Ref.
Management of Change KOGS-FOR-080
Master Document List KOGS-REG-021
Document Change Control KOGS-BMS-PRO-002

Ref KOGS-BMS-PRO-001
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Date: 4/11/2019