Revision Control

Informal "in progress" documents sent to clients after first revision (A, 0) shall have a watermark:

"DRAFT - IIP dateXX/YY/ZZZZ" on each page of PDF format, in header /footer of native files.

Fixed fee project suffix

.00

Time and Material project suffix

.50

The 10 types of documents controlled by Project Document Revision Procedure MGT-1010

1. Proposals; 2. Sketches; 3. Technical Reports; 4. Technical Specifications; 5. Lists and Database Reports; 6. Drawings; 7. Instrument and Equipment Specification Sheets; 8. PLC Software; 9. Software; and 10. Operation and Maintenance Manuals

Document Control

A function which keeps track of all documentation, specification, and processes to ensure that everyone uses the correct and most current documentation and specifications.

Which issued documents require transmittals?

ALL documents

Record Retention

An index which includes but is not limited to the following information: Record, Storage Location, Retention Period, Maintenance, and Disposition.

Record

An item or collection of data. Examples of records would be those required by the ISO 901 standard or those needed to demonstrate conformity to our requirements such as project records, verification records, etc.

File Naming Convention for Appendices

DOC# + rR + AppZ + Title

File Naming Convention for Issued files

DOC# + rR + opt. Short Description where DOC# is the unique document number, rR is the document revision level

Editing of controlled documents in the Document Store is Restricted to the

DRR process.

A document is considered approved and released when an electronic copy is filed in the

Document Store

True or false: Appendix revision history has to match the document's revision history.

False. (You can have a report the is Rev 1 and Appendices that are Rev 10)

Place a copy of the "in progress" drawings sent to the client in the ISSUED folder appropriately named and

Include the notation "IIP" at the end of the folder name to identify the contents appropriately.

Transmittal and all deliverables shall be stored in the ___ directory

Issued

The Revision Codes

Issued for Review (IFR), Issued - In Progress (IIP), Issued for Approval (IFA), Issued for Bids (IFB), Issued for Purchase (IFP), Issued for Design (IFD), Issued for Construction (IFC), Issued for Record (IFRec), Issued for Information (IFI), Issued for Fabrication (IFF).

Approvers, while encourage in temporary revisions, are ___ required

Not

Given numerical designations

Permanent Revisions

When a document is to be used for a project, the appropriate document shall be obtained from the Document Store and saved per the project requirements or as outlined in the Electronic Project Document Management Procedure. The project document then becomes a

Record

Unless specifically directed to do otherwise by a client, Temporary Revisions shall be completely ___ from the revision block when the document is issued for its next permanent purpose.

Removed

Given alpha designations

Temporary Revisions

Storage

The action or method of storing records for future use

For documents previously issued with a Permanent Revision, Temporary Revisions shall be labeled with

The latest revision number plus an alpha suffix

Retreival

The method of accessing records or making them available for use or review.

Identification

The method of naming records

Retention

The method of retaining records for a determined length of time.

Protection

The method of safeguarding records

Disposition

The orderly arrangement of or method of removal of records

Checker

The person responsible for checking the final deliverable for the technical content before it is issued to anyone outside the company. Can not also be the By

By

The person responsible for creating or generating the deliverable. (spends the most time doing so). Can not be the Checker.

DRR - Document Review and Release

The process that a document goes through to be identified, reviewed, approved, translated, and released.

All deliverables listed on a transmittal shall be listed with:

The revision number, the revision date, and the assigned revision code.

Once a Revision Code has been assigned, it should be used for all issues for a document until when?

Until the status of the document merits a Revision Code change.

Temporary Revision

Used for coordination with clients, suppliers, and vendors during ongoing project development. Typically followed by a Permanent Revision. Include review, approval, bids.

Permanent Revision

Used to provide clients (internal or external), suppliers, or vendors with information on which they can take action or for final documentation or a project. Include design, purchase, fabrication, construction, record, or information.

Approver

Usually, the project manager or technical lead. Can be the same person as the By or the Checker.

Document Numbering Convention

YYYYNNNN + .SS + PPP + ACR + ID + SQ

Subdirectory templates for Engineering and Automation

_Corresp, _CSIndex, _Issued, _Recd, 000 PM, 005 DIS, 015 DEF, 020 SDN, 025 FDN, 030 EQP, 035 VER, 040 CFG, 065 CON

A new directory is created when

a new proposal is issued

Deviations from the Revision Matrix in MGT-1010 must be approved by

a senior manager or above

Purpose of revision code

define the purpose of a formal or informal document sent to the client

Name of first Permanent Revisions

doc.r0

Name of first Temporary Revision document

doc.rA

Records are to be

legible, readily identifiable, and retrievable

Parent documents issued as a temporary revision include appendices issued as a permanent revision.

may

Revision triangles are required and shall ___ be removed from drawings

not

Where must the Revision Code must be displayed?

on the document, on the transmittal, and on electronic filename if possible

Quick indication of whether or not the project has been awarded and is fully setup

presence or absence of the project number suffix in the directory name.

Unless specifically directed to do otherwise by the customer, Temporary Revisions shall be completely ___ from the revision block when the document is issued for its permanent purpose.

removed

Records are to be prepared according to requirements of each applicable work instruction or procedure. These records are to be retained as objective evidence that

requirements of the quality system, applicable contracts, standards, specifications, or any other obligation have been met.

By and Checker fields need to be filled out when

sending documents out for either temporary or permanent document.

Parent documents issued as a permanent revision ___ include appendices issued as a temporary revision.

shall not