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Document Control Workshop

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70 views10 pages

Document Control Workshop

Uploaded by

for ever
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
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Document

Control
Workshop
presented by : Riaam Hussian

organised by : IHEC Training


and Development Centre
Introduction
TO Document Control World

1-What Is Document Control


Document control refers to the process of managing documents within an
organization in a systematic and organized manner.

2-What Dose Document Control Involves?


involves creating, storing, organizing, tracking, and distributing documents to ensure that
the right version of a document is available to the right people at the right time.
Introduction
TO Document Control World

3-why document control system is essential to


any project:
- Accuracy and Consistency
- Compliance and Legal Protection
- Efficient Communication
- Tracking Changes
- Time and Cost Efficiency
- Risk Management
- Quality Control
- Enhanced Collaboration
Structure, Format and life Cycle of
the Documents
1. Structure of Documents
The structure refers to the organized framework of a document, typically comprising the
following elements:
• Title Page: Includes document title, project name, document number, and date.
• Table of Contents: Provides an index of the document’s sections.
• Executive Summary/Introduction: Briefly explains the purpose and content of the document.
• Main Body: Contains detailed information (e.g., drawings, specifications, data).
• References: Lists related documents, standards, or guidelines used.
• Approval Page: Space for signatures or stamps showing document approvals.
• Revision History: Tracks changes, including date, version number, and description of
revisions.
Structure, Format and life Cycle of
the Documents
2. Format of Documents
The format refers to the consistent presentation and layout of documents to maintain readability and
professionalism. Common formats include:
• File Type: Typically PDFs for fixed content, or editable formats like Word (.docx) or Excel (.xlsx) for
dynamic content.
• Templates: Standardized templates for specific document types (e.g., reports, drawings, meeting
minutes).
• Font and Style: Consistent use of fonts, headings, and spacing for readability and uniformity.
• Numbering System: A clear numbering system (e.g., document numbers, version numbers) to
identify documents and revisions easily.
• Watermarks: For status (e.g., “Draft,” “Final,” “For Review”).
• Metadata: Includes tags such as author, project name, date, document number, and status.
Life cycle of
Document
The life cycle describes the phases a
document goes through from creation to
archiving. The key stages include:

a. Creation

b. Review

c. Approval

d. Distribution
Defines with the Technical Manager specific
instructions to Engineering disciplines

Checks document format, numbering, and revision.

Responsibilities Prepares transmittal, delivers to COMPANY


Registers file and distribute documents and comments
Document Controller received from COMPANY

Manages in the real-time deliverable list (MDDR).

Verifies, before any document is released for


fabrication purposes, that all internal and
external applicable approvals have been given.
Progress report
Steps before Submission

1.Quality Check 6. Make CRS (if required) and highlight changes


➢ Numbering
➢ Formatting 7. Update Registers
➢ Revision
➢ Attachments 8. Documents must be shared by email or shared server with access to the company.
➢ Dates
2. Reason for Issue 9. Notification sent by email (For information).

3. Pending Days 10. The transmittal is generated by the DCC.


4. References
11. Document reservation may be required before issuing the documents and
5. File Format and type requested
from the COMPANY DCC.
Steps before Submission

12. Quality checks must be


done before the issue.

13. Notify all related


persons are done by DCC.

14.Transmittals must follow


the document numbering
system.

15. Hard-copy of the


documents may be required
Thank you for
your attention

Email
[email protected]
om

Social Media
@ihec.office_

Call us
07772566948

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