CONTENT1. PURPOSE (3)2. SCOPE (3)3. DEFINITION ............................................................................ (3)4. RESPONSIBILITY............................................... ............................. (3)5. DOCUMENT HANDLING POINT ............................................. .. .. (4)6. PROCEDURE ................................................................................... . (4)7. REGISTRATION/RECORD ....................... ............................. .. (5)1. Purpose1.1 To ensure that all documents related to the Project are:-Prepared in accordance with the requirements of the contract, and (format, identification,etc.) legible, clear, dated, reviewed and authorized prior to release;-Easily traceable and retrievable;-Distributed to appropriate personnel in accordance with a documented distributionlisted; and-Retained (archived) as per requirements of the contract and protected againstdestruction and deterioration.1.2 To ensure that revised documents are properly controlled so that the right documentsare in use and that obsolete documents are prevented from being used.2. ScopeThis procedure applies to all correspondence and documents generated by XXXX and to be submitted to the owner, Class and third party if necessary formally from XXXX3. Definition3.1 Project:3.2 Files: Any written communication on the Project, including letters, faxes etc.3.3 Documents: Procedures, reports, meeting minutes, manuals, certificate and data sheet,QC inspection reports and records and others formally issued as part of the project works.3.4 Drawing: Technical drawings issued by shipyard, review or approved by owner/Class,and used for construction activity.4. Responsibility4.1 Project Manager: The Project Manager is responsible for ensuring that the documentcontrol, file management and maintenance of correspondence/document registers forthe Project are operated in accordance with this procedure.4.2 Document Controller: The document controller is responsible for:-Receiving, distribution and filing of the incoming and outgoing documents, files and drawings in proper channel;-Collect back any obsolete document or drawing to prevent from being used-Registration or record for the document handling is maintained.-Revising the document control procedure to meet the requirement andpractical operation, if necessary4.3 Project Team Members: All personals of XXXX involved in this project areresponsible for ensuring the procedure being properly implemented.5. Document Handling Point5.1 Document Controller is the only person assigned to receive and transmit document/ file/drawing in Project Team and Technical Department.6. Procedure6.1 Document / file coding6.1.1 A procedure for document or file coding and numbering is established,controlled by project manager and implement by the designated DocumentController6.1.2 All outgoing document / files from project team or Technical Center will beproperly numbered uniquely6.2 Document Transmission6.2.1 All outgoing document/files should be approved by project manager or designatedperson before sending out6.2.2 As per transmission procedure, the transmittal should be prepared and properlyapproved6.2.3 The transmittal should be signed by the receiver once the documents / files /drawings handed over.6.3 QA/QC Inspection WorksheetInspection request form and inspection reports and record for QC daily activities shouldbe prepared and submitted to owner and Class for filing by hardcopy, no transmittal isapplied.The QA/QC engineer and inspector will be the person to be responsible for suchworksheet handover.6.4 Filing6.4.1 All files, documents and drawings should be maintained one hardcopy indocument controller room6.4.2 All files, documents and drawing should be organized and classified as per type ofthe document6.4.3 Intermediate document for QA/QC can be temporarily kept in QA/QC engineer.Final or closed QA/QC document should be sent to Document Controller for filing.6.5 Control Flow chart6.5.1Drawing Submission for Approval/Review6.6 Internal Document Flow chart7．Registration/Record7.1 Document Controller is responsible for registering of incoming, outgoing and internallycirculated files, documents and drawing etc.7.2 The record should be stored in computer in spreadsheet and organized for easysearching。
