DOCUMENT CONTROLLING

MANAGEMENT DEPARTMENT

POLICIES AND PROCEDURES  

 

  

 

Content

Page

1. Introduction...................................................................................................... .. 1

2. Organization Chart..........................................................................................2-4

3. Job Description..................................................................................................5-8

4. Policies, Procedure and Workflow........................................................9-21

Purpose................................................................................................................ 9

Scope....................................................................................................................9

Definitions...........................................................................................................9

Reference Documents....................................................................................9

Scope of works.................................................................................................10

Responsibilities................................................................................................. 10

Process of Document Controlling..............................................................11-14

Flow Chart...........................................................................................................15-17

Document Controlling Form........................................................................18-21

5. Key Performance Indicator (KPI) 2016-Achievement............22

6. Key Performance Indicator (KPI) 2017-Corporate BU...........23

 

  

 

 

 

 

 

 

 

NOTIFICATION OF POLICIES AND PROCEDURES

  

 

 

Introduction

Streamlining business processes and increasing efficiency are fundamental concerns for our organization, Document Controlling Management Department is increasingly strict regulatory environment, important documents and records of all types, whether paper, electronic, photos or audio, takes significant time and money that could better be spent achieving mission-critical objectives. By implementing document and records management software of Docushare System which can realize on the benefits that noticeably improve organizational efficiency.

This policies and procedures are divided into sections exploring the functional areas of document management system both digital method and filing system method. The introduction briefly outlines the features and benefits of Docushare System on how it can assist organizations in solving business critical problems. This guide is to help organization determine their needs and identify the best method of implementing a digital document management system which can help our organization succeed by:

Increasing efficiency and productivity Increasing inter-departmental and inter-organizational

communication and collaboration Saving time and money Protect risk of the company in regarding of Law issues

 

OR

GA

NIZ

AT

ION

CH

AR

T

 

 

 

 

 

 

 

 

 

 

 

TCC

Land

Ass

et W

orld

  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TCC

Land

Ass

et W

orld

DOCUMENT

CONTROLLING

DEPARTMENT

Key Responsibilities

Docushare system

1. System Implementation 

2. Gathering Requirement 3. Classifying the type of document and drafting the

filing structure 4. Establishing the permission level and user password 5. Checking the completeness of documents and

upload file to system

Maintaining system

1. Modify and improve filing systems 

2. New projects and user level as required by user 3. Monitoring the correctness of files was uploaded by

user

Generate Case Number System

1. System Implementation 

2. Gathering requirement 3. Establishing the abbreviation of projects and filing

structure in the system 4. Checking original documents with the system and

submit to CEO for approval and updating status in

the system Scan file and upload to system 5. On the job training and step of work to the related

user

Destruction the expired documents

1. Checking the expired date of all document type 

2. Submit Destruction Authorization form to document

owner for examine and consideration for approval 3. Submit Destruction Authorization form to Top

management for acknowledge 4. Classifying document for destruction and update

status in master list 5. Re-Arrangement of filing disapprove document

Training system

1. Provide training and prepare manual guide for user 

2. Planning and specific topics for usage 3. On the job training of Docushare system, Generate

Case No. and step of work to user

Auditing Process

1. Planning the audit schedule 

2. Planning the process audit 3. Conducting the audit 4. Reporting on the audit 5. Follow up issue

File Management

1. Classify the type of document by project 

2. Input the document data into the standard register

as required by the project 3. Enter document identification code on original

document in order to determine locations to be

retrieved 4. Uploading the file into the system as require by

project

Business Unit and Properties are Under Responsibilities T

CC

Lan

d A

sse

t W

orl

d DOCUMENT

CONTROLLING

DEPARTMENT

Asset World Retail

� AEC Market Big King

� Box Space

� D-house Ngamwongwan

� Center Point of Siam

Square

� Gateway Bang Pho

� Gateway Ekamai

� Lasalle 19 rai

� MM Bangplee

� MM Mega Market

� MM Mega Market Aranya

� Night Bazaar Place

� OP Place, OP Garden

� Pantip Chiangmai

renovation

� Pantip Ngamwongwan

� Pantip Pratunam

� Sanphawut Bangna

� SUCO Building

� Tawana Market (Tawana

2)

� Tawanna Ngamwongwan

� The Plaza Chiangmai

� Woeng Nakorn Kasem

Asset World

� Songwad Pier

� Akira Back Restaurant, MQP

� Pantip Hotel Charoenkrung 93

� The Gallery

TCC Capital Land

� Athenee Tower

� D-house Lad Phrao

� La sale master plan

� Na Jomtien Villas

� Riverside Home

Development

� S&S Sukhumvit

� TCC Hotel Collection

� The Empire Place

� The Pano

� The Royal Residence

� Villa Asoke

TCC Commercial Property Management

� 208 Office Renovation

� Empire Tower

Renovation � Nation Tower Parking

TCC Holding

� Club House

TCC Land

� Baan 147 Years

� Seampakdee

Asset World Synergy

� SMILE Klongkiew 2

Asset World Leisure

� Amarin Lagoon

� Amarin Nakorn

� ATH Hotel

� Banyan Tree

� Banyan Tree Krabi

� Banyan Tree Pattaya

� Banyan Tree Samui

� CH Hotel -C H Hotel &

Taweeporn

� Courtyard Hotel by

Marriott

� Crowne Plaza Kobe

� Crowne Plaza Kunming

� Double Tree Sukhumvit

� Eco Resort Chiang Mai

� Eurasia Cha-am Lagoon

� Eurasia Chiangmai

� Grand Luang Prabang

� Grand Sole Pattaya

� Hilton Bangkok (Hilton

Sukhumvit)

� Holiday Inn Express

Sathorn

� Holiday Inn Kunming

� IMM Fusion

� Imm Hotel Thaphae

Chaig mai

� Imperial Boathouse

� Imperial Chiang Mai

Resort & Sports Club

� Imperial Golden Triangle

� Imperial Hua Hin

� Imperial Mae Hong Son

� Imperial Maeping Hotel

& Land around hotel

� Imperial Narathiwat

Hotel

� Imperial Pattaya

� Imperial Phukaew

� Imperial River House

� Le Meridien Ang kor

� Le Meridien Bangkok

� Le Meridien Chiangmai

� LinenCare Chiang Mai

� LinenCare Queen Park

� LinenCare Samui

� Marriott Hotel Pattaya

(Montien Hotel Pattaya)

� Marriott Hua Hin

� Marriott Phuket (Adamas

Phuket)

� Marriott Queen's Park

� Marriott Surawong Hotel

� Melia Hanoi

� Metropole Phuket

� Okura Bangkok

� Pantip Hotel Ladprao

rent TRIF (Pantip

Bangkapi Hotel:PTB)

� Pattaya Marriott Resort

& Spa (The Sails)

� Plaza Athenee Bangkok

� Plaza Athenee New York

� Pornping Hotel

� Reveekanlaya@Nakrung

Dheves

� Ritz Carlton

� Sheraton Samui

� Songwad Hotel

� The Imperial Pattaya

� Vana Belle Samui

  

 

 

 

 

 

 

 

 

 

 

JOB

DESCRIPTION

TCC Land Asset World

  

 

 

 

 

 

 

  

 

 

 

 

 

 

 

 

  

 

 

 

 

 

 

 

 

 

 

4.1 Purpose To ensure that important

documents in the organization need to be stored securely. The original documents and files stored on a centralize storage system in Docushare. To ensure that the

performance is a single standard. In order to understand

the procedure of document management To make that compliance

with the operational policy, vision, mission and goals of the organization. To provide employees

with documents reference to work Maintain the documents

of the organization in the Document Control office under safe custody without any damage or deterioration for easy searching.

4.2 Scope

This Standard in

practical for control of corporate documents are applies to all business units under the management of TCC Asset World.

4.3 Definitions

Docushare: Document

Management System Generate Case No.:

Generate Document No. on Docushare User: Requestor DC Form: Document

Controlling Form Declined: Reject or

not approve Complete: Approved Drop Document: Up

load file scan in to Docushare

4.4 Reference Documents Accounting rate of stamp

duty Manual of Authority Docushare Manual Generate Case No. Manual Document Controlling

Form Destruction Authorization

Form  

 

 

POLICIES AND

PROCEDURE

TCC Land Asset World

  

 

 

 

 

 

 

 

 

 

 

 

4.5 Scope of Works

The important and confidential documents of the organization have to be archived. Control and maintain

Docushare & Generate Case No. system for Document management system Implementation the

Docushare system and regular audit for all business under the management of TCC Asset World. Gathering requirement

and Establish filling structure according to procedure of each business unit Establishing a Standard

of procedure and ensures that all routine operations and activities are documented by SOPs

Studying and find out data in order to develop systems that are currently used for most efficiency and meet the needs of the organization.

4.6 Responsibilities

Centralized implement

and maintain document control system including of distribution of document’s registering number both incoming/outgoing. Coordinates reviews

and revisions of quality system documents with related department Implementation the

Docushare system and audit for all business under the management of TCC Asset World. Provide training user

for system in order to raise awareness to get the most of the system Control and maintain

the system can be used efficiently and in accordance with the structure of each business unit.

POLICIES AND

PROCEDURE

TCC Land Asset World

 

 

4.7 Process for Generate Document No. Users log in to Docushare

system for Generate Document No. The system will be

Generating and automatically sending the document no. and reminder mail to the requestor. Users create document and

sending to Document Control for verifying. DC check the completeness

and submit to CEO for approval. If the document was

declined from CEO, DC will return to user for edit After CEO approve the

document, DC updating status in the system and upload file scan into Docushare.

Users can access to view in the system according to permission. In case of “Cancel” users sending Email to DC for cancel including reason for cancel, system automatically sending Email status “Cancelled”. DC storing original document.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

POLICIES AND

PROCEDURE

TCC Land Asset World

  

 

 

 

 

 

 

 

 

 

 

4.8 Process of Document Controlling

Important documents that related with legal have to be archived at centralized and kept for future reference. Document Control department specify retention period to storage at least 10 years

1. The confidential and important documents i.e.

Agreement to Sell and to Purchase

Drawing Contract document Approval paper

2. Government documents

Construction permit document and related documents

Receiving, Checking, Register, Upload and Storage

1. DC staff checking the completeness of incoming documents from related department.

2. Incorrect documents will be returned to user for editing

3. Input document data into the standard registers ensuring that the information is accurate and up to date.

4. Upload file into Docushare System and identify serial no. on the original document.

5. Storage original documents in the right location.

6. Maintain the files and control logs as required by the project.

7. Maintain the documents in the Document Control office under safe custody without any damage or deterioration with easy traceability.

 

 

 

 

 

 

 

 

 

POLICIES AND

PROCEDURE

TCC Land Asset World

  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Borrowing original documents

1. User submit DC Form for borrow original document that approved by Head department/division

2. DC staff submit original document to user and updating status in master list.

3. DC staff check status borrowing and follow the original document.

Documents storage without destruction

1. Agreement to Sell and to Purchase

2. Drawing

3. Construction Permit and related documents

4. Share Transfer Document

5. EIA  

POLICIES AND

PROCEDURE

TCC Land Asset World

 

 

Destruction the expired documents

1. Checking the expired date all type of documents.

2. Preparation the document list for destruction and identify issue date and project name in destruction form

3. Submit destruction form to documents owner for examine and consideration for approval.

4. Submit destruction form to Top Management for acknowledge.

5. Re-Arrangement of filing for disapprove documents.

6. Classify documents for destruct and update status and destruct date in master list.

7. Destructed file still in the Docushare system

Auditing Process

1. Planning the audit schedule

2. Planning the Process audit

3. Conducting the audit

4. Reporting on the audit

5. Follow up issue

POLICIES AND

PROCEDURE

TCC Land Asset World

 

 

Work flow for Generate Case No. System

ผใชงาน User

ระบบ Gen Case No. Generate Case No. System

แบบฟอรมนาสง

DC Form

Document Controlling Form

ระบบ Docushare Docushare System

เรมตน Start

ผใชงานเขาเมน Gen Case No บน Docushare เพอขอหมายเลข Requesting the Document Number in Docushare

System

กรอกขอมลในระบบใหครบถวนระบบสงหมายเลขผานอเมล User Request the no, The System Generating and Sending the Document no.

นาหมายเลขไปจดทาเอกสาร User Create the Document

สงเอกสารใหแผนกควบคมเอกสารฯ เพอเสนอขออนมต Sending Document to DC for Verifying

สงคนแผนกเพอแกไข Return to user for Edit

สแกนและอพโหลดเขาระบบ Scan and Upload 

จดเกบตนฉบบ Document Filling

 

 สงเอกสารเพอขออนมตจากผบรหาร Submit to CEO for Approval

ไม   No

ผใชงานเขาดขอมลในระบบ User Log in to Docushare to View the Document

สนสด Finish

อนมต Approve

 

                                                           

 

 

 

Work flow for Docushare Document Management System 

 

ผใชงาน User

 

 

เจาหนาทควบคมเอกสาร Document Control Staff

ผบรหารระดบสง Top Management

 

 

 

 

 

แบบฟอรมนาสง DC Form Document Controlling Form

 

 

ระบบ Docushare Docushare System

ครบ

Yes ไมครบ No. 

เรมตน Start

สแกนเอกสารและสงตนฉบบ User Scan and Submit Document

ลงทะเบยนและจดเกบตนฉบบ Register and Storage

Original

แกไขใหถกตองและสงกลบ Return for edit

นาเขาระบบ Docushare Upload to Docushare

สนสด Finish

ผใชงานเขาดขอมลในระบบ User Log in to View Document

ตรวจสอบความ ครบถวน สมบรณ

Check the Completeness

 

                                                           

 

 

 

Work Flow for Disposal the Expired Document

แบบฟอรมขอทาลาย Destruction Form

เรมตน Start

ตรวจสอบเอกสารทครบอายจดเกบ Checks the expired date of the Documents

จดทารายการเอกสารในใบขอทาลาย Preparation the Document list for Disposal

นาเสนอใบขอทาลายใหผบรหารระดบสงรบทราบ Submit to Top Management for Acknowledge

จดเกบตอ Re-arrangement of

Filling

ทาลายเอกสารตนฉบบ Dispose the Original Documents

บนทกรายการทาลายในทะเบยน Specifies the Status in Master List

สนสด Finish

อนมต Approve

ไม No 

 นาสงเจาของเอกสาร เพอตรวจสอบและพจารณาอนมต Submit to the Owner for

Review and Approval

 

                                                           

 

 

 

Work flow for Corporate Service Customer Satisfaction Survey

ใช Yes

ไม No

เรมตน Start

รวบรวมรายชอผใชงานจาก ระบบ Docushare Collecting list of users from Docushare System

 

 สงแบบประเมนความพงพอใจพรอมกาหนดระยะเวลา

Distributing the Satisfaction Form to user

User ทาการประเมนผลความพงพอใจ User send Form to DC

User ไมทาการประเมนผลความพงพอใจ No Feedback from user

ตดตามแบบประเมนความพงพอใจ Reminding the user to do the survey

รวบรวมสรปผลความพงพอใจ Summary the result of satisfaction survey 

เจาหนาทควบคมเอกสาร Document Controlling Staff

เจาหนาทควบคมเอกสาร Document Controlling Staff

เจาหนาทควบคมเอกสาร Document Controlling Staff

สนสด Finish

รายงานตอผบงคบบญชา Submit Satisfaction report to Head Division 

ผใชงาน User

เจาหนาทควบคมเอกสาร Document Controlling Staff

เจาหนาทควบคมเอกสาร Document Controlling Staff

 

                                                           

 

 

 

Work Flow Auditing System

 

 

เจาหนาทควบคมเอกสาร Document Controlling Staff

 

 

 

 

 

ผใชงาน  User 

 

   

ผบรหารระดบสงกลมธรกจ  Head BU  

 

 

 

 

 

 

หวหนาฝาย Head Division ผบรหารระดบสง CCO  

 

เรมตน Start

วางแผนหมายกาหนดการ และรายละเอยดการตรวจสอบ Scheduling the Audit’s Plan & Detail to be

audited

ตดตามประเดนปญหาจากการตรวจสอบ Follow up

ไมเปนไปตามขอกาหนด Non Compliance 

เปนตามขอกาหนด  Compliance

ดาเนนการตรวจสอบตามแผนทกาหนด Conducting the Audit

 รายงานผลการตรวจสอบ

ผบรหารระดบสงของกลมธรกจนนๆ เพอรบทราบ

Submit the Audit Result to Head BU for Acknowledge

รายงานผลการตรวจสอบ Submit the Audit Result to Head Division

and CCO for Approval

สนสด Finish

 

 

Document Controlling Form

 

 

 

 

 

 

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KE

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KEY PERFORMANCE INDICATOR (KPI) 2017