Garun-Document Control Procedure

8/20/2019 Garun-Document Control Procedure

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C o n s t r u c t i o n o f N e w F a c u l t i e s / B u i l d i n g s ,C o n s t r u c t i o n o f N e w F a c u l t i e s / B u i l d i n g s ,

E x p a n s i o n s i n t h e E x i s t i n g B u i l d i n g s ,E x p a n s i o n s i n t h e E x i s t i n g B u i l d i n g s ,

R e n e v i n g W o r k s a n d E x t e n s i o n o f R e n e v i n g W o r k s a n d E x t e n s i o n o f

I n f r a s t r u c t u r e sI n f r a s t r u c t u r e s a r ! o u n i s " n i v e r s i t ! / B e n g h a # i a r ! o u n i s " n i v e r s i t ! / B e n g h a # i

$ocu%en t Con t ro l & rocedu re$ocu%en t Con t ro l & rocedu re

' u g u s t ( ) * )$ o c + N o + ' R " N - . ( - ' - N - N - & R - ) ) ) . - ) B

P r e p a r e d b y

Prepared by Checked by Approved by

Ali Semih SEVERQa/Qc Engineer

Ali Semih SEVER Qa/Qc Engineer

Project Manager


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Garun Conference Hall

Document Control Procedure

Revision

Page ate escription

!! all "!#!$#%!!& 'irst (ss)e *or Revie+ and Comment

!A all %,#!-#%!.!Revised and Reiss)ed in accordance +ith

coments on yo) ater 0o .!!,/ma/%!1dated .,#!1#%!.!

!2 all %$# !%!.!

Revised and Reiss)ed in accordance +ith

coments on yo) ater 0o .!!,/ma/%3"dated .-#!%!.!

oc# 0o# 4AR506"%6QA6406406PR6!!!"6!2 % /.1


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Contents

.# 7bjective 3%# e8nitions 3"# Responsibility 33# oc)ment 'ormat 33#.# Cover Sheet 33#%# oc)ment Check Sheet $3#"# Revision Sheet $3#3# Contents Sheet $3#$# Page 0)mbers $

$# 7)tgoing oc)ments $1# (ncoming oc)ments $-# 9ransmittal Sheet 1-#.# 9ransmital 0)mber 1

oc)ment Control -,# oc)ment Archiving &.!# oc)ment Registiring &..# oc)ment Stat)s &.%# Copies to ocations ,Appendi:es

. Objective

9his proced)re describes the method *or conrolling the doc)ments +hich aren)mbered in accordance +ith oc)ment 0)mbering Proced)re ;4AR506"%6

QA6406406PR6!!!.#!!<

oc# 0o# 4AR506"%6QA6406406PR6!!!"6!2 " /.1


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. Defnitions

Project; means Constr)ction o* ne+ *ac)lties/b)ildings= e:pansions in the

e:isting b)ildings = reneving +orks and e:tension o* in*rastr)ct)res #Document Controller > means a person +ho is assigned by the projectmanager to control all the projectProject Document > means all doc)ment to be controlled= being related to theprojectOriginator > means a person +ho dra*t the project doc)ments or initiate arevision to the project doc)ment#Recipient > means a person +ho is indicated by the originator to receive theproject doc)ments#Outgoing Documents> means all doc)ments prod)ced by SEM276A0A?5R9

@V related to the project#Incoming Documents> means all doc)ments received by SEM276A0A?5R9related to the project#Site Documents> means site memorand)ms +hich received or prod)ced bySEM276A0A?5R9 @V to direct/control the doc)ments at the head ocelevel#

. Responsibility

9he doc)ment controller= has the a)thority and responsibility to receive=transmit and control the project doc)ments according to the methods stated

in this proced)re thro)gho)t the d)ration o* the Contract# 9he doc)mentcontroller shall be responsible directly to Project Manager# 9he 9echnicalmanager shall s)pervise the controller#

. Document Format

9his cla)se covers the reB)ired *ormatting o* proced)res= speci8cations andsimilar doc)ments *or the project# A3 sie paper is to be )sed *or all +rittendoc)mentation# iagrams in +ritten doc)ments= i* larger than A3= shall be*olded to A3 sie# 7ther doc)ment *ormats shall be stated in related

proced)res# Each doc)ment shall incl)de a cover sheet= a doc)ment checksheet= a revision sheet= a contents sheet and a te:t sheets#

.1 Cover Sheet

9he doc)ment cover sheet shall incl)de as a minim)m reB)irement asnoted in *orm ;Appendi: .


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9he doc)ment check sheet shall incl)de as a minim)m reB)irement assho+n in ;Appendi: %


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Provide one ;.< copy *or Project Manager# 9he original doc)ment +ill be

send to the main 8le station#

9he Project Manager +ill +rite do+n any necessary action or instr)ction

on the 8rst sheet o* the incoming doc)ment= or +ill give verbal instr)ctionto related department managers indicating action reB)ired#

9he Project Manager +ill 8ll o)t the distrib)tion bill attached by oc)ment

Controller to the transmittal#

9he Project Manager +ill ret)rn a doc)ment and transmittal to the

doc)ment controller#

9he oc)ment Controller shall make copies as reB)ired and dispatch

them to the department managers as instr)cted by Project Manager#

Each department manager shall promptly process the doc)ment *or

appropriate action in accordance +ith g)ideline or instr)ction given bythe Project Manager#

. &ransmittal Sheet

oc)ments bearing the *)ll t+enty t+o ;%%< digit inde: are not attached toetters b)t shall be s)bmitted )nder cover o* a 9ransmittal sheet ; Appendix 6


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9his shall be a basic si: ;1< digit seB)ential n)mber starting +ith H!!!!!.I#

. Document Control

9he received and iss)ed doc)ments shall be registered and sorted by thecomp)ter immediately a*ter doc)ment is received or iss)ed# 5nless +hereelse speci8ed= all o)tgoing doc)ments= b)t not incl)de= site memorand)msand those doc)ments +hich have no revision n)mber shall not be )sed *orany p)rpose )nless they are originally stamped# 9hese doc)ments shall beoriginally stamped +hen iss)ed# 9he stamp shall be one o* the *ollo+ingsF

H(ss)ed *or approvalI> *or all doc)ment to be approved by the

Cons)ltant or may be revised as per Cons)ltantJs remarks/ comments#

Red color shall be )sed#

H(ss)ed *or (n*ormationI> *or all doc)ments that Cons)ltant approval is

not reB)ired or those doc)ments +hich have no revision n)mber# Red

color shall be )sed#

HApprovedI> *or approved doc)ments# 2l)e color shall be )sed#

9he stamp sho)ld be on the doc)ment cover sheet= e#g# proced)res= or onthe doc)ment itsel*= e#g# dra+ings#

Ghen a doc)ment is revised= the oc)ment Controller shall collect allinternal distrib)ted revised copies# All distrib)ted copies o* reviseddoc)ment shall be destroyed#

Ghen a doc)ment is superseded= the oc)ment Controller shall collect allinternal distrib)ted s)perseded copies# All distrib)ted copies o* as)perseded doc)ment shall be destroyed

Ghen a document with a cover sheet is approved= the controller shallF

Collect cover sheets *or all internal distrib)ted copies#

Prod)ce ne+ cover sheets and stamp them +ith HApprovedI stamp=

either *or internal distrib)tion or *or Cons)ltant# ate and re*erence o* approval shall be clearly sho+n on the cover sheet#

Re6distrib)te the cover sheets#

Stamp main 8le copies +ith HApprovedI stamp beside the previo)s

stamp= i#e# H(ss)ed *or ApprovalI and +rite the date and re*erence o* approval#

Ghen a document without a cover sheet is approved= the doc)mentcontroller shall>

Collect internal distrib)ted copies#

oc# 0o# 4AR506"%6QA6406406PR6!!!"6!2 - /.1


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Stamp them +ith HApprovedI stamp beside the previo)s stamp# ate

and re*erence o* approval shall be clearly sho+n on the doc)ment#

Re6distrib)te the doc)ments#

Stamp main 8le copies +ith HApprovedI stamp beside the previo)sstamp= i#e# H(ss)ed *or ApprovalI and +rite the date and re*erence o* approval#

. Document *rchivin#

Project Main 8les shall be compiled *or the ease re*erence as>

Chronological 'ileF 9he original o* all doc)ments shall be kept

chronologically#

9echnical S)bject 'ileF 9he copies o* all technical doc)ments shall be kept asper the s)bject#

9hese 8les shall be kept in 9echnical 7ce# 9he classi8cation o* doc)mentsto be incl)ded in 9echnical S)bject 'ile shall be per*ormed in compliance+ith discipline code values in oc)ment 0)mbering Proced)re#

+. Document Re#istirin#

'or ease re*erence= received and iss)ed doc)ments shall be registered andsorted in a 8le= )nder the title o* Hoc)ment S)bmittal RegisterI= by aid o* a

comp)ter# A spreadsheet ;MS E:cel< or a speci8c so*t+are +ill be )sed *orstoring and sorting o)t data# All doc)ments registered shall be classi8ed incompliance +ith discipline code values in oc)ment 0)mbering Proced)re#oc)ment S)bmittal Register ;Appendi: $< +ill be s)bmitted to the 7+nerand Cons)ltant +ith Monthly Progress Report#

oc# 0o# 4AR506"%6QA6406406PR6!!!"6!2 & /.1


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. Document Status

9he doc)ment stat)s to be )tilised in the Project is as *ollo+sF

Stat)s e8nition Contractor Cons)ltant

AP ')lly Approved

CA Conditionally Approved

RR Revise and Res)bmit

R@ Rejected

G Githdra+n

. Copies to ,ocations

9he locations +here SEM276A0A?5R9 @V shall deliver s)bmittals to and the

n)mber o* copies to be s)pplied at each direction are as sho+n in the tablebelo+F

9ype o* S)bmittal P)rpose

9otal0r o*

CoppKes

0o# 7* Copies toLSigned Copy

Ret)rn toContractorCons)ltant 7+ner

Master Cop

yC Maste

rCopy Maste

rCopy

Site Memorand)m 'or (n*ormation " . . .

ra+ing

'or (n*ormation . .

'or Approval . .

'oristrib)tion

" . . . .

Monthly Progress report 'or (n*ormation % . .

Proced)re 'or Appr#istr#

% . .

Gork Plan 'or Appr# % . .

Gork Sched)le 'or Appr# % . . .

Engineering Report'or Approval . .

'oristrib)tion

% . .

oc# 0o# 4AR506"%6QA6406406PR6!!!"6!2 , /.1


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oc# 0o# 4AR506"%6QA6406406PR6!!!"6!2 .! /.1


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* p p e n - i c e s* p p e n - i c e s

oc# 0o# 4AR506"%6QA6406406PR6!!!"6!2 .. /.1


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oc)ment 9 i t leoc)ment 9 i t le

M o n t h / ? e a r o c # 0 o #

P r e p a r e d b y

Prepared by Checked by Approved by

0ame 9itle

0ame 9itle

0ame 9itle

Appendi: % N oc)ment Check Sheet

.% / .1


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Revision

Page ate escription

Appendi: " N Revision Sheet ."/ .1


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Contents

.# Cla)se Page0o#%# Cla)se Page

0o#"# Cla)se Page

0o#3# Cla)se Page

0o#3#.# S)b6 Cla)se Page 0o#3#%# S)b6 Cla)se Page 0o#3#"# S)b6 Cla)se Page 0o#

$# Cla)se Page0o#

1# Cla)se Page0o#

Appendi:es

&ransmittal$o. &itle

%ssueDate

DocumentRev. %n-e)

Consultant/s

Response

Status Remarks

0,etter $o.an- Date

4eneral

esign

Appendi: 3 N Contents Sheet .3/ .1


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Engineering

Proc)rement

emolition

Constr)ction

Contract

Cost Control

QA / QC

aboratory 9esting and Mi: esigning

Sa*ety

Personnel

Planning/Sched)ling

S)rveying

Material

Machinery and EB)ipment

&R*$S%&&*,

7+ner7AC

Cons)ltantAssara Cons)ltancy Company

ContractorSembol6Anay)rt @oint Vent)re

ate

9o

Appendi: 3 N Contents Sheet .$/ .1


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Attention

9ransmittal 0o

S)b ocation

S)bject F

Ge s)bmit the *ollo+ing doc)ments *or the p)rpose indicated in the matri: belo+# Please con8rmreceipt by ret)rning signed master#

oc)ment 0o# oc)mentOs 9itle / escription

Q)antity

C

M

a s t e r

C

o p y

P)rpose

'or (n*ormation

'or Revie+ 'or Approval

'oristrib)tion

andComment

Sent Received

Date Stamp and Signature Date Stamp and Signature

Appendi: 3 N Contents Sheet .1/ .1