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description
IntegratedManagementSystem
ControlofDocuments
AGLGILAUHIMSPQHSE001 Version2.0 Dated:18Dec2011 Page1of17
DocumentRevisionHistory
VersionNo.
DateofRevision DescriptionofChanges
PagesAffected
RevisedBy
00 1May2009 1stissueforimplementation
1.0 25Apr2011 PeriodicIMSreview
2.0 18Dec2011 Completelyrevised AllProcessAnalyst
ThisProcedureisconfidentialandhasbeenpreparedexclusivelyforAgility(AbuDhabi)PJSC.Itshouldnotbeused,reproducedorcirculatedforanyotherpurpose,inwholeorinpartwithoutpriorwrittenapprovalfromAgility(AbuDhabi)PJSC.
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TableofContents
1. Purpose...........................................................................................................................................................2
2. Scope...............................................................................................................................................................2
3. OwnershipStatement....................................................................................................................................2
4. TermsandDefinitions...................................................................................................................................2
5. Abbreviations.................................................................................................................................................3
6. ResponsibilitiesandAuthorities..................................................................................................................3
7. Procedure.......................................................................................................................................................4
8. Measurements..............................................................................................................................................16
9. Records.........................................................................................................................................................16
10. References....................................................................................................................................................16
1. PurposeEstablishing and implementing IntegratedManagement System as per the requirements ofISO9001:2008,ISO14001:2004,BSOHSAS18001:2007InternationalStandards.TomanageandcontrolIMSdocumentssuchasIMSPolicy,IMSManual,Procedures,andWorkInstructionsetc.Note:ThisprocedureshallbeapplicableforallothertypesofManagementSystemdocumentsthatmaybeadoptedinfuture.
2. ScopeThis procedure shall be followed by all departments/functions inAgility (AbuDhabi) PJSC(Herein after referred as Agility throughout this document) for managing and controllingdocuments which fall within the ambit of Integrated Management System and any otherManagementSystem.Documentmaybeinelectronicorpaperform
3. OwnershipStatementMR owns this document and is responsible for ensuring its periodic review for adequacy,suitability,applicability,revisionsanditseffectiveimplementation.
4. TermsandDefinitions
Term Definition
CorrectiveActionAction to eliminate a causeof a detectednonconformity or otherundesirablesituation.
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Term DefinitionDocument Informationanditssupportingmedium.
FormDocumentusedforrecordingdata.Note: Medium can be paper, electronic, optical computer disk,photographoramastersampleoracombinationthereof.
InternalDocumentsDocuments generated internally or within Agility such as IMSpolicy,IMSmanual,procedure,workinstructionsetc
ExternalDocumentsDocuments that are generated outside Agility. Such asinternationalstandards,legislationsetc.
Nonconformity Nonfulfillmentofarequirement
PreventiveActionAction toeliminatea causeofapotentialnonconformityorotherundesirablepotentialsituation.
RecordDocument stating results achieved or providing evidence ofactivitiesperformed
WorkInstruction Detaileddescriptiononhowtoperformandrecordatask
5. Abbreviations
Abbreviations DescriptionAgility Agility(AbuDhabi)PJSCCEO ChiefExecutiveOfficerIMS IntegratedManagementSystemISO InternationalOrganizationforStandardizationMR ManagementRepresentativeOHSAS OccupationalHealthSafetyAssessmentSeries
6. ResponsibilitiesandAuthorities
Designation ResponsibilitiesMR Identifying organization wide documents pertaining to
quality, health and safety, environment requirements toensureitseffectiveimplementation.
Creatingawarenessondocumentcontrolprocedurethroughouttheorganization
DepartmentHeads Identifying therequireddocuments formanagingprocesseswithintheirdepartment/function;
Assigning responsibilities for preparing, reviewing orfacilitatingreviewofdocuments;
Implementing and ensuring compliance to this procedurewithinthedepartment/function
CEO Approving IMS documents. (Note: CEO can delegate thisresponsibilityathis/herdiscretion)Note: Project specific documentationsmay be approved by
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Designation ResponsibilitiestheconcernedProjectManager/DepartmentHead.
7. Procedure7.1 Identifyingdocumentationrequirements7.1.1. MR shall determine the documentation requirements at the organizational level for
implementingIMSaspertherequirementsofinternationalstandardISO9001:2008,ISO14001:2004,andBSOHSAS18001:2007.
7.1.2. While implementing otherManagement Systems, requirements of the standard shall beunderstoodandaccordinglystepsshallbetakenbytheMR.
7.1.3. Documents that are necessary for controlling operations shall be determined by theconcernedFunctionalHead/DepartmentHead.
7.2 Identifyingdocumentsuniquely7.2.1. All documents within the ambit of IMS and any other Management System shall be
identifieduniquely.7.2.2. Documentsshallbeidentifiedasdescribedintable1.0
Table1.0
DocumentIdentification
Standarddocumentreferencingsystem:AGLGILAUHXXDDYYY(otherthanforms)
AGL Agility
GIL GlobalIntegratedLogistics
AUH AbuDhabi
XX Documenttype(Example:Policy,procedure,formetc.)
DD Department(RefertoAnnexureAforDepartment/FunctionAbbreviations)
YYY SerialNumber(Documentsmustuserunningserialnumberirrespectiveofyearofpublishing)
FormreferencingsystemAGLGILAUHDDYYY
Documenttypeisdescribedintable2.0anddocumentclassificationintable2.1Note:AbovereferencingsystemdoesnotapplytoHSEPlanandQualityPlan.
HSEandQualityPlanshallbeidentifiedasfollows:
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HSEPlan:AGLGILAUHHSEPRFP/RFQNumberQualityPlan:AGLGILAUHPQPRFP/RFQNumber
7.2.3. Departments/functionswithinAgility shall be identified asperAnnexureAattached tothisprocedure.
7.2.4. Documenttype/documentclassificationandcodingshallbeaspertable2.0andtable2.1Table2.0
DocumentTypeandCodingDocumentType Code(X) DocumentType Code(X)
Checklist CL ToolBoxTalks TBTGuidelines GL HSEFlyers HSEFHSEPlan HSEP HSEBulletins HSEBManual MAN Policy POL Procedures IMSP QualityPlan PQP WorkInstruction WI
Note : Whenever a project specific documentation is required to manage a process, such
documentations shallbedevelopedasper theprojectneed.Thesedocumentswillbeapplicabletoonlythoseprojects.Eg:MethodStatements,RiskAssessments,Checklists,Guidelines,ToolBoxTalks,HSEFlyersandHSEBulletins
Example:
Doc.Ref:AGLGILAUHPOLQHSE001,VersionNo.:1.0Abovedocumentindicatesthefollowing:
1. DocumentbelongstoAgilityunderGlobalIntegratedLogistics2. ThepolicyisincorporatedwithIntegratedManagementSystem3. DocumentownerisQHSEdepartment4. Thisispolicy5. SerialnumberofthePolicyis0016. Thisisthefirstversionofthedocument
Note: A high level process flow (Annexure B) is attached to this procedure forunderstandingdocumentcontrol.
7.3 Introducingnewdocumentwithin theManagementSystem (Preparing, reviewingandapproving)
7.3.1. Three types of scenario are possible for introducing new document in the IMS or anyotherManagementSystemandthesescenariosare:1. Documents may be applicable across the organization. Example: Mandatory
proceduressuchasdocumentcontrolprocedure,recordscontrolprocedureetc.
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2. Documents may be applicable for few departments/functions. Example: Trainingprocedure.
3. Documents may be applicable for a specific department/function. Example:WarehouseSecurityControlprocedureetc.
7.3.2. Followingstepsarerequiredtobefollowedforintroducingdocumentsundercategory1&2explainedaboveforanyManagementSystem.
Steps Activity Responsibility
1 Prepare document or assign responsibility for preparingdocumentMR
2 Review the document or assign responsibility forreviewingofdocumentMR
Note: Allmandatory procedures shall be reviewed byQHSEManager in addition to anyotherreviewer.
ControlspertainingtodocumentpreparationandreviewDocumentmustbereviewedbyanindependentpersonorgroupofpersonsotherthanthepreparer.Dependinguponthecriticality,documentmaybereviewedbymorethanoneperson.
3 Arrangefortheapprovalofdocument MRControlspertainingtoapprovalandissueofdocumentsinpaperform
Note:Reviewerandapprovercanbeasameperson.4 Approvedocument CEOoran
authorizedpersonbyCEO
5 PutMASTERCOPYstampinthebackofeverypageoftheapproveddocument. MASTERCOPY stamp canbeof anycolourotherthanblack
MR
6 Takerequirednumberofphotocopyof thedocumentandaffix CONTROLLED COPY stamp on each page of thedocument. CONTROLLED COPY stamp can be of anycolourotherthanblack
MR
7 Register the document in the Master List of IMSDocuments(AGLGILAUHQHSE012)
MR
8 CompletetheDocumentDistributionMatrix(AGLGILAUHQHSE008)
MR
9 HandoverthedocumenttoDepartmentHeadsandobtainthe acknowledgment in the Document DistributionMatrix.Notifytheeffectivedateofimplementation
MR
10 Maintain the MASTER COPY of document, updatedMaster List of Documents and DocumentDistributionMatrixinthefile
MR
11 Create awareness on document by arranging awarenesssessionbeforecommencementofimplementation
MR
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Note:1. MRshallmaintain the MASTERCOPY and CONTROLLEDCOPY stampunder safe
custody.2. Whendocumentsaretobeissuedinelectronicform,followthebelowsteps.(Continue
fromstep4)Steps Activity Responsibility
Controlspertainingtoapprovalandissueofdocumentsinelectronicform
4 ApprovedocumentCEOoranauthorized
personbyCEONote:Reviewerandapprovercanbeasameperson.
5 PutMASTERCOPYstampinthebackofeverypageoftheapproveddocument MR
6 TakeonephotocopyofdocumentandaffixCONTROLLEDCOPYstamponeachpageofthedocument MR
7 RegisterthedocumentintheMasterListofDocuments MR
8
Scan CONTROLLED COPY of document in colour andupload it to a shared folder specially created forManagementSystemorput it in Intranetas the casemaybe
MR
9SendemailnotificationtoallDepartmentHeadsabouttheintroductionofdocumentinthesystemandeffectivedateofimplementation
MR
10 MaintaintheMASTERCOPYandCONTROLLEDCOPYofdocumentinthesafecustodyMR
11 Maintainemailnotificationasrecord MR
12 Create awareness on document before effective date ofimplementationMR
ControlofrightsforelectronicdocumentationRightscategory EmployeeDescription
Viewrightstodocumentationandfolder AllemployeesAdding/uploadingdocumentstosharedfolder MRDeleting documents from shared folder (Fororganizationwidedocuments) MR&ITAdministrator
Delete documents from shared folder (Fordepartmentspecificdocuments) MR&concernedDepartmentHead
Printrightsforprocedures MR/DepartmentHeadsPrintrightsforformsandchecklists Allemployees
Note:Printed/colouredphotocopiesofCONTROLLEDCOPYofadocumentshallbetreated
asUNCONTROLLED.
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7.3.3. Followingstepsarerequiredtobefollowedforintroducingdocumentsthatareapplicableto a specific department. (Category 3 explained in earlier section) for anyManagementSystem.
Steps Activity Responsibility1 Prepare document or assign responsibility for preparing
documentDepartmentHead
2 Review the document or assign responsibility forreviewingofdocument
DepartmentHead&MR
Controlspertainingtodocumentpreparationandreview
DocumentmustbereviewedbyanindependentpersonorgroupofpersonsotherthanthepreparerDependinguponthecriticality,documentmaybereviewedbymorethanoneperson
3 Approvedocument CEOoranauthorized
personbyCEO
4 Forward document for registering in the Master List ofDocuments
DepartmentHead
5 PutMASTERCOPYstampinthebackofeverypageoftheapproveddocument MR
6 TakerequirednumberofphotocopyofdocumentandaffixCONTROLLEDCOPYstamponeachpageofthedocument MR
7 RegisterdocumentintheMasterListofDocuments MR8 CompletetheDocumentDistributionMatrix MR9 Handover the CONTROLLED COPY document to
Department Head for implementation and obtain theacknowledgmentintheDocumentDistributionMatrix
MR
10MaintaintheMASTERCOPYofdocument,updatedmasterlistofdocumentandDocumentDistributionMatrixinthefile
MR
11 Createawarenessondocumentandstartimplementation DepartmentHead
Note:IfdocumentsaredistributedintheCD,controlsuchCDs.Note: When documents are to be issued in electronic form, follow the below steps(Continuefromstep3)
Steps Activity Responsibility
Controlspertainingtoapprovalandissueofdocumentsinelectronicform
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Steps Activity Responsibility
3 ApprovedocumentCEOoranauthorized
personbyCEOReviewerandapprovercanbeasameperson
4 Forward document for registering in the Master List ofDocuments
DepartmentHead
5 PutMASTERCOPYstampinthebackofeverypageoftheapproveddocument MR
6 Take onephotocopy of document and affix CONTROLLEDCOPYstamponeachpageofthedocument MR
7 RegisterthedocumentintheMasterListofDocuments MR8 Scan CONTROLLED COPY of document in colour and
uploadittoasharedfolderofthespecificdepartmentorputitinintranetasthecasemaybe
MR
9 Send email notification to Department Head about theintroductionofdocumentinthesystemMR
10 MaintaintheMASTERCOPYandCONTROLLEDCOPYofdocumentinthesafecustody
MR
11 Maintaintheemailasrecordinappropriatefolder MR12 Create awareness on document before effective date of
implementationDepartment
HeadControlofrightsforelectronicdocumentation
Viewrightstodocumentationandfolder AllemployeesAdding/uploadingdocumentstosharedfolder MR
DeletedocumentsfromsharedfolderMR&concernedDepartmentHead
Printrightsforprocedures MR/DepartmentHeadsPrintrightsforformsandchecklists Allemployees
7.4 Revising an existing document within the Management System (Preparing,reviewingandapproving)
7.4.1. Documents are revised for ensuring adequacy, suitability and applicability. Documentsshall be reviewed and revised as and when necessary to meet the operationalrequirements.
7.4.2. Three types of scenarios are possible for revising a document in the IMSor any otherManagementSystemandthesescenariosare:1. Organizationwideapplicabledocumentsmayberevised.2. Documentsthatareapplicabletofewdepartments/functionsmayberevised.3. Documentsbelongingtoaspecificdepartment/functionmayberevised.
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Note: Correction in typographical errors is not construed as revision.Hence, norevisionisconsiderednecessaryforcorrectingtypographicalerror.
7.4.3. Followingstepsarerequiredtobefollowedforrevisingdocumentsundercategory1&2explainedaboveforanyManagementSystem.
Steps Activity Responsibility
1
Review the need for change in revision of document /Receiverequestforchangeinadocument
MR/Department
Head
Change in document may be required due to operationalreasons,findingofanauditetc.
2Discussthechangesrequiredandagreeonthechanges MR&
DepartmentHead
3Revisetheexistingdocument/Arrangeforrevisingofdocument
MR/Department
Head
4
Attach ChangeRequest Form (AGLGILAUHQHSE030)clearly highlighting the changes and the reason thereof.(Whoever is the requestor for change) Revised documentmustinelectronicform
MR/Department
Head
5
Reviewthereviseddocument/arrangeforreviewofreviseddocument.Reviewershallputhisapproval/commentsintheChangeRequestForm.Documentshallnotbeforwardedforapprovaluntilallissues/comments(ifany)areresolved
MR/Department
Head
ControlspertainingtodocumentpreparationandreviewDocumentmustbereviewedbyanindependentpersonorgroupofpersonsotherthanthepreparerDependinguponthecriticality,documentmaybereviewedbymorethanoneperson
6 Arrangeforapprovalofdocument MRControlspertainingtoapprovalandissueofdocumentsinpaperform
Reviewerandapprovercanbeasameperson
7 ApprovedocumentCEOoranauthorized
personbyCEO
8 PutMASTERCOPYstampinthebackofeverypageoftheapproveddocument MR
9Remove the earlier version of MASTER COPY &CONTROLLEDCOPYfromthefileandmarkitasOBSOLETECOPYonallpagesofthedocument
MR
10Takerequirednumberofphotocopyofapproveddocumentand affix CONTROLLED COPY stamp on each page of thedocument
MR
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Steps Activity Responsibility11 RegisterthedocumentintheMasterListofDocuments MR
12 Call all olddocumentsasper thedistribution list.MarkoldcopiesasOBSOLETECOPYMR
Note: DO NOT proceed with the issuance of document unless all issued copies areretrieved.
13 Update the Document DistributionMatrix for retrieval ofold versions of documents and issuance of new version ofdocument
MR
14 Handover the document to Department Heads and obtaintheacknowledgmentintheDocumentDistributionMatrix.Notifytheeffectivedateofimplementation
MR
15 MaintaintheMASTERCOPYofdocument,updatedMasterList of Documents and Document Distribution Matrix inthefile
MR
16 Create awareness on document by arranging awarenesssessionbeforecommencementofimplementation
MR
17 RetainOBSOLETEmastercopyofthedocumentforfuturereferenceanddestroyallcontrolledcopies
MR
Note:1. MRshallmaintaintheOBSOLETECOPYstampundersafecustody.2. Whendocumentsaretobeissuedinelectronicform,followthebelowsteps.(Continue
fromstep3ofpaperversion)3. If documents are issued in CD, call back old CD and issue a new CD even if one
documentischanged.
Steps Activity ResponsibilityControlspertainingtoapprovalandissueofdocumentsinelectronicform
4 ApprovedocumentCEOoranauthorized
personbyCEOReviewerandapprovercanbeasameperson.
5 PutMASTERCOPYstampinthebackofeverypageoftheapproveddocument MR
6Remove the earlier version of MASTER COPY &CONTROLLEDCOPYfromthefileandmarkitasOBSOLETECOPYonallpagesofthedocument
MR
7 Take one photocopy of approved document and affixCONTROLLEDCOPYstamponeachpageofthedocument
MR
8 RegisterthedocumentintheMasterListofDocuments MR9 Scan CONTROLLED COPY of document in colour and
uploadittoasharedfolderofthespecificdepartmentorputitinintranetasthecasemaybe
MR
10 Send email notification to Department Head about the MR
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Steps Activity Responsibilityintroductionofdocumentinthesystem
11 Maintain the MASTERCOPY and CONTROLLEDCOPY ofdocumentinthesafecustody
MR
12 Maintaintheemailasrecordinappropriatefolder MR13 Create awareness on document before effective date of
implementationDepartment
Head14 RetainOBSOLETEMastercopyofthedocumentforfuture
referenceanddestroyallcontrolledcopiesMR
7.4.4. Followingstepsarerequiredtobefollowedforrevisingdocumentsthatareapplicabletoaspecificdepartment.(Category3explainedabove)foranyManagementSystem.
Steps Activity Responsibility
1 Reviewtheneedforchangeinrevisionofdocument DepartmentHead
2 DiscussthechangesrequiredwiththeprocessownersandagreeonthechangesDepartment
Head
3 Revisetheexistingdocument/ArrangeforrevisingofdocumentDepartment
Head
4 Reviewthedocument/arrangeforreviewofdocument DepartmentHeadControlspertainingtodocumentpreparationandreview
Documentmustbereviewedbyanindependentpersonorgroupofpersonsotherthanthepreparer.Dependinguponthecriticality,documentmaybereviewedbymorethanoneperson.
5 Approvethedocument. DepartmentHeadControlspertainingtoapprovalandissueofdocumentsinpaperform
Reviewerandapprovercanbeasameperson
6 ForwardtheapproveddocumenttoMRforregistration. DepartmentHead7 Receivedocument.PutMASTERCOPYstampinthebackof
everypageoftheapproveddocumentMR
8 Remove the earlier version of MASTER COPY &CONTROLLEDCOPYfromthefileandmarkitasOBSOLETECOPYonallpagesofthedocument
MR
9 Takerequirednumberofphotocopyofapproveddocumentand affix CONTROLLED COPY stamp on each page of thedocument
MR
10 RegisterthedocumentintheMasterListofDocuments MR11 Retrieveallolddocumentsasperthedistributionlist.Mark
oldcopiesasOBSOLETECOPYMR
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Steps Activity ResponsibilityNote:DONOTproceedwiththeissuanceofdocumentunlessallissuedcopiesareretrieved.
12 Update the Document DistributionMatrix for retrieval ofold versions of documents and issuance of new version ofdocument
MR
13 HandoverthedocumenttoDepartmentHeadandobtaintheacknowledgment in the Document Distribution Matrix.Notifytheeffectivedateofimplementation
MR
14 MaintaintheMASTERCOPYofdocument,updatedMasterList of Documents and Document Distribution Matrix inthefile
MR
15 RetainOBSOLETEMastercopyofthedocumentforfuturereferenceanddestroyallcontrolledcopies
MR
16 Create awareness on document by arranging awarenesssessionbeforecommencementofimplementation
DepartmentHead
Note:1. MRshallmaintaintheOBSOLETECOPYstampundersafecustody.2. If documents are issued in CD, call back old CD and issue a new CD even if one
documentischanged.3. Whendocumentsaretobeissuedinelectronicform,followthebelowsteps(Continue
fromstep6)
Steps Activity ResponsibilityControlspertainingtoapprovalandissueofdocumentsinelectronicform
6 ForwardtheapproveddocumenttoMRforregistration DepartmentHead
7 Receivedocument.PutMASTERCOPYstampinthebackofeverypageoftheapproveddocument
MR
8 Remove the earlier version of MASTER COPY &CONTROLLEDCOPYfromthefileandmarkitasOBSOLETECOPYonallpagesofthedocument
MR
9 Remove the earlier version of MASTER COPY &CONTROLLEDCOPYfromthefileandmarkitasOBSOLETECOPYonallpagesofthedocument
MR
10 Scan CONTROLLED COPY of document in colour anduploadittoasharedfolderofthespecificdepartmentorputitinintranetasthecasemaybe
MR
11 Send email notification to Department Head about theintroductionofdocumentinthesystem
MR
12 MaintaintheMASTERCOPYandCONTROLLEDCOPYofdocumentinthesafecustody
MR
13 Maintaintheemailasrecordinappropriatefolder MR14 RetainOBSOLETEMastercopyofthedocumentforfuture MR
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Steps Activity Responsibilityreferenceanddestroyallcontrolledcopies
15 Create awareness on document before effective date ofimplementation
DepartmentHead
7.5 ControllingDocumentsofExternalOrigin7.5.1. Documentssuchasprocedures,standards,codeofpractices, legalrequirementsshallbe
controlledbytheMRthroughMasterListofExternalDocuments.7.5.2. Documents suchasdrawings, specifications, contractdocuments etc. shallbe controlled
bytherespectivedepartment.7.5.3. Stepstobefollowedforcontrolofexternaldocumentsareasfollows:
Steps Activity Responsibility1 Identify organization wide applicable external documents
that are required to be used in Agility. Example: ISOStandards, Legal requirements pertaining toHSE/products/servicesetc.
MR
2 Identifyoperationspecificexternaldocuments DepartmentHead
3 Receive/obtaindocumentsofexternalorigin MR4 Enter the document detail in the MasterListofExternal
Documents(AGLGILAUHQHSE070)MR
5 Affix CONTROLLEDCOPY stampon the cover page of thedocument
MR
6 CompleteDocumentDistributionMatrix MR7 Issuethedocumentandobtainacknowledgement MR
Controlofdocumentsofexternalorigininelectronicform1 Receive/obtaindocumentsofexternalorigin MR2 Enter the document detail in the Master List of External
documentsMR
3 Affix CONTROLLEDCOPY stampon the cover page of thedocument
MR
4 Scan CONTROLLED COPY of document in colour anduploadittoasharedfolderofthespecificdepartmentorputitinintranetasthecasemaybe
MR
5 Send email notification to Department Heads about theintroductionofdocumentinthesystem
MR
6 MaintaintheMasterCopyofdocumentinthesafecustody MR7 Maintaintheemailasrecordinappropriatefolder MR
Note:Iftheexternaldocument isarevisiontoanexistingdocument, followingthebelowsteps:
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Steps Activity Responsibility1 Receive/obtaindocumentsofexternalorigin MR2 Enter the document detail in the Master List of External
documentsMR
3 Affix CONTROLLEDCOPY stampon the cover page of thedocument
MR
4 Callback theoldversionofdocumentasper theDocumentDistributionMatrix
MR
5 Mark old version as OBSOLETE and keep it under safecustody.Iftherearemanycopies,destroyallcopies
MR
6 CompleteDocumentDistributionMatrix MR7 Issuethedocumentandobtainacknowledgement MR
Note:IfdocumentsareissuedinCD,controltheCD.Steps Activity Responsibility
Controlsofdocumentsofexternalorigininelectronicform1 Receive/obtaindocumentsofexternalorigin. MR2 Enter the document detail in the Master List of External
documentsMR
3 Affix CONTROLLEDCOPY stampon the cover page of thedocument.
MR
4 Remove the older version of the document from the folderandsendittoOBSOLETEFolder
MR
5 Scan CONTROLLED COPY of document in colour anduploadittoasharedfolderofthespecificdepartmentorputitinintranetasthecasemaybe
MR
6 Send email notification to Department Heads about theintroductionofdocumentinthesystem
MR
7 Maintaintheemailasrecordinappropriatefolder MR8 Retain OBSOLETE copy of the document for future
reference
7.6 IssuingcontrolleddocumentstoexternalagenciesWhenever,controlleddocumentsarerequiredtobegiventoanyexternalpartiesforlegaloranyotherpurpose,MRshall take thephotocopyof theMasterDocumentsandaffixthe CONTROLLED COPY stamp in the front and handover the documents. Suchcontrolled documents shall be deemed as UNCONTROLLED after 24 hours. It is theresponsibilityoftheconcernedagencytoobtainthelatestcontrolleddocumentfortheirreferenceoruseatalaterdate.Note:Ahighlevelprocessflowchartisattachedfordocumentcontrol
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Ref:AnnexureB
8. Measurements Obsoletedocumentsfoundinuseperfunction Unapproveddocumentsfoundinuseperfunction No.ofdocumentchangerequestperfunction
9. Records
Records RecordRefNo. Responsibility Retentionperiod
Master List of IMSDocuments
AGLGILAUHQHSE012 MR 3years
DocumentDistributionMatrix
AGLGILAUHQHSE008 MR 3years
ChangeRequestForm AGLGILAUHQHSE030 MR 3years
Master List ofExternalDocument
AGLGILAUHQHSE070 MR 3years
10. References` ISO9001:2008(Clause4.2.3)` ISO14001:2004(Clause4.4.5)` OHSAS18001:2007(Clause4.4.5)
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AnnexureA
DEPARTMENT/FUNCTIONABBREVIATIONS
DepartmentName AbbreviationsQHSE QHSEContractLogisticsWarehouse WHHumanResources HRFinance FINCorporateGovernance CGBusinessDevelopment BDFreightForwarding FFDProjectLogistics PLTransportation TRPInformationTechnology ITProcurement PR
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AnnexureB
HighLevelProcessflowchartfordocumentcontrol
1. Introducingnewdocumentwithinthemanagementsystem
Fordetailedstepsrefertosection7.3oftheprocedure.2. Revisinganexistingdocumentwithinthemanagementsystem
Fordetailedstepsrefertosection7.4oftheprocedure.
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3. Controllingdocumentsofexternalorigin
Identifying external document that are necessary
for activity/operation
Obtaining the external document
Registering the document in the Master List of
Documents
Retrieving old version of the document ( If Applicable)
Issuing the document for implementation ( In paper or
electronic form)
Implementing the document for use
Fordetailedstepsrefertosection7.5oftheprocedure.