Control of Documents

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


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)


Controlspertainingtoapprovalandissueofdocumentsinelectronicform


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personbyCEOReviewerandapprovercanbeasameperson

4 Forward document for registering in the Master List ofDocuments

DepartmentHead


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.


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


personbyCEO


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


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


personbyCEOReviewerandapprovercanbeasameperson.


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.


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


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


MR


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


MR


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


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


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


ChangeRequestForm AGLGILAUHQHSE030 MR 3years

Master List ofExternalDocument


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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AGLGILAUHIMSPQHSE001 Version2.0 Dated:18Dec2011 Page1 of2

AnnexureB

HighLevelProcessflowchartfordocumentcontrol

1. Introducingnewdocumentwithinthemanagementsystem

Fordetailedstepsrefertosection7.3oftheprocedure.2. Revisinganexistingdocumentwithinthemanagementsystem

Fordetailedstepsrefertosection7.4oftheprocedure.


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AGLGILAUHIMSPQHSE001 Version2.0 Dated:18Dec2011 Page2 of2

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.

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