BN-EP-013 Establishing/Coding and Control of ''LOANS'' of Department and Group References

Table of Contents

1. Purpose
2. General
3. Responsibility
4. Procedure
5. Flowcharts
6. References
7. Attachments

1. Purpose

This procedure describes the establishing and coding of departmental/group references (i.e. international codes/standards, national code/standards, rules/regulations, ‘company’ guides etc.)

2. General

References are considered required in the professional execution of engineering/design work.

The references should be subdivided in sections.

2.1 International/national norms (statutory)

2.2 International/insurance body design requirements

2.3 ‘’Company” design requirements (licensor, patent)

2.4 Client specifications/standards/guides

2.5 Company’s Standard Documents Quality System Levels 1-4

In providing quality engineering/design services Company shall ensure that consistent, up-to-date references are available in a well organized and accessible way.

3. Responsibility

3.1 The Manager of engineering has the overall responsibility to ensure that the purpose of this procedure is established/maintained and proper facilities are provided.

3.2 The Group Manager is responsible for establishing and controlling ‘’loans’’ of the references from the groups reference library.

He shall assign a ‘’controller’’ within his group to act on his behalf.

(The Company library is the main source for the statutory norms, interacting is covered by reference 6.1).

4. Procedure

4.1 Principles of Establishing/Coding of Dept/Group References

The starting point in establishing the reference is to prepare/expand a listing of all references available in the epartmental system.

A comprehensive reference coding system shall be devised and applied to the available inventory of references. Two main categories of references shall exist. ‘’Controlled norms’’ and ‘’uncontrolled references’’. Both categories shall be kept separate and distinguished by a different color coding.

4.2 Coding and Identification of References

Based on the departmental inventory list, a coding and identification system shall be developed and applied.

Individual department/groups may have different base requirements, i.e. per issuing country, per specific subjects or other.

However, the coding and identification system shall, in all cases, start with department no. (240 thru 249) followed by ‘C’ (controlled), blue tab or “UC” (uncontrolled) green tab, proceeding first digit indicates main sub-division as per points 2.1 thru 2.5 of this procedure.

Subsequent 5 digits are used to subdivide in accordance with the specific department/group requirements.

Example:

Each reference item shall be stamped with the department/group coding/identification.

4.3 Index/Retrieval Listing

The department/group inventory list, showing all references available shall be developed into a useful index/retrieval listings.

This list shall start with the coding and identification as page heading followed by ‘’sources’’, number, issued dates, key-words (description)and filling/storage indication.

Since this index/retrieval list will be frequently revised/expanded/updated it shall be set-up utilizing suitable means, preferably computer based.

All departments/group users shall possess or have free access to the index/retrieval listing.

4.4 Filing/Storage Systems

At present the references are retained in the form of ‘’hard-copies’’ either books, binders, form, leaflets, graphs etc.

The filing/storage system shall be easily accessible to all department/group users, clearly distinguished ‘’controlled’’, ‘’uncontrolled’’, expandable.

In order to have a ‘’manageable’’ system it is mandatory that a department/group references (library) controller is assigned. This controller is responsible for keeping the system operable. Each request for reference needs shall be handled through this controller.

4.5 Control of Loans

The department/group reference system shall be kept under tight control through a controlled loan system.

All requests for references shall be handled through the ‘’controller’’ who log’s all movements in an appropriate system.

This ‘’loan’’ control system shall basically compose of two items, one used to log reference documents handed to a used. The other to keep running record of all ‘’loans’’ complete with status. Example of acceptable format is shown on attachment 1.

It is recommended however to integrate this function into the index/retrieval list (see point 4.3 of this procedure).

5. Flowcharts

5.1 Establishing/Coding of Department/Group References

5.2 For Control of Loans

6. References

7. Attachments

1. Borrowed Standard Documents
2. Borrowed Document Log.

1. Borrowed Standard Documents

2. Borrowed Document Log.