The purpose of this procedure is to establish control of incoming and outgoing documents at the project site.

To facilitate expeditious controlled distribution of documents, and to ensure that drawings used by Construction Field Operations are the current issues or latest revisions for implementation.

This procedure covers the control of incoming and outgoing project documents, which includes construction drawings, specifications, standard references, construction procedures, memorandums, instruction letters, communications, correspondences, and other applicable documents, during the construction of the project, handled by Field Engineering Support Group at the project sites.

DEFINITIONS
IFC Issued for Construction drawings. REFERENCES EN ISO 9002 : 1994 4.5 Document and data control

PROJECT MANAGER
Has overall management responsibility for the Project Construction Operation including the administrative supervision of the Field Engineering Support Group. All project communications, correspondences, document transmittals are passed through for approval and signing of the Project Manager.

(continuation) PROJECT SITE ENGINEERING MANAGER SUPERINTENDENT or SUPERVISING ENGINEER

Supervise project documentation works. Determines standard distribution procedures and responsible for the satisfactory distribution and control of Documents in the project site.
PROJECT DOCUMENT CONTROLLER Receiving, recording, filing, reproduction, distribution, updating, protection and return of clients issued project documents upon completion of the project in accordance with the requirements of the Contract.

File in controlled manner all identified documents collected by Engineering, Materials, Quality Control, Project Control, Contracts Departments and from the Managers file for retention after completion of the project.

(continuation) PROJECT DEPARTMENT HEADS Responsible for the collection of Project Active Files, for documents mentioned in Clause 6.2.9 in their respective departments for archiving.

Responsible fro the developing, monitoring and control of Controlled project documents for any necessary secondary distribution within their respective department, referred to in Clauses 6.4.2.1. Procedure No. END-3-010, Central Documentation Control.
OVERVIEW

Field Engineering Support Group shall maintain the project work site, copies of all Issued for Construction (IFC) drawings, specifications, standard references, construction procedures, memorandums, instruction letters, vendors data, instruction manuals, contract documents, addenda, communication and other applicable correspondences.

(continuation)
RECEIVING, RECORDING, FILING AND DISTRIBUTION Project Document Controller acknowledges receipt of document from Costumer by signing the incoming transmittal. The documents may consists IFC drawings, specifications and other construction documents, stamp date and records in Form No. END-4-001B, Project Management Control System Engineering Drawing / Document Register (Incoming) The register includes the item number, transmittal number of Costumer, date received, item description, drawing/reference number, sheet number, revision number, print/sepia, number of copies, index number, plant/unit area, remarks column for additional information. This ensure accurate maintenance of master distribution and transmittal status at all times and also provide easy identification and quick access to the documents. Project Document Controller will reproduce copies for distribution and shall distribute the documents to recipient. Document Controller will produce Log Book and write on log book pages the following information, as formatted below (next page).

(continuation)
Form No. END-4-001H ITEM No. ITEM DESCRIPTION REFERENCE No. DATE Distrbt. ORIGINATOR DATE RECEIVE Name/Sign RECEIVER Name/Sign REMARK

The above format will be used by the Document Controller whenever he distribute primary copies of documents at the project site. This is to minimize use of Transmittal Form No. QAD-4-202
Project Document Controller will distribute the documents to field Operations through the office of the respective discipline Field Department Heads. The Field Department Heads or his designated representatives shall indicate his name & signature on the Receivers column on the DOCUMENTS LOG BOOK upon receipt of the documents. This is to ensure that the documents are not issued to the field operation without knowledge.

(continuation)
Conflict between drawings, specifications or standards are brought to the prompt attention of the Costumer Representatives by the Field Engineering Manager / Superintendent or Supervising Engineer. The Costumer representative on resolving the conflict and shall advise MMG, in writing.

Sepias and photocopies received from the Costumer Representatives are kept for ready reference and reproduction.
All documents are kept in separate room, neatly filed on sticks or in drawing cabinets. Documents shall be filed in a sequence corresponding to a key index, per discipline, on a respective plant area. Documents transmitted prior to the effective contract dates are likewise handled as provided above. Upon Project Completion, all technical data, standards, specifications, design, drawings and the like, furnished by the Costumer, shall be returned to the Costumer, if specified in the Contract. Alternatively, such documents may be destroyed or disposed of in accordance with individual costumer instruction / contractual requirement.

(continuation)
PROJECT ACTIVE FILES (Form No. END-4-001C) for archiving shall be maintained in a secured environment at the Dammam warehouse or DMS Yard. The period of retention may vary in accordance with contractual warranty periods, but shall not be less than two (2) years following the project completion date. An indeterminate retention period may be required in relation to unresolved claims. Documents to be considered for archiving may include but are not restricted to the following: MATERIAL FILES Includes Material receiving report, Requisition Slip, Purchase Order, Over/Short Damage Report, Weekly Material Check Report, Costumer Supplied Material Receiving Report, materials status log. And etc..

(continuation)
ENGINEERING FILES Includes Site Query, Work Estimates, As-Built drawings, Field Work Directives, Change Notice, Avoid Verbal Orders, letters on claims, Change request, Calculations, specifications, standard drawings, and etc QUALITY CONTROL FILES Includes Inspection and Test Reports, Certification Dossiers, Control Procedures, Welding Report and etc

PROJECT CONTROL FILES

Includes Foreman Daily Progress Report, Daily Report to Costumer, Weekly Report, Monthly Narrative Report, Construction Schedules (All Construction Schedules, S-Curve, CPM, manpower & Equipment Histograms developed from start to the last phase of the project) Change Order Settlement, Progress Report, Billing, Timesheets and etc

(continuation)
CONTRACT FILES o Includes Field Work Directives, Change Orders, Settlement of Change Orders, Subcontractor Contract and Job Specifications. PROJECT MANAGER SECRETARY FILES o Includes incoming and outgoing letter, Facsimiles, Memos, Minutes of meeting and etc.. OTHER COMMUNICATION AND CORRESPONDENCES o Which are vital to unresolved Change Orders or Claims and reference information beneficial to any unexpected requirements. Respective Project Department Head shall collect all the above respective documents in their custody and make corresponding records using Form No. END-4-001C (Project Active File Record). This files shalll be sequence in the storage boxes in accordance with the indices and label (END-4-010U) place on the side of the box with the corresponding box number, then transmit the record to the Project Document Controller who will prepare the transmittal for archiving.

(continuation)
o For large volume of Project Active Files, documents storage boxes shall be placed inside a conex van container, properly identified or marked for identification of a Project Name, Contract Number date delivered for archive. The conex van container shall be stored at Dammam Maintenance Shop (DMS) storage yard. Project Document Controller shall prepare the Master List of the Project Active File and a copy forwarded to Central Documentation Control Section for record control. Field Engineering to co-ordinate with Project Warehouse who will in turn take-over the responsibility for transporting the Conex Van containing the Project Active Files to DMS,

and

(continuation)
SUPERSEDED DOCUMENTS Project Document Controller will stamp SUPERSEDED mark on superseded drawings and/or documents, and update the Project Management Control System (Form No. END-4-001B)

Project Document Controller reproduce a copy of the current issue or latest revision drawing or documents and distribute to recipient.
All superseded drawings and documents are segregated from the current issues files by the corresponding field discipline responsible Field Supervisor or Foreman using the drawings or documents. Superseded drawings or documents are either being kept by field operation for further reference or are returned to the Project Document Controller for safe keeping, where appropriate. Superseded drawings and documents are filed in separate cabinet for later reference, if demanded. A Computer database or appropriate computer program is implemented by Field Engineering Support Group where the contract requires the application of a computerized program for handling documents and for ensuring accurate maintenance of master distribution status.

DISTRIBUTION AND CONTROL OF ISSUED PROJECT CONTROLLED DOCUMENT USED BY FIELD OPERATION DEPARTMENTS

Field Discipline Department Heads or his designated representative shall allocate Control Copy Number for identified secondary distribution Controlled Copy Holders within his department. Control Copy Number for secondary distribution copy holder shall be prefix to the Primary Controlled Copy Holder Control Number, Below are examples of assigning control numbers, which will vary per discipline, types of drawings of documents, Department Heads shall assign appropriate control number.
Example 1 PQAM-4CR01-QCP-03/01 PQAM 4CR01-QCP O3 O3/O1 Holder = = = = Project Quality Assurance Manual Manual Number Primary Controlled Copy Holder No. 3 Secondary Distribution Controlled Copy No. 1

(continuation) Example 2 PD-ISO-03/01 PD = Piping Drawing (changes with discipline)

ISO
O3 O3/O1

=
Isometric (changes with type drawing) = Primary Controlled Copy Holder No. 3 = Control No. of Number One Secondary Distribution Controlled Copy Holder

Note :

All piping isometric drawings covered by the above Control Number will be change in Form No. END-4-001G Accomplished Form No. END-4-001G and outgoing documents log book will be used when distributing it to Secondary Controlled Copy Holder together with all covered drawings and/or documents.

(continuation) Field Discipline Department Heads or his designated representative shall register in Form No, END-4-001G Field Operation Secondary Controlled Documents Register (Incoming/ Outgoing) all controlled documents requiring secondary distribution. Registration of documents and/or drawings data includes names of primary & secondary copy holders controlled copy holders number, document or drawings reference details, issue dates, and etc.. Copies of documents and/or drawings shall be stamped Controlled Copy (sample below) in red ink and the Copy Holder Name, Number & Date, written on the space provided thereof.
After secondary distribution of drawings, documents and specifications to field operation retrieval of these documents, drawings and specifications are responsibility of construction operation or designated person who will issued the secondary copy.
Sample Stamp MOHAMMAD AL-MOJIL GROUP CONTROLLED COPY
COPY HOLDER NAME : _____________ COPY NO. : _____________________ DATE ISSUE : ____________________

(continuation) Upon completion of the project. Secondary Copy Holders of controlled documents shall return all issued controlled copies to their respective Department Heads or Designated Representative. Subsequent steps to be undertaken by the Designated Representative, refer to Clause 6.2.8 & 6.2.10 for proper disposition of project document. Also refer Procedure END-3-010 in conjunction to procedure END-3-001 for other related document control information. OUTGOING DOCUMENTS (To Client, Subcontractor & other Parties) Project Document Controller will register in PROJECT TRANSMITTAL CONTROL LOG (Form No. END-4-001D, Rev 1, 27 Feb. 1996) all outgoing document forwarded to Client, Subcontractor or other parties. The Project Transmittal Control Log includes the Item Number, Transmittal Number, Date Issued, Issued to (recipient name), signature of receiving person and description or remarks are noted in the space provided for particulars. This is to ensure that all outgoing documents issued to Client, subcontractors and other parties are fully documented and controlled.

START

PROJECT SITE ENGINEERING PROJECT DOCUMENTATION CONTROL (END-3-001)

PROJECT DOCUMENT CONTROLLER AKNOWLEDGE RECEIPT OF DOCUMENT FROM COSTUMER

PROJECT DOCUMENT CONTROLLER STAMP DATE OF ISSUE RECORD IN REGISTER (END-4-001B)

PROJECT DOCUMENT CONTROLLER REPRODUCE SECONDARY COPIES AND DISTRIBUTE (END-4-001H)

PROJECT DOCUMENT CONTROLLER PROJECT ACTIVE FILES (COMPLETED PROJECTS)

PROJECT DOCUMENT CONTROLLER ORIGINAL PROJECT DOCUMENTS ISSUED BY COSTUMERS

PROJECT DOCUMENT CONTROLLER SUPERSEDED DRAWINGS / DOCUMENTS IS REPLACED WITH CURRENT ISSUES

PROJECT DOCUMENT CONTROLLER FILE ORIGINAL DOCUMENT IN ORDER / MAINTAIN IN SECURED ROOM/CABINET

PROJECT DEPARTMENT HEADS

PROJECT DOCUMENT CONTROLLER

PROJECT DOCUMENT CONTROLLER

COLLECT / RECORD / FILE IN

STORAGE BOX (END-4-001C)

PREPARES
TRANSMITTAL MASTER LIST

COORDINATE WAREHOUSE FOR

TRANSPORT ARCHIVE BOXES TO STORAGE WAREHOUSE/YARD

A1

END

PROCEDURE FOR PROJECT DOCUMENTATION CONTROL ACKNOWLEDGE RECEIPT OF DOCUMENT / RECORDING Project Document Controller will acknowledge receipt of documents from Costumer by signing the incoming Costumer generated Transmittal. The documents may consist of IFC drawings, specifications and other construction documents. He will stamp date and record on Form END-4-001B Document Register (Incoming) REPRODUCTION / DISTRIBUTION Reproduce secondary copies for distribution. Distribute secondary controlled reproduced copies to Field Operations / Recipients through the office of the respective discipline Field Department Heads. FILING File all original documents in secure room, neatly retained on sticks or in drawing cabinets, in orderly sequence corresponding to a key index, discipline and plant areas.

(continuation)

SUPERSEDED DRAWINGS / DOCUMENTS

Reproduce secondary copies of the current issue or latest revision drawing and or documents for distribution. Remove superseded drawings / documents from the file and replace with the current issues. Distribute secondary controlled copies to Field Operation / Recipients through the office of the respective discipline. Field Department Heads. The distribution shall be controlled in accordance with PFE (05) Control of Technical Literature used Form No. END-4-001H (Outgoing Document Log Book) to record distribution. Stamp SUPERSEDED mark on all superseded drawings and /or documents and update the Engineering Drawing / Document Register (Form No. END-4-001B) File all superseded original drawings and documents in a separate cabinet in orderly sequence corresponding to a key index., discipline or plant areas for future reference, or whenever demanded. All superseded secondary copies of drawings / documents issued to field Operations (FO) should be removed from the latest issue files by the corresponding field discipline responsible Field Supervisor or Foreman and destroyed.

(continuation)

ORIGINAL PROJECT DRAWINGS / DOCUMENT ISSUED BY COSTUMER

Upon project completion, all original copies of documents furnished by the Costumer during the life of the project shall be returned to the Costumer. If specified in the Contract. Alternately, such documents may be destroyed or disposed of in accordance with the individual costumer instruction / contractual requirement. PROJECT ACTIVE FILES Project Active Files on completed project considered for archive may include, but not limited to the following:

Material Files
Engineering Files Quality Control Files Contract Files

Project Managers Files

Other Internal / external correspondences & communications.

(continuation) Respective Project Department Heads (PD) shall collect all the above respective documents in their custody and make corresponding records using Form END-4-001C Project Active File Record and shall file in orderly manner in storage boxes in accordance with the corresponding box number. Endorse respective Project Active Files records to project Document Controller who will prepare the transmittal for archiving. Project Document Controller prepares the Transmittal and master list address to Central Documentation Section in Dammam for record control and advise for the archiving at MMG Central Archive. For large volume of Project Active Files, documents storage boxes shall be placed inside container van, properly identified or marked for identification of Project Name, Contract Number and date delivered for archive. The container van shall be stored at Dammam Central Warehouse (DMS) storage yard. Field Engineering shall coordinate with Project Warehouse who will in turn take-over the responsibility for transporting the container van containing th Project Active Files to DMS storage yard. Copy of the Document Master List is also retain inside the Container van. CWD transport the boxes to Dammam warehouse archive room or the Container Van with the Project Active Files to DMS storage yard.

Mohammad Al-Mojil Group

Project Active File Control

START

Flow Chart

MATERIAL DEPARTMENT

ENGINEERING DEPARTMENT

QUALITY CONTROL DEPARTMENT

PROJECT CONTROLS DEPARTMENT

CONTRACTS DEPARTMENT

PROJECT MANAGERS FILES SECRETARY

MATERIAL RECEIVING REPORT, REQUISITION SUP, PURCHASED ORDERS,MATERIAL STATUS LOG OVERSHORT/DAMAGE REPORT, ETC.

SITE QUERY, WORK ESTIMATES AS BUILT DRAWINGS, CHANGE NOTICE CHANGE REQUEST, LETTER ON CLAIMS, CALCULATION, ETC..

INSPECTION & TEST REPORTS, CERTIFICATION DOSSIERS, CONTROL PROCEDURES, WELDING REPORT, ETC

MANPOWER & EQUIPMENT RECORDS, DAILY REPORT, MONTHLY NARRATIVE REPORT, CONSTRUCTION SCHEDULE, ETC

FIELD WORK DIRECTIVES, CHANGE ORDERS, SETTLEMENT OF CO. SUBCONTRACTOR CONTRACT & JOB SPECIFICATIONS, ETC

INCOMING & OUTGOING LETTERS, FACSIMILES, MEMOS, MINUTES OF MEETINGS, ETC..

PROJECT DEPARTMENT HEADS

COLLECT IDENTIFIED DOCUMENTS FOR RETENTION, PUT IN DOC BOXES, LABEL AND FORWARD TO PROJECT DOCUMENT CONTROLLER END-4-001C / END-4-010U

PROJECT DOCUMENTS CONTROLLER

RECEIVE, CHECK, RECORD AND PREPARE TRANSMITTAL (QAD4-202) ADDRESSED TO CDC SECTION, DAMMAM

PROJECT DOCUMENTS CONTROLLER

MATERIAL RECEIVING COORDINATE WITH CDC DOCUMENT CONTROLLER FOR SPECIFIC DOCUMENT ARCHIVE LOCATION OR STORAGE WAREHOUSE PRIOR DISPATCH TO DAMMAM

PROJECT DOCUMENTS CONTROLLER

TRANSMIT DOCUMENTS TO DAMMAM OR TO SPECIFIED LOCATION UPON CONFIRMATION BY CDC DOCUMENT CONTROLLER

END