document control

QUALITY MANAGEMENT SYSTEM

Proserv Offshore

TEL: 01467 632020 FAX: 01467 632022

Document Control Procedure

Issue 01 QAHSE\QA\Section 9 Documentation 06.01.09

DOCUMENT CONTROL PROCEDURE

Procedure O P 9.3

PREPARED BY: Helen Cowie APPROVED BY: Eric Cannell

POSTION: Administrative Assist. POSITION: QHSE Manager DATE: 09.06.08 DATE: 09.06.08


Proserv Offshore

TEL: 01467 632020 FAX: 01467 632022



CONTENTS 1.0 PURPOSE 2.0 SCOPE 3.0 REFRENCES 4.0 VERSION STATUS

5.0 DOCUMENT HEADER 6.0 TYPES OF DOCUMENTS 7.0 CONTROL OF DOCUMENTS 8.0 EXTERNAL DOCUMENTS 9.0 FORMAL TRANSMITTING OF DOCUMENTS


Proserv Offshore

TEL: 01467 632020 FAX: 01467 632022



1.0 PURPOSE

1.1 The description and responsibilities in carrying out the process of the document control function within the company. The document control function is a further tool in the company’s portfolio which has been established in order to meet both quality standards and customer needs.

1.2 To ensure that documentation carried out by the company is controlled, recognised,

communicated, managed and distributed. It shall be subject to a process of planning and checking that ensures accuracy in format and content which is in accordance with project and statutory requirements.

2.0 SCOPE

2.1 This procedure covers the internal and external control of documents which in the view of the

company, require to be controlled in a formal system. 3.0 REFRENCES

3.1 ISO 9001:2000

4.2.3. Control of Documents 4.2.4. Control of Records

4.0 VERSION STATUS

4.1 The Version status is controlled by an ‘Issue Number,’ which will be positioned on each document in the bottom left hand corner.

4.2 Previous issue numbers are listed on a table in the document front cover, with the most

recent version at the top of the list. This table will also include the issue date and reason for issue.

4.3 Each document shall have in its bottom right corner, a designation of where the document

can be found,

i.e. QA/Forms/F49 Engineering Instruction


Proserv Offshore

TEL: 01467 632020 FAX: 01467 632022



5.0 DOCUMENT HEADER

5.1 The main purpose of the document header is to identify where a particular document/procedure has originated from i.e. safety, quality, environmental. It shall also display the title of the document. An example can be seen below:

SAFETY Proserv

Offshore TEL: 01467 632020 FAX: 01467 632022

MANAGEMENT SYSTEM

Risk Assessment

6.0 TYPES OF DOCUMENT

6.1 The company’s documentation consists of the following:

• Flowcharting – process type procedures, flowchart and written text • Procedures – written text • Instructions – written text and diagram • Project Operation manuals – compound document i.e. written text diagrams, graphs,

registers and tables.

Section/System/Department where document has originated from

Company name, telephone and fax contact details

Document title Company logo, displayed in colour


Proserv Offshore

TEL: 01467 632020 FAX: 01467 632022



7.0 CONTROL OF DOCUMENTS

7.1 Documents shall be drafted and supplied in the following format:

a) Original transcript in Word, Excel, Visio etc b) Adobe PDF

7.2 The QHSE Manager will be the only person to have access to the original transcripts. All

other employees will have access to the PDF format of the documents. If an employee requires a change to be made to a document then he must contact the QHSE Department to discuss the proposed amendments/modifications. Once agreed, the document can then be altered, it cannot be issued until it has been checked, accepted, signed and approved.

7.3 If a document is revised, it must be recorded in the ‘Document Revision Register.’ This table

must be fully updated as soon as a new revision of a document has been produced. Additionally, a hyperlink of the new document revision should be inserted. (Note: to be advised where the register will be located)

7.4 Once a document has been revised to a new issue, the company Document Controller shall

then advise all other personnel in the group of the change by e-mail notification. It is then the holder’s responsibility that he/she holds the latest valid version.

8.0 EXTERNAL DOCUMENTS

8.1 Any document which is an input or an output into the Document Control system shall have its

distribution controlled; (Controlled copy)

9.0 FORMAL TRANSMITTING OF DOCUMENTS

9.1 The company’s policy on issuing external documents shall be to use a transmittal e-mail record. All documents shall be clearly identified/marked with; “Controlled Copy.” The Document Controller will then attach the document to the e-mail, addressed to the client/sub-contractor. Before sending the email, the Document Controller must

a) request the send receive option on their email account


Proserv Offshore

TEL: 01467 632020 FAX: 01467 632022



b) incorporate the document number, title and project number in the email subject

Once the clarification e-mail of delivery has been received, the Document Controller shall store it in the appropriate project folder.