Scribd
Upload
31 views2 pages

Document Management in M Files

Uploaded by

Uva Raj
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
31 views2 pages

Document Management in M Files

Uploaded by

Uva Raj
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 2

Title: M-Files- Document management Doc.

ID: DBAD757119

Organisation: Services Status: Finalized

Function: Contract Management Pages: 1(2)

Author: Process Support Revision No: 02

Issued on: 22.02.2019 Revision Date:20.02.2019

7. M-Files - Document Management

Purpose: To ensure the Safe storage of documents, reports and records etc. related to Contract
Management activities and accessible to CM team. Also to meet the global guidelines for mandatory
documentation availability.

Procedure: All Important Documents related to operation and management shall be stored in the
electronic form. Documents/records shall be stored in M-Files system.

a. Document Security

i. Any document is a property of the organization in the form of hardcopy or electronic format, and
shall not be removed, duplicated, transmitted by electronic mail for distribution outside the
company without the written authorization of ACM.

b. Document management (Archive) Structure

i. Archival structure in local desktop: Plant Manager shall maintain all required records and
reports in their desktop as per archive structure in enclosed sheet.

Guideline for Document management on your local desktop/laptop.

Document
Management Structure in your Laptop .xlsx

ii. M Files Documentation: It’s a global database for uploading the contract related
documentation /records and reports. It provides global access to view the reports /records for
any contract agreement.

M-Files structure.

1. S-CD 1 (Services-Customer delivery) – All Documents, Records, Reports related to


Contract / Agreement by Site team

2. S-Admin. (Services Administrative) – All Reports, MOM’s, presentations by CM Office


team

c. Guideline for Filing a document in M- Files

i. M Files documentation shall be done by PPM / HOD / Q&P Coordinator on monthly basis, as
per above procedure.

d. Filing of documents /reports in M-Files archive

Examples- File name, use site initials in place of XYZ

Monthly report:- CPL-Monthly Verbal Report 012019


Quarterly report:- CPL-Legal Register status Q1-2019

1
Note- BTG sites shall create separate folder as “XYZ- Monthly Coal Reconciliation 2019” and file monthly
report in the same folder.
Site can create any additional folder required based on site specific requirement.
Folder Name (to be
SN Description of Reports in M- Files folder Frequency Remarks
created)
· XYZ-Annual operation & Maintenance Plan - Kick off MOM-
2019 During
Renewals.
· Signed Agreement / Extension letters Yearly / As &
01 XYZ- Contract Related - Risk Asst-
· Annual Report 2018-19 when Qtrly update
· Risk Assessment -Yearly where Risk is
· Kick off MOM’s present

· XYZ-Customer Monthly Report 012019


XYZ- Customer
02 · XYZ-Monthly Summary Report 012019 Monthly
Monthly Report 2019
· XYZ-Contractual Commitments 012019

XYZ- Customer · XYZ-Customer Monthly MOM 012019


03 Monthly
Monthly Meeting 2019
· XYZ-Maintenance Reports (e.g. 4K, 8K, 12K
XYZ-Maintenance
04 ,16K………& Misc. etc.) As & when
reports 2019
· XYZ- Shutdown reports (BTG)
XYZ- Monthly Verbal
05 · XYZ- Monthly Verbal Report 2019 Monthly
Report 2019

XYZ- Assets & · XYZ-Assets & Special tools Verification record


06 Inventory Verification (signed copy to be uploaded) Quarterly
2019 · XYZ-Spares Inventory PV record

· XYZ-Training Plan 2019


· XYZ-Site Organization Chart (one time) Yearly
XYZ- Administrative · XYZ-CEM Report /action plan
07 activities 2019 Lean-man sites
· XYZ-Internal Monthly meeting MOM 012019 can include
Monthly safety agenda
here
· XYZ-Monthly Safety MOM 012019
· XYZ-Monthly Safety Report 012019 Monthly
· XYZ-5s & Housekeeping Audit report
· XYZ-HIRAC
Yearly / As &
· XYZ-Aspect Impact Register
When
XYZ- EH & Safety · XYZ-Safety Manual
08 Documents · XYZ-Safety Management Plan
· XYZ-Emergency Response plan
Upload in last
· XYZ-Legal Register record
Quarterly week of the
· XYZ-Safety Score Card
every Quarter
· XYZ-Mock drill report
· XYZ-EHS Objectives
· XYZ-Noise monitoring
· XYZ-Illumination measurement record
· XYZ-Stack emission record
XYZ- EH & Safety · XYZ-Lifting tools & tackles test record As per due
09
Statutory Records · XYZ-EOT test record date
· XYZ-Air pressure vessels test record
· XYZ- ____Calibration certificate
· XYZ-Waste generation record - Quarterly
· XYZ- Internal Audit report 2019
10 XYZ- Audit report Monthly
· XYZ- IC audit report /Action plan 2019
XYZ- Operation &
· XYZ- Operation Procedures Onetime/
11 Maintenance
· XYZ- Maintenance Procedures Revision
Procedures
XYZ-Technical · Incident report & RCA 012019
12 As & When
Incident records · CAPA Summary report

You might also like