HALFAYA PROJECT SURFACE FACILITY

PHASE FOUR
WATER INJECTION WELLS TIE-INS IN Y2021

DETAIL DESIGN DOC.NO.: HFY4-5165-01-QC-PD-0002 REV.: 1 PAGE 1 OF 9

HFY-CON/F&C1116-1139/01

WATER INJECTION WELLS TIE-INS IN Y2021

CONTROL OF RECORDS PROCEDURE

Saroj Das 05/11/22

RE-ISSUED FOR
1 28/10/2022 Dong Jinxin Meng Jiasheng Chen Jianda Jiang Xinke
CONSTRUCTION
ISSUED FOR
0 22/10/2022 Dong Jinxin Meng Jiasheng Chen Jianda Jiang Xinke
CONSTRUCTION

REV. DESCRIPTION DATE PREP’D CHK’D REV’D APP’D

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REVISION HISTORY

Rev. Date Description of Change

A 20.10.2022 ISSUED FOR APPROVAL
0 22.10.2022 ISSUED FOR CONSTRUCTION
1 28.10.2022 RE-ISSUED FOR CONSTRUCTION
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CONTENT

1 GENERAL ........................................................................................................................................... 4
1.1 PURPOSE ........................................................................................................................................ 4
1.2 SCOPE .............................................................................................................................................4
2 REFERENCES .................................................................................................................................... 4
3 DEFINITIONS AND ABBREVIATIONS ........................................................................................ 4
3.1 DEFINITIONS ...................................................................................................................................4
3.2 ABBREVIATIONS .............................................................................................................................5
4 RESPONSIBILITIES ......................................................................................................................... 5
5 PROCEDURE ......................................................................................................................................6
5.1 GENERAL ....................................................................................................................................... 6
5.2 IDENTIFICATION ............................................................................................................................. 7
5.3 DOCUMENT RETENTION .................................................................................................................7
5.4 LEGIBILITY .....................................................................................................................................7
5.5 CHANGING RECORDS ..................................................................................................................... 7
5.6 CONTROL OF EXTERNAL RECORDS ................................................................................................8
5.7 STORAGE, PROTECTION & RETRIEVAL OF RECORDS .....................................................................8
5.8 DISPOSITION & DISPOSAL OF RECORDS ........................................................................................ 8
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1 GENERAL

1.1 Purpose

The purpose of this process is to ensure that records, which have been identified as
evidence supporting the QMS are identified, controlled and to provide documented
evidence of product conformance. This process shall define record preparation,
identification, storage, protection, retrieval, retention and disposal in order to provide
records that remain legible, readily identifiable and retrievable.

Contractor shall maintain a comprehensive suite of records to provide a traceable history

of any activities that have been conducted their corresponding status.

The requirements of this procedure shall follow the explicit instructions provided in
XYNM scope for WATER INJECTION WELLS TIE-INS IN Y2021 Project Technical
Documentation Requirements. Any conflict noted company specifications and contract
requirements should override.

1.2 Scope

This control procedure is applicable to all quality management system records (hard
copy or electronic format) derived from all sources such as COMPANY, PMC,
Subcontractors, vendors, internal or field generated documents related to quality system
operation and its support.

2 REFERENCES

This procedure complies with the following contract specifications and international code:

 ISO 9000 Quality Management Systems – Fundamentals and Vocabulary

 ISO 9001 Quality Management Systems – Requirements

 HFY4-5165-01-QC-PLN-0001 Project Quality Plan

 HFY-CON/F&C1089-1112, Sec 4 Scope Of Work (QA & QC)

 HFY-GEN-GEN-SPC-0001 Specification for Quality Assurance

3 Definitions and Abbreviations

3.1 Definitions

Record: A piece of evidence for future reference, especially kept in

writing, electronic media or some other permanent form.

Retention of Record: Retention is the act or condition of keeping something in a safe

manner for any future use.
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Disposal of Record: Disposition is the final stage of record management in which a

record is either physically destroyed or is permanently retained in
a storage facility.

Retrieval of Record: Process of storing a specific file, document or record in a safe

location and later recollecting it from storage for any use.

Legible Record: A record clear enough to read.

3.2 Abbreviations

List of the used abbreviations and definitions is given below:

 COMPANY: PetroChina International Iraq FZE, Iraq Branch

 PMC: Petrofac

 XYNM: Jiangsu Xinyang New Material Co., Ltd

 QA QC: Quality Assurance & Quality Control

 ISO International Organization for Standardization

 QMS Quality Management System

4 RESPONSIBILITIES

QA/QC department shall be responsible for preparing, managing and to ensure the
effective implementation this procedure. All functional departments are responsible for
record preparation, identification, storage, protection, retrieval, retention and disposal of
records applicable for their function adhering to this procedure.

QA/QC Dept. shall be in charge of the quality records related inclusive but not limited to:
records of management quality review, quality assurance audit, corrective and
preventive action reports, NCR, personnel qualification certificates, calibration of
measuring and test equipment etc.,.

Engineering department shall be responsible for preparing and maintaining records of

engineering deliverables such as engineering drawings, design calculations, MTOs,
design modification records, technical queries, technical deviation records, as-built
documentation etc.,.

Procurement Department shall be prepared and control the records such as but not
limited to; supplier/vendor evaluation records, PO & its supporting documents, material
test & compliance certificates, third party inspection reports, material release notevendor
documents, tec.,
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Construction Dept. shall be maintain the records of site modifications, , field inspection &
test reports, weld log, hydro-test package, MC dossier, field change notifications,
maintenance and operation of construction equipment etc.,.

Document control Dept. shall be in charge of processing and management of all

technical documents and data including the archived quality records.

Quality Assurance shall conduct internal audit to verify and ensure the effective
implementation of this procedure and management of records.

5 PROCEDURE

5.1 General
 Quality Department ensures that records are established and maintained to provide
evidence of conformity to requirements and of the effective operation of the quality
management system. Records remain legible, readily identifiable and retrievable.
This procedure defines the controls needed for the identification, storage, protection,
retrieval, retention time and disposition of records.

 Once Quality Records have been completed in accordance with applicable

operating procedures, and served their purpose, they are retained in safe storage
location either in;

※ Software or electronic Storage Media (on hard drive or diskette)

※ Hard copy documents securely filed in box-files with proper traceability

 Quality Records shall be stored in safe and secure location to avoid loss or damage
the document due to rain, fire, direct sun light, high humidity, etc. The types of
Quality Records (documentation or software), storage location and respective
retention periods shall be as per the QMS requirements of EPC contractor or
COMPANY, whichever is higher and more stringent. When a Customer’s order
defines special Quality Documentation and retention period(s), the Customer’s
requirement shall take precedence.

 All quality records, reports, certificates provided shall be originals and stamped. In
exceptional cases, a copy may considered instead of original copy shall be
endorsed by authority with a stamp in visible manner as “VERIFIED TRUE COPY”.
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5.2 Identification
 Each record type is identified with the following information:

※ 1. Record Type Name/Description

※ 2. Record Type Part Number (When applicable)
※ 3. Originator Name (Person who issued and/or recorded the data)
※ 4. Date (The date the data was recorded)
※ 5. Status of the Item: Pass/Accept or Fail/Reject (When applicable)
※ 6. When applicable, the following shall also be recorded (when applicable):
a) Serial Number/Lot Number/Date Code, and/or Quantity
b) Product Part Number
c) Revision of Record

5.3 Document Retention

 Quality Records shall be retained per the minimum requirements specified in contact
and as per XYNM QMS, unless otherwise specified by the Customer order.

 Quality Assurance is responsible for ensuring that Quality Records are stored in a
manner that prevents damage or degradation of the records. In addition, the records
shall be controlled in a manner that allows the records to be easily located and not
lost due to lack of organization.

5.4 Legibility
 Quality Records shall be written or printed in a manner that ensures that the data is
accurate, complete, legible, and can be read and understood by all users.

 Quality Records that are computer printed shall be printed using a printer that has
enough ink (light print not acceptable) and does not ink smear the information.

5.5 Changing Records

 When changes are required in order to make the quality record accurate and correct
a mistake notified after issuing the record, the person who initially prepared the
document/ recorded the data shall be endorsed with initial/date each change.

 All changes shall be performed in a manner that does not make the old data un-
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readable. A single line shall be drawn through the old data, the new data shall be

recorded next to it, and initialed/dated by the approved person who made the
change. Old data shall not be thrown away, and shall be kept with the new data.
Whiting out old text using liquid white-out is not acceptable.

 Receiving Inspection, Test or In-process/Final/Shipping Inspection results shall not

be altered or modified in a manner that allows nonconforming material to be

accepted by Quality Assurance as acceptable product.

5.6 Control of External Records

 Vendor / Subcontractor manuals, documentation, data, inspection & test records
and quality manufacturing record book supplied to the project shall be transferred to
the Document Control department for recording and final hand over to the
COMPANY.

 Construction department will manage the relevant construction quality records of the
site subcontractors, however subcontractor QA/QC plan & procedures and
personnel qualification record will be managed by QA/QC department.

5.7 Storage, Protection & Retrieval of Records

 Quality Records are stored in manner so that the records will not be damaged (i.e.
rain, fire, direct sun light, high humidity, etc.) or lost.

 Quality Records filed or stored in a manner suitable for the work environment and
where access is available to the Quality Assurance and concerned functional
departments.

 Quality Records are stored in easily retrieval manner. Typically, hard copy records
are retained in clearly labeled files/cabinets for the first year, then maybe placed into
other types of controlled storage using clearly identified boxes or other means that
allows the records to be retrieval in a timely manner when needed.

5.8 Disposition & Disposal of Records

 Quality Records that have been damaged/missing/illegally altered/not
legible/incomplete are brought to the attention of Quality Assurance for disposition in
complying with project document and data disposition requirements.
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 Quality Records shall not be disposed of unless approved by Quality Assurance and
the minimum retention period(s) specified in the applicable documents are
completed.

 Quality Records may be disposed of after the minimum retention period is satisfied
or as directed by Customer order.