Table of Contents
Documents are to be kept to demonstrate the quality activities executed and to satisfy the stipulations of technical regulations, contracts and/or internal guidelines. These shall be stored in such a manner that:
- they are legible, identifiable and retrievable
- the documents and records are secure from damage
- rapid access is guaranteed
- the required storage period is observed.
Quality Records
Permanent Records, are the completed, checked, certified and issued documents.
Temporary Records are those produced/reproduced during the development of the final (permanent) documents, such as:
- master prints
- check prints
- inter-discipline check prints
- multidiscipline review prints.
Records that may be required to be submitted to a certifying authority or regulatory body for review and approval shall be determined by liaising with the client and/or regulatory body.
2.1 Company Quality Records
Company quality records, not related to projects, shall be maintained by the departments as shown in attachment 1.
2.2 Project Quality Records
Project quality records shall be maintained by the groups as shown in attachment 2.
All project documents shall be maintained, on a continuous basis, in the project filing system (ref.4.1).
The documentation of the project filing system concerns not only drawings and specifications, but also all other formal documentation issued, internally as well as externally, for the project, including all correspondence.
The project filing system shall be established and maintained for the:
- Project central files
- Procurement files
- Construction files.
All specialist engineers shall ensure that all necessary documents are copied to the Project Group, so as to enable the central project filing system to be kept up-to-date. No element of the centralized system shall be superseded by individual discipline filing systems.
3.1 By Supplier
As per purchase order, the supplier has to submit the final approved supplier furnished documentation. If required by the inspection code or specification, the manufacturing data book shall be compiled, at the completion of the purchase order (PO), by the manufacturer.
If included in the requirements of the project, supplier data books shall be compiled by the supplier.
3.2 By Company
Disposition of Company’s (non-project) records shall be in accordance with attachment 1.
At the completion of a project or at post-mortem of a proposal, the Project Manager or his designate shall coordinate the project close-out.
A design book shall be compiled for the client if this is required by contract.
A design book provides the design basis of a plant or unit without mechanical details but inclusive operating aspects.
A mechanical catalog shall be compiled for the client if this is required by contract.
A mechanical catalog provides mechanical details of a plant or unit, such as full sets of specifications and requisitions, design drawings and all major supplier prints. Operating aspects are not covered.
To present salient facts and information a specific project shall prepare:
- Project History Report
- Final Project Cost Report
- Final Construction Report
The objectives of these reports are to:
- provide information to allow more accurate manpower estimating and scheduling
- improve project activities/Company standard procedures
- improve future plant designs
- provide background on a particular client
- provide background on a particular country/location
- highlight non-typical, unusual and unexpected costs
By final disposition of all project documents, all documents shall be correctly identified, consolidated, microfilmed, archived, destroyed, transferred or returned to the client (ref.4.2), as per attachment 2.
In agreement with the client, Company shall define the precise contents of the documents to be "handed over", at the end of the project. Such documents shall include all those listed as deliverables.
| Document number | Title | Level | |
| 4.1 | CM-PE-110 | Project File Coding and Maintenance | 2 |
| 4.2 | CM-PE-111 | Final Disposition of Project Documentation | 2 |
| 4.3 | CM-PE-116 | Archiving | 2 |
1. Company Quality Records
2. Project Quality Records
| Department | ||||||
| Company Quality Records | QA | Proposals/projects | Human Resources | Procurement | All | Archive |
| QA Manual | R3** | RL | ||||
| Level 2 Procedures | R3** | RL | ||||
| Level 3 Procedures | R3** | RL | ||||
| Level 4 Work Instructions | R3** | RL | ||||
| Level 5 Guides & Standards | R3** | RL | ||||
| Company Administrative Organization Chart | M | RL | ||||
| Departmental Organization Chart | M | RL | ||||
| Function Descriptions | M | |||||
| Yearly Evaluation | C | R5* | ||||
| Training/Qualification | R5* | |||||
| Résumés | R | M | ||||
| Proposal/Contract Documents | R10 | |||||
| Audit Report | R10 | |||||
| Supplier/Subcontractor (Capability) Assessment Reports | C | R5 | ||||
| Supplier/Subcontractor Performance Evaluation Reports | C | R5 | ||||
| Supplier List | M | |||||
| Subcontractor List | M | |||||
| Review Quality Manual Reports | R5 | |||||
| Microfilms | R | |||||
Legend
R = Retain on file on departement
L = Last copy only
5 = Retained for 5 years
* = Retained for full term of employment, plus 5 years
M = Maintained (updating)
C = Copy
** = Also including previous/superseded issues
| Company Quality Records | Project Manager/File | Specialist Engineer | Manager QA | Procurement Coordinator | Project Construction Manager | Project Control Manager |
| Project Procedures (Manual) | R3** | RL | ||||
| Quality Plan/Audit Plan | R3** | RL | ||||
| Project Organization Chart | R3** | RL | ||||
| Project Function Descriptions | R3** | RL | ||||
| Contract | R3** | RL | ||||
| Proposal | M | RL | ||||
| Progress/Planning | M | RL | ||||
| Changes/Deviations | M | |||||
| Correspondence | C | R5* | ||||
| Calculations/Drawings | R5* | |||||
| Other Documents/Reports | R | M | ||||
| Non-Acceptance Notice | R10 | |||||
| Purchase Order/Requisitions | R10 | |||||
| Bids | C | R5 | ||||
| Project Supplier List | C | R5 | ||||
| Supplier Documents | M | |||||
| Subcontractor Documents | M | |||||
| Bid Tabulations | R5 | |||||
| Nonconformance Reports | R | |||||
| Over, Short and Damage Reports | R | |||||
| Audit Reports | R | |||||
| Inspection Reports | R | |||||
| Design Books | R | |||||
| Compilation/Commissioning Manuals | R | |||||
| Close-out Reports | R |
Legend:
M = Maintain
R = Retain
C = Copy