OVERSEAS AST Co.

, LLC
TRADE TRAINING PRESENTATION

Document Control System

Project - 1382
Design and Build of the Boardwalk and Piers at Palm Jumeirah
 Overview
 Key Message  Documents Flow Diagram
 Overview / Summary  Master Drawing Rack
 Project Filing Index / Hard  Document Controller
Files  Basics of a Document
 Project Server / Soft Files  Standardized Header
 Relationship Diagram of  Schedule of Submittals
Documents  Logs and Registers
 Essentials For Document
 Internal Review For
Control
Documents and
 Network and Archive
Submission
System  Numbering Procedure
 Document Preparation and
Control Process
 Implementing Document
Control
Key Messages

Project documents and records are

essential to provide evidence of
compliance and protect the
company’s position
 OVERVIEW /
SUMMARY
• Document Development
• Receiving documents
• Distribution of documents
• Submission of documents
• Availability and ease of access
• Use of required methods / tools to properly store
documents and records
 Project Filing Index

SOFT & HARD FILES

 Filing Index for maintaining

hard files and soft files
PROJECT SERVER / SOFT FILES

Hierarchy of Files and

Folders

All documents shall be placed on

the server in respective folders, in
accordance with 1382-Filing
Index (\\server\P-1382\Y-
REGISTER\1382- Filing
Index.xlsx).
 Documents & Records
Documents Records
Communicate information Capture information on
via policies, processes, worksheets, forms, labels,
and procedures and charts
Gives guidance or explain Provide verification/record of
actions to be carried out things that have happened
Need updating Permanent, do not change
Documents Include Records include
Procedures Inspections
Drawings Training records
Materials Incident reports
Method Statements Management review
Correspondence Meeting minutes
Others Audit results
Documents Route Diagram
Schedule of
Templates & Form
Submittals Logs & Registers

Making of Numbering
Drawings
Documents Procedure

Materials & Method Internal Review

Prequalification
Statement

Distribution Approval
Submission
& Record
 Essentials For Document Control
• System for organizing that all understand
• Network, Computer System
• Printer, Scanner
• Numbering or coding system
• Form and Formats for making, submission,
approval, distribution, and revision process
• Registers for tracking
• Circulation
• Accessibility
• System for archiving
Document Preparation and Control
Process
Preparation

Review

Submission

Approval

Distribution
 Implementing Document
Control
• Follow the planned dates of submittals as per
schedule
• Update information in logs & registers
• Advise to staff making documents using the
proper numbering system
• Implement internal review of all documents
• Submission and approval
• Distribution and filling
 Documents Making, Review, Submission, Approval,
Distribution and Filing Flow Work
As per schedule of submittals making Preparation of internal
of documents by technical persons review sheet by DC &
following the proper numbering Documents given By originator forward documents to
procedure to DC team for review

Base on Consultant comments Receive back the commented

direction by PM & distribution to staff documents, stamped & logged
or further action, info or to revise by DC

Document review
by relevant team
members

As per filing index

achieving of original hard Submission to Document submittal
copy & soft copy by Consultant for sheet made by DC
Document Controller Approval under PM signature

Site Team
 MASTER DRAWING RACK
(CONTROLLED BY DOCUMENT CONTROLLER)

Updated revision
of Separate copy

drawing

Previous revision
Master
Stamp as
superseded
Drawing
Rack

Project
Accessibility
Management
Team
 Filling
FillingIndex
Index
Receiving,
Receiving, Document
Document
Stamping,
Stamping, Numbers
Numbers
Distribution
Distribution&&
Filling
Filling

Document
Submission
Submission&& Controller
Follow
Followup
upFor
For Outlook/Setting
Outlook/Setting
Approval
Approval

Logs
Logsand
and Internal
InternalReview
Review
Registers
Registers Sheet
Sheet
 Basics of A Document
• Description
• Document number
• Revision number
• Numbers of pages
• Date
• Logo
Standardized Header For Documents and Submittals
Such As Method Statement, Design Calculation,
Materials, Progress Report etc

Header For Documents

this header to use at the top of all pages on all documents with AST logo
Project Title/Name
Complete name of the Project
AST Document Ref No
Showing the project no and abbreviation for discipline, type and sequence no. For example 1384-
Quality-PQP-001
Revision Number
As per Client procedure all documents first submission will start as Rev01
Date of Document
show the date of the relevant document
Page Number
show the number of all pages in the header of the document
SCHEDULE OF SUBMITTALS AS PER BASED
PLAN
 Schedule of all submittals
 Including documents, drawings, method statements
 To be updated by the planner
 Follow the planned dates
 Update the registers with planned and actual dates
 Will be expanded as required
 In case of delay, remind planner to revise the dates
 Remind the relevant staff to catch the planned dates
 Logs and Registers

• Follow planned submission dates and

planned approval dates for all documents
• Show the actual approval dates of
documents
• Provides details and concise direction for
documents flow.
• Update in and out documents on regular
basis
• All Registers are Stored in (\\server\P-1382\
Y-REGISTER\Y1-LOG REGISTER)
 Internal Review For
Document
Internal review sheet
Prior to submission of a document there must be an internal
review using Internal Review Sheet
The internal review sheet shall be attached by DC to the
document and circulated
At least one person other than the originator
Incorporate comments in case of any comments
Sign off by Project Manager.
Remove review sheet and file in internal record prior the
submission
Standardized Internal Review Sheet For Technical
Documents Such As Drawings, Materials, Design
Calculation, Survey And Reports

 Internal Review Sheet

To review the documents internally prior
final submission to Client/Consultant. To
be use for all incoming and outgoing
documen ts which need a review.
 Document Detail
Project number and title, document
description, name of originator and type
of document to be mention
 Reviewer 1,2,3
Document review process to be complete
by three relevant staff and return to
Project Manager
 Project Manager Sign Off
In the last PM must sign off the internal
review sheet, if he give acceptance for
submission then DC need to take further
action for submission for approval
 Record of Internal Review
All internal reviews to be remove from
reviewed documents before submission
and keep in our internal files as record

Note: For internal review of method

statement has a separate review
sheet to use (See on next page)
Standardized Internal Review Sheet For Method
Statements

 Internal Review Sheet for Method

Statements
To review the documents internally prior
final submission to Client/Consultant. HSE
Advisor and QA/QC Engineer must review
before method statement is signed off by
the PM
 Method Statement Detail
Project number and title, method
statement number and description
mention
 Reviewer 1,2,3
First reviewer will be the Project Engineer,
second from HSE advisor to review the
risk assessment and third reviewer will
QAQC Engineer to check ITP.
 Project Manager Sign Off
In the last PM must sign off the internal
review sheet, if he give acceptance for
submission then DC need to take further
action for submission for approval
 Record of Internal Review
All internal reviews to be remove from
reviewed documents before submission
and keep in our internal files as record
 Practical Review
Practical review of the works within 14
days of commencing, detailed here.
Compliance check
 SUBMITTAL SHEETS AND FORMS

• Drawing/Document Submittal
• Material Submittal
• Method Statement
• Inspection Request
• Daily Report Sheet
• Weekly Report
• General Submittal
• Test Reports
Standardized Drawing/Document Submittal Sheet

 Drawing/Document Submittal
Number

 Date of Document Submission

 Multiple Documents
Many documents can submit with single
DS sheet such as Plans, drawings, method
statement, design calculation, progress
report etc
 Document Detail
Detail of attached documents such as
document number, revision, date and
description

Note: For submission of material , Inspection

request and daily report, each has a separate
similar Sheet to use
Document Numbering System
SUPPORT FROM DOCUMENT
CONTROLLER

 If in doubt refer to DC
 Document Controller shall advise
 Z FOLDER / STAFF BOX
IN THE SERVER

 Z folder / staff box is dedicated for staff /

employees
 Include section on personal filing and not to use
desk top, only use project server
 Staff’s miscellaneous files for works regarding
backup
Server protection – read only
aspects

 Concern staff shall be given access to their required

folder
 DC related folders shall not be edit able by other
staff
 For any query please ask
Test Paper
1. Why is Document Control System necessary ?
a. Evidence of compliance b. Protect Company’s position c.
(a) & (b)

2. Which of these are basics of a Document?

b. Description of document b. Document No & Rev c. (a) & (b)

3. Files to be maintained in the project shall be according to

c. PM’s instructionb. QA/QC Manager’s instruction c. Project Filing
Index

4. Document Transmittals shall be only routed through

d. Document Controllers b. Project Secretary c. Office Assistant

5. Controlled copy holder shall

e. Discard and destroy Superseded documents
f. Use the Superseded documents as recycle papers
g. Continue to refer the Superseded documents
The End