Enters document disposition data into the document management database, ensuring that the information reflects the corresponding award. This procedure defines the mechanism for controlling project documents. This is an example checklist based on the elements in epa requirements for qa project plans qar5 epa, 2001a. Document control is all to do with transferring information between relevant parties. Project managers or operations department is responsible for working with document control quality assurance for.
Effective control systems identify deviations from project plans and commitments early enough to eliminate surprises and allow corrective action. Sep 19, 2014 the purpose of this procedure is to ensure that those personnel requiring access to project documents will have the most uptodate revisions and are aware of the document control process. It is probably the single most important document for the project manager. Creating procedures for engineering document control. Haas sop standard operating procedure for corrective action for the pm. The official copy of this procedure resides on the sesd local area network lan. It outlines how the project will be managed, and includes the project schedule, budget, quality standards, project team requirements, project control, and anything else that is necessary to.
Creating procedures for engineering document control the goal of this guide is to. Document control procedure in construction project welcome. If the master document file is managed by software there should be no need for control copies because the software will take care. The document control process applies to policies, manuals, standard operating procedures, job aids, templates and supporting documents e. Project document management docman is defined by the practices and procedures used to create, distribute and store various types of project documentation. The person responsible for carrying out this procedure will document it and seek approval from the unit headmanager. The initial technical design documentation for the. Please note that for plansheets, files should be consolidated into one 1 pdf file, and not be provided as one file per sheet or one file. Are the automated systems being audited regularly to ensure accuracy. The purpose of this document is to provide the project manager, sponsors, steering committee members and all other stakeholders with the standard process for managing changes on the project name project. Iso document control document control procedure template. Everything from the document control procedures manual itself, to all the documents and files governed by the document control program, are managed within. A document management system helps automate the control and tracking of documents that are managed according to document control procedures.
As such, learning how to create a document management system is critical for businesses. We consolidate, clean and classify existing files and drawings procedure writing. Document control managing of initial and restored originals for design documentation, as well as. This is an overview of how publishers secure pdfs and administer customers and licenses. Thankfully, software makes the document control procedure process a smoother and easier one. How to set up documentation control procedures for a project. Document control and records management process description. Securing pdf files how to create secure pdf documents document control steps to create and view secure pdf files. Selects files for disposition according to the document management and retention policy.
Establishing clear and precise document control procedures is integral to a successful construction project. Document control numbers are assigned to sesd quality system documents using the following alphanumeric scheme. Content status the document id can be manually given by policies and procedures department or it can be automatically generated by the software that implements this documents control process. The procedures set forth on this document is in compliance with the company quality management system and relevant international standards. The projectplace online file sharing application streamlines this capability for you.
It also provides a description of the responsibilities pertaining to the process. Microsoft excel, microsoft word, or pdf format for access by all rtipm. The document control procedure accounting also sets guidelines for revising, approving and distributing accounting documents. To improve the predictability of capital project cost and schedule by establishing project controls systems to monitor and predict project outcomes. To provide an overview of the aim document control system. Writing the basic procedures should not be a big project. The ability to share with your project members and people outside the team even if they dont use projectplace.
A simple guide to document control what is document control and why do we need it. Project management records schedules, transmittal documents, project. If youre interested in a construction job in an office setting, you can work as a document controller who manages construction project documents and distributes them to people who use them. Sets up the document control system procedures, processes, templates, applications, etc. Documentation controller files the record of approval.
Project control system manual 2 100 introduction a. Setting up construction document control procedures with software. Electronic files shall be safeguard with a backup system and viruses checks to prevent loss through an unauthorized accessdeletion or the corruption of files as defined in paragraph 6. Project controls contributions and responsibilities during project execution are described in the following sections which provide an overview of cost, estimating and schedule functions, and their role in the project risk management and the progress and performance measurement processes. Clear concise user friendly avoid too much detail example. Project control system manual thomas jefferson national. The purpose of this procedure is also provide guidance on the numbering of all technical and management documents generated in this project to ensure each document has a unique reference and may be prepared, tracked and managed effectively. The dcc will ensure that the all procedures on the sesd lan and the public access location of the sesd web site are updated. Document control procedure purpose and application 1. It is controlled according to the procedure for control of records tkqp102.
Without procedures in place, confusion and chaos are likely to ensue. The drawing generated from these files shall be in pdf format and the files names shall adhere to the rules as set out above. Standard operating procedure for document control and. A separate system exists to control change to programmable control systems on goo gom facilities. Use the process outlined in the project plan and change request template to document all requested changes. Document control procedure example free download as pdf file. Change control procedure draft colorado school of mines. Identification of the individuals responsible for management of the system i. Procedures for document control ensure that employees in company operations use the right documents to carry out their work. Project managers or operations department is responsible for working with document controlquality assurance for assigning project specific documentation numbers.
The specific format and method for applying the identification depend on the type of. When implementing a new document control system, the following steps will be needed. These items should be handled as projectrelated documents or evidence. Is there a verification procedure to determine that all drawings and specifications. The web version of all qms documents and key business processes is the latest version. It is strongly suggested that document naming conventions include the title of. Ensuring the correct and efficient implementation of the project document control procedure. Project document control procedure is formally about the control of content, naming convention, numbering sequences, change control, authorization, distribution, access, archiving, securing and withdrawal or disposal of documents. Standard operating procedure for document control and storage. Standard operating procedure for document control and storage for the pm. It must not be reproduced in whole or in part or otherwise disclosed without prior written consent. The scope of the project name has been defined in the approved project charter.
Common tasks include making reports, recording meetings, sending documents to vendors and maintaining files. A lot of people find document control to be exceptionally tedious. The official controlled copy of this quality manual is the digitally signed pdf document held within our network server and visible to all authorised users. Throughout the testing process we will be applying the test. The project management function itself produces many documents. Effective control systems identify deviations from project plans and commitments early enough to eliminate surprises and. The document management process consists of document creation, document control and records. We have prepared this guide for the millions of businesses that have yet to realize the benefits of digital document management, and as a result, have an enormous opportunity to improve their efficiency, productivity, and profitability. Trix project access enables secure customer and vendor access to manage, view and transfer data during projects. Documentation control procedures are an integral part of project management. This procedure applies to all epc construction projects executed by wrps. Documentation control process office of the president page 1 rev. This procedure applies to all ems controlled documents throughout auburn university. Oct 04, 2017 setting up construction document control procedures with software.
The document control process begins when a document is created. Documentation control procedure university of limerick. The documentation controller publishes the document on the web retaining the same filename and communicates the update to relevant staff. Controlling documents is a key requirement of iso 9001. Cost, schedule, and change management up201 september 2004. Undergone restoration procedure, initial design documents are archived in files properly marked with a label. A procedure is a specified way of carry out an activity or process. In the absence of clearly established policies and procedures for document control, several problems can arise ranging from mere confusion to grave financial losses. Documentation control process office of the president page 2 rev. Share files and collaborate on project documents and enable team. The document control procedure document control quality.
Document control procedure example specification technical. A nonexistence, unrealized or improper document control plan, will create disorderliness in the project team that may seriously affect the business. A planning and scheduling management process that plans project activities, monitors completion of those activities, predicts timing of. As such, project document management may not be particularly glamorous, but it is a key factor of project success. Everything from the document control procedures manual itself, to all the documents and files governed by the document control program, are managed within the centralized system. Appendix b document control and records management procedures. Epc construction management guide manual document page issue date epc tfcepccmd, rev a 2 of 25 draft january 31, 2017 1. Document management policy and procedure revised 101508 page 3 of 5 2. Electronic files will be managed by the solidworks pdmworks enterprise epdm electronic document. Easy document management a guide to benefits, features, and selection. The purpose of this procedure is to ensure that those personnel requiring access to project documents will have the most uptodate revisions and are aware of the document control process.
Document and records management procedure is to ensure that documents and records are appropriately created, captured, accessed, managed and stored in a manner that reflects business, corporate and regulatory compliance requirements. All applicable documents shall be identified and controlled in such a manner. These items should be handled as projectrelated documents or evidence according to the sesd operating procedure for sample and evidence management. Project document management docman is defined by the practices and procedures used to create. The purpose of this procedure is to document the aforementioned activities, herein after referred to as the prescribed tasks in terms that. This procedure applies to all internal and external documentation that are determined to. A document control plan is an essential component of the project plan that guides the project team regarding the control of documents, including their creation, version control, retention, and other important issued related to documentation. N format, where m is the major version number to represent the major. Appendix b document control and records management. Document control procedure construction and infrastruktur. The format should also consider the end users of the document. Procedure for control of documented information trace. Iso document controls apply to all documents required by the accounting management system including documents of internal and external origin. How to set up document control procedures for a project.
If the master document file is managed by software there should be no need for control copies because the software will take care of only displaying the authorized master copy if control copies are required, procedures should include instructions for updating and retiring them to keep them in sync with the master. However, the simple fact is that following basic document control principals can help make almost any business more efficient. Jefferson science associates, llc jsa is a southeastern universities research associationcomputer sciences corporation limited liability company created specifically to manage and operate jefferson laboratory for the department of energy. Document management is the process of handling documents in such a way that information can be created, shared, organized, and stored efficiently and appropriately. This process is entitled control system change request cscr and details on management and modification of programmable electronic systems can be found in stp management and change control of programmable electronic systems dwgom gp 300003. All documents will have a version number specified in the vm. Analysis sop standard operating procedure for document control and storage for the pm. Easy document management 6 thanks for picking up easy document management. An introduction to document control trust in quality. Copy united states environmental protection agency. This is a procedure which has been developed to ensure that project staffs, collaborators, and contractors have consistent, complete and correct informationcontinue.
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