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This is used to describe DANELEC’s system for classifying, identifying, preparing and verifying, validating, distributing and filing documents and data.
RESPONSIBILITIES
Preparations, maintenance, control and updating of the system for technical and data control is under the responsibility of the Technical Manager. For quality documents, the responsibility rests with the Quality Manager, while for contractual/financial documents and training documents with the Finance Manager.
CLASSIFICATION OF DODUMENTS
The following types of quality related documents/data may be identified in DANELEC:
o quality documents;
o technical documents/data;
o personnel documents/data;
o project documents/data
Quality Documents
The Following documents are classified as quality records:
o documents relative to contract review activities;
o project quality plans;
o documents relative to reviews and verification of design/consulting activities;
o quality assurance related documents (post-audit reports, Quality Assurance Group captivity logs, etc.);
o qualification documents of subcontractors.
Technical Document/Data
Technical Documents/data are relative to the technical aspects of DANELEC activity. They consist of:
o technical codes and standards;
o technical publications (such as books, conference proceedings and technical magazines);
o data bases of relevant data;
o software codes and related documents (manuals, informative publications).
All technical documents/data are easily identifiable and retrievable through the company library service.
Personnel Documents/Data
All key information about the employees' professional qualifications and career stored and maintained by the Finance Manager.
Project Documents/Data
For each project a project file(s) is prepared containing the following information:
o copy of the bidding/contractual documents describing the technical content of the service.
o copy of the verified report(s)
o calculation sheets and, eventually, check prints
o project specific reference material;
o project specific technical/managerial correspondence.
Contractual/financial information/documents on the project is kept in the Project Financial File.
DOCUMENT IDENTIFICATION
Project related documents are identified by a codified numbering system related to the project identification number. Special internal project numbers are used to identify other relevant types of documents. Details are provided in Procedure No. 8 "Project Identification and Filing System".
For general procedures, operating instructions and technical policies separate lists are maintained.
Responsibility for document identification is given to the Chief of Communication and formation Services.
DOCUMENT CONTROL
Preparation, verification (checking) and validation of documents are controlled to ensure that:
o only approved documents are released outside the company;
o relevant employees have a copy of the latest edition of all necessary documents;
o corrections to the documents are dealt with on the same principles as the original documents;
DOCUMENT DISTRIBUTION
Incoming project related documents, such as correspondence, telexes, facsimiles, incoming reports, minutes, memos, etc. are identified by project number and distributed in accordance to
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