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Change History
Rev. Clause Change(s) Made

02 - Revised for improvement

01 - Original issue as per ISO 9001:2015

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Contents

1.0 SCOPE: .................................................................................................................. 4

2.0 PURPOSE: .............................................................................................................. 4

3.0 REFERENCES: ......................................................................................................... 4

4.0 ABBREVIATIONS: .................................................................................................. 4

5.0 RESPONSIBILITIES: .............................................................................................. 4

6.0 PROCEDURE: .......................................................................................................... 7

7.0 RISK ASSESSMENT: ............................................................................................. 10

8.0 ATTACHMENTS:.................................................................................................... 11
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1.0 Scope:
This procedure covers the Integrated Management System requirements applied by Orascom
Construction Limited; It covers documents and records and embraces the requirements of ISO
9001:2015, ISO 14001: 2015 and OHSAS 18001:2007.

2.0 Purpose:
The purpose of this document is to ensure the existence of the Document & Records Control
Management System to meet the QHSE objectives of OCL.

3.0 References:
3.1 ISO 9001:2015 : Quality Management Systems- Requirements.
3.2 ISO 14001: 2015 : Environmental Management System-Requirements.
3.3 OHSAS 18001:2007 : Occupational Health and Safety Management Systems -
Requirements

4.0 Abbreviations:
OCL : Orascom Construction Limited.
QHSE : Quality, Health, Safety and Environment.
HSE : Health, Safety & Environment.
IMM : Integrated Management Manual.
CQD : Corporate Quality Director.
CHSED : Corporate Health, Safety, & Environment Director
QCM : Quality Control Manager.
HSEM : Health, Safety, & Environment Manager.
PCM : Project Controls Manager.
ITP/PIP : Inspection and Test Plan/ Project Inspection Plan.
MS : Method Statement.
DC : Document Controller.
DCM : Document Control Manager
DMS : Document Management System
Valid Documents : Approved documents, issued for construction / implementation.

5.0 Responsibilities:
5.1 Corporate Quality Director – (CQD)
Corporate Health, Safety, & Environment Director – (CHSED):
The CQD & CHSED responsibility with regard to the Integrated Management System includes,
but is not limited to:
• Establishing the Integrated Policy and Objectives.
• Ensuring that appropriate processes are implemented to enable customer(s) / client(s)
requirements and internal objectives to be met.
• Assigning responsibilities and authorities to meet these objectives
• Ensuring that an effective management system is established, implemented and maintained
to achieve these objectives.
• Ensuring the availability of necessary resources.
• Comparing the achieved results against the set objectives.
• Deciding any action regarding the integrated QHSE policy and objectives.
• Deciding any action for improvement.
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5.2 Quality Control Manager (Site)-(QCM):

The QCM is responsible for all quality matters on the project as per the established Project
Quality Plan and the assigned job description. He is responsible for proper implementation of
the Quality Management System by ensuring that the documents used in construction are
valid and the latest revision in addition to following inspection on site. He shall ensure that the
Quality Policy is communicated to the site and that it’s available to interested parties.
5.3 Health, Safety & Environment Manager (Site)-(HSEM):
The HSEM is responsible for all HSE matters on the project as per the established Project
HSE Plan and the assigned job description and to ensure proper implementation of the HSE
Management System by facilitating system audits and following inspection on site. He shall
ensure that the HSE Policy is communicated to the site and that it’s available to interested
parties.
5.4 Project Controls Manager – (PCM):
The responsibilities of the Project Controls Manager (Construction Control Manager) with
respect to procedure include:
• Overall responsibility for setting up and maintaining the project document control system and
management of DC.
• Setting up document distribution matrices and ensuring issue of essential documents,
accordingly via document controller.
• Ensuring revision and control is exercised for document revision.
• Ensure that only legal and legible documents are being used.

5.5 Document Control Manager – (DCM):

• Establish and maintain Documents Management Digital System standard presentation,
awareness to Company directors, project managers of how to access the company
documents library and download required documents…etc.
• Make Job interview of all document control staff.
• Develop a training program to support and coach new/current document control staff to
ensure their ability to handle their responsibilities in effective and professional manner.
• Authorize Project configuration for Documents Management Digital System at the project
commencement.
• Closely monitor the Documents Management System within the project startup till closeout
phases, highlight gaps and recommend action plans for identified areas for improvements for
Documents Management System through Company/Corporate.
• Check the generation of different levels of reports regarding projects’ documents database
and propose new reports, analyze the status reports data issued by the Document
Controllers and provide statistics of engineering performance through the project life cycle.
• Review the staff performance through audit system to ensure compliance with the standard
documents procedures.
• Ensure that the performance of various assigned tasks, and the conduct of document control
staff within the projects are in accordance with the department's policies and procedures.

5.6 Document Controller – (DC):

• Involve in preparation of the Documents Management Procedures that will be implemented
through the project life cycle.
• Fully aware of all project stakeholders and their role in the project.
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• Apply a system to easy incorporate the data and information updates from all departments on
daily basis into the Project Central Document Library (soft and hard copies).
• Liaise with the project team for preparation of all technical submissions and ensure all
documents are submitted in accordance with the project schedule using standard templates
and in accordance with the Project Technical Document Numbering Procedure, appropriate
approval and rejection are obtained and formally recorded and that changes and revisions
are managed as part of documents control procedure.
• Review all sent and received documents in accordance with the Project Technical Document
Specifications/Procedure.
• Use the Documents Management Digital System to upload data into the standard registers to
ensure that the information is accurate and up to date.
• Monitor and update any change and modification to the technical documents. Highlight any
deviation to Engineering Manager for attention.
• Prepare required reports to support the project team by presenting the documents status and
raise the critical issues that may affect the progress of the project, through the Documents
Management Digital System or creating / customizing using Microsoft Office Package.
• Responsible for tracking and distributing the controlled copies of latest approved documents
and drawings to the appropriate staff, subcontractors and suppliers as applicable based on
approved matrix of distribution by Project Manager; and to ensure that the documents last
revision supersedes the old revisions.
• Maintain hardcopies and softcopies of documents and drawings in the project central
documents library under safe custody without any damage or deterioration with easy
traceability, make regularly backups of all the data and keep them in a secure place.

5.7 Department / Section Heads:

• Ensuring that all subordinates are aware of the Integrated Management System and its
requirement.
• Ensuring that all subordinates are implementing the Integrated Management System within
their organization.
• Ensuring that personnel are aware of the requirements of this procedure with respect to
maintaining the Integrated Management System and with respect to document change
control, controlled documents and “Superseded” documents.
• Ensuring that the pertinent issues of appropriate documents are available at all location
where required by relevant operation.
• Advising DC of change requirements for document distribution matrices to ensure that their
personnel receive copies of essential controlled documents.

5.8 IT/Application Database Administration:

• Project Controls Department which is represented by the Application and Database
Administration Manager who communicates all issues with the OCL IT Application Team
regarding Documents Management System (refer to flow chart attachment 8.1).
• OCL IT Application Team is responsible for ensuring the performance of the server and for
updating software according to new versions. And for providing support for hardware and
software installation and maintenance.
• The process and control of the Documents Management System is as per attached chart
(attachment 8.1)
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6.0 Procedure:
6.1 General Requirements of the QHSE Integrated Management System:
To meet the requirements of ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007. OCL
has developed an Integrated Management System which includes all requirements that provide
customer confidence based on the following:
• Objectives and Policy.
• Performance implementing processes, methods and tools.
• The requirements and expectations of all interested parties, including details of statutory and
regulatory requirements.
• Resources for the development of the Integrated Management System.
The Documents & Records Control Management System comprises of the below hierarchy:
Level 1:
The Integrated Management Manual which defines the QHSE objectives and policy. It
contains a description of the elements of the Management System and their interaction. It
also refers to the system procedures that support the system at different levels.
Level 2 :
The QHSE System Procedures specifying the interaction between the ISO, OHSAS
requirements and the Management System in addition to the responsibilities for
implementation.
Level 3:
Consists of process control documents, such as the QHSE Control Procedures, Method
Statements, Project Procedures, Project Quality Plan (PQP) and Inspection & Test Plans
(ITPs)
6.2 Documentation Requirements:
6.2.1 General
The OCL Integrated Management System documentation include all QHSE documented
procedures
6.2.2 Project Quality Plan (PQP)
The Project Quality Plan(s), when generated refers to the Quality Management System
Procedures at the same time it describes the interaction between the Management
System Requirements.
6.2.3 Health, Safety, and Environmental Plan
The Health, Safety, and Environmental plan refers to the HSE Management system
procedures.
6.3 Control of Documents:
There are two types of documents:
• OCL Corporate Documents: which are the Management System Documents and
departmental procedures.
• Projects / Sites Documents: which are the process or the Construction Documents (i.e.:
Inspection and Test Plans, Method Statements, Drawings, Specifications….etc)
6.3.1 OCL Integrated Management System Procedures and Corporate QHSE documents are
controlled uniformly in accordance with this procedure.
The Document Controller in the Corporate Quality Department who is responsible for
the distribution of documents and records shall ensure that whenever a document is
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new or re-issued, it is sent to the assigned recipients. This is to avoid the use of any
obsolete documents/records.
6.3.2 In the projects it is the responsibility of DC to ensure that all OCL project personnel are
informed with the relevant documents in accordance with the “Project Distribution
Matrix” (FM-QA-01-01) which shall be approved by the project manager.
6.3.3 OCL project personnel are responsible to ensure that they are using the latest revision
of the documents for the execution of the work.
6.3.4 All OCL project Departments Heads are also responsible to ensure that their
subordinates’ use the latest valid revisions, that replaces the superseded documents.
6.3.5 For external correspondence, OCL shall use the related project forms, as per the
contract requirements.
6.3.6 Upon receipt of the controlled copy of documents from DC, the recipient shall:
a) Ensure that all the received controlled documentations are complete and correct as
listed in the transmittal and refer any variation back to the DC.
b) Sign and return the transmittal form to the DC.
c) Check for a previous copy of the documents; if the new documents use a later
revision, then the previous copy must be replaced.
6.3.7 The document Controller, in coordination with the responsible Department / Section
Heads, shall ensure that all recipients of documents return a signed copy of the
transmittal, as an evidence of their receipt. Internal Documents Transmittal form (FM-
QA-01-02) shall be used for that purpose.
6.3.8 Master documents are stamped “SITE MASTER” or “Original” and shall be retained in
DC offices, copies of the Master document will be strictly controlled by DC. When the
master is superseded, it shall be clearly marked “SUPERSEDED” on the cover sheet
and archived.
6.3.9 Master copies of drawings (Client / JV Partner, Vendor, Sub-Contractor, etc……) are
maintained in drawer cabinets on sticker files as decided by the document controller.
6.3.10 Cupboards, drawer files, stick files or box files, etc., shall be clearly identified to show
their contents.
6.3.11 All such files within DC are kept in a specific area limited to the only authorized
personnel.
6.3.12 QHSE records/documents shall be kept and filed by the Project Quality/ HSE
Departments until they are handed over to the client. Project Quality/ HSE departments
shall ensure that all QHSE records/documents are issued through DC who will retain
copies as necessary.
6.3.13 Codes and standards required at each project will be obtained by each project on as
need basis. Projects can coordinate with the Quality/ HSE departments to obtain legible
copies of any standard if required.
6.3.14 Control of confidential documents (e.g. laws or regulations) is carried out according to
the confidentiality agreements with the Owners or the Clients. These documents are
kept in the custody of the contracts manager or his designee in a locked cabinet and
issued only upon official request from the section manager and should be returned after
use. No copying of such documents is allowed unless a written permission is submitted
by the document owner.
6.3.15 Post Contract Storage
• Contract documents shall be archived and clearly marked with the contract number
and contents upon completion of the contract. Any confidential documents shall follow
section 6.3.14.
• All documentations (drawing, manuals, data books,…etc), shall be transferred to a
location specified by OCL.
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• Each box file shall be individually numbered consecutively and logged by the
Document Controller.
• Identification labels, including the contents of each box, file shall be placed on each
box / file.
6.4 Document Receipt and Register:
6.4.1 OCL applies the Documents Management System which is a computerized system for
the registration of all project documentation that shall be implemented, and controlled
by the Document Controller. The “Document Control System” developed by OCL
Information & Technology Department (IT) can be used for all registers and logs for all
documents (Also any other approved software can be used).
6.4.2 The Document Controller shall assign authority for access to the Document Control
data maintained in the computer system. This shall be achieved by limited password
restricted ‘Write’ access controlled by the Document Controller.
6.4.3 The Documents Management System is controlled by the project control department
and supported by the OCL IT Application team (refer to flow chart attachment 8.1)
6.5 Document Register:
6.5.1 On receipt, pertinent documents shall be registered by DC in the database and update
the documents registers.
6.5.2 DC is responsible issuing periodical documents register / reports or as deemed
necessary to the department / section heads to identify the current revision and status
of each document to be used.
6.5.3 It is the responsibility of the Document Controller to ensure that these registers are
correct. However, each Department / Section Head shall review these registers and
ensure to the maximum extent practical, that he has correct information, and he cannot
delegate this responsibility to the document controller.
6.5.4 Any discrepancy discovered must be reported to the Document Controller.

6.6 Procedures Originate, Review, Approval and Change Control:

• The originator of the Procedures (at the Head Office or on Site) shall prepare the document
as per the approved template which is standard for all procedures (FM-QA-01-03).
• For each procedure there shall be the Originator (prepared by), the checker (checked by)
and the approval (approved by).
• Departmental procedures numbering:
• DC in coordination with the Quality/ HSE Departments shall assign a number as follows:
YYY-ZZZ where YYY is the department abbreviation and ZZZ shall be sequential.
Examples: HR-001: Procedure no.1 in Human Resources Dept.
TPD-002: Procedure no. 2 in Technical Procurement Dept.
IT-012: Procedure no. 12 in Information Technology Dept.
QA-005: Quality Assurance procedure no.5
• The controlled procedures shall be approved by the Corporate Quality Director/ HSE
Director to ensure that the issued procedures are in accordance with the IMS, the ISO &
the OHSAS requirements.
• Further revisions for procedures shall be done by the same “Originator” or his department.
• Whenever a new procedure is revised, a notification by e-mail shall be sent to the
responsible party / parties and announced on the OCL Portal.
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6.7 Document Revision Control:

6.7.1 Any further modifications on all OCL Documents shall follow the same sequence of;
preparation, checking, and approval steps.
6.7.2 Revision marking for Procedures, ITPs, and MSs shall be unified and filled as follow:
• Rev.00 : Issued for internal review.
• Rev. 1: Issued for Implementation or Construction.
• Rev. 2, 3, 4 etc..: Reissued for Implementation or Construction.
The revision comments shall include the reason of revision (eg. revised section 6.1 as per
client comments…) and if possible the correspondence number (i.e. letter Ref,…etc.).
6.7.3 Form Control
If a new form is requested, the originator of the form shall contact the DC to get a serial
number.
DC in coordination with the Quality/ HSE Departments shall assign a number as follows:
For forms attached to procedures:
FM-YYY-ZZZ-XXX where YYY-ZZZ is the procedure number and XXX shall be sequential.
Examples: FM-QA-05-01: form no.1 in QA-05
FM-TPD-02-03: form no.3 in TPD-02
For forms attached to ITPs, MSs:
FM-WWW-XXX whereas WWW is the discipline number & XXX is sequential
Revision marking for Forms shall be unified and filled as follow:
• Rev.00 : Issued for Implementation or Construction
• Rev. 1,2,3 etc: Reissued for Implementation or Construction
General forms that are not related to a specific procedure shall be numbered as follow:
FM-YYY-00-XX where YYY is the department abbreviation and XX shall be sequential.
Example: FM-QA-00-01 General Form for Risk Register

6.8 Control of Records:

6.8.1 QHSE records can be but not limited to: inspection check sheets,
suppliers/subcontractors site visit reports, testing results, fabrication records, NCRs,
CARs,…etc.
Original QHSE records shall be filed and kept for the final handing over at the QHSE
departments in locked cabinets or area and controlled by the QHSE Document
Controllers.
Copies of each record might be kept at the DC office either scanned or hard copies.
6.8.2 Records shall be retained and kept for a certain period as per the contract requirements
for each project; or otherwise, shall be kept for 18 months after project(s) handing over,
unless such records are transferred to the customer custody.

7.0 Risk Assessment:

Potential risks shall be identified and documented in the risk register FM-QA-00-01. A risk
reduction strategy and a contingency plan shall be determined and a risk owner shall be named for
each identified risk. The risk register shall be updated on a regular basis
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8.0 Attachments:
8.1 Chart of Responsibility of Documents Control Management System
8.2 Chart of Project Documents Life Cycle
8.3 Project Distribution Matrix FM-QA-01-01
8.4 Internal Documents Transmittal FM-QA-01-02
8.5 Procedure Template FM-QA-01-03
8.6 Risk Register FM-QA-00-01

Note: Attached forms are considered separate files from this procedure