C Control of Documents Section 3

Quality Assurance Manual
Document: CIV QAM
Control of Documents
Section 3
Rev: E 0
Date: 15/08/2009
Page: 1 of 11
Internal Quality document numbering system
All Civcon Quality Management control documents will be identified as

follows:
CIV QCP Civcon Quality Policy Manual, and Quality Control Plan
checksheets
CIV QAM Civcon Quality Assurance Manual. (Will be identified by
name)
CIV QAP Civcon Quality Admin Working Procedures. (Each procedure
will be identified by name)
CIV QSP Civcon Quality Site Working Procedures. (Each procedure
will be identified by name)
CIV QWC Civcon Quality Working Checklist. (Each checklist will have a
unique number)
CIV QWF Civcon Quality Working Forms. (Each from will have a
unique number)
All Quality Management control documents (above) will be entered onto

a register that will be up dated after each approved change.
All changes to Quality documents will follow the Quality control of
documents procedure (CIV QAM) section 3.
Changes to Site specific working documents such as checklists, quality
control plans, method statements etc will be exempt from section 3 of the
Quality Procedure Manual (CIV QAM), however any changes to these
documents must be approved by the Contract Manager or the Site Agent
& must be identified as draft documents & only used at that site. If the
change to these documents is to be permanent then the process as laid
down in section 3 of the Quality control of document procedure (CIV
QAM) will apply.
Section 3
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Process flow for the control of internally generated quality management

system documents
Section 3
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Process flow for controlling changes to approved quality management

system documents
Section 3
Process flow for the control of external documents
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Section 3
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Purpose:
This procedure defines the processes to be applied for the control of

internally generated quality management system documentation and
external documents from the client.
Document: CIV QAM

Rev: E 0
Section 3
Date: 15/08/2009
Page: 6 of 11
Scope:
Quality policy manual, Procedures, Processes, work instructions,

Checklists, Forms, Quality control plans developed by Civcon.
Objective:
Only relevant version of documents available at point of use.

Documents are identifiable and legible.
Step
1
2
3
4
5
7
8
9
10
11
12
13
14
Activity
Responsibility
Identify documents needed for the effective planning,

operation and control of the quality management system
Managing
Director
Draft applicable Quality policy manual, procedures,

processes, work instructions, checklists and forms.
Review draft documents for adequacy in meeting the
requirements of ISO 9001-2008
When and where required, issue draft documents for a trial
period to verify they are correctly defined and implemented
Submit draft documents for approval by authorised
personnel and allocate document numbers. Original
documents begin at revision E 0.
Document approval
Quality policy manual, Company objectives Managing
Director.
Procedures, Processes, work instructions, Checklists,
forms Managing Director or Operations manager.
Quality control plan, method statements Operations
manager or Contract manager.
Approved suppliers list Buyer
Identify whom the approved documents are to be issued to
Responsible
persons
Management
representative
Management
representative
Management
representative
Issue approved documents. A master file will be

maintained by the Management representative
Review documents for continuing suitability during Internal
audits and at management review
Should an approved document be identified as needing
changing or updating. Identify the nature of change on the
existing document or minutes of meeting
Submit document or meeting minutes to Operations
manager for review
If changes or updates are found to be valid, update
existing document in draft version and submit for review,
approval and issue as per the original document
Conduct training for relevant personnel on updated
document
Obsolete documents are to be removed from points of
issue and destroyed. Should obsolete documents be
retained for any purpose the shall be suitably identified as
such signed and dated
Reference
document
Quality
system
planning
Draft
documents
Minutes of
meetings
Draft
documents
Approved
documents
Management
representative
Management
representative
All personnel
Document
distribution
register
Audit and
review
records
All personnel
All personnel
Document or
minutes of
meeting
Responsible
person
Responsible
person
Responsible
person
Training
procedure
Obsolete /
Superseded
documents
Section 3
15
16
18
Details of the revision status and nature of changes made

are identified within the amendment sheet included within
procedures, processes and quality policy manual
Specifications required for projects are identified during
the estimating process. Should an updated copy be
required it will be purchased and delivered to site
A register will be maintained of specifications available
within the company
Document: CIV QAM

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Date: 15/08/2009
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Management
representative
Amendment
sheet
Management
representative
Estimating /
Purchasing
processes
Register
Management
representative
NOTE: Contract documents will be retained for a minimum period of five years

Purpose:
This procedure defines the processes implemented to ensure all

external Documentation received on site are reviewed, recorded,
issued and controlled.
Section 3
Scope:
Document: CIV QAM

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All clients drawings and specifications having an impact on product

quality.
Objectives:
Ste
p
1
2
3
4
5
6
7
8
9
10
11
To ensure the drawings used contain the correct information and

are of the correct revision status
Activity
Responsibilit Reference
y
document
Drawings and specifications received during the tendering
Contracts
Tender
stage are recorded within the tender documents.
manager
documents
Drawings and specifications received from client for
Contract
inclusion into the project shall be received on site
manager /
Site agent
When received on site the drawings or specifications shall
Contract
Drawing
be reviewed and recorded on a drawing register. Sites may
manager /
register
make use of the Engineers / Architects register. Copies of all Site agent
Control of
drawing transmittal notes are maintained
Site clerk
records.procd
Any information that is missing or unclear is communicated
Contract
Customer
to the client to be actioned
manager
communicatio
n
One copy of the drawing is identified as the Master Copy.
Contract
Master
The details of the supervisors and suppliers who require a
manager /
drawing
copy of the drawing are marked on the master copy
Site clerk
A transmittal note is made out identifying the recipient,
Site clerk
Transmittal
drawing number, revision status and date. The drawing is
note
then issued
The recipient signs and returns the transmittal note for the
Site clerk
Control of
relevant drawings. Transmittal notes are maintained
records procd
On receipt of updated drawings and specifications the same Contract
Drawing
process as above is followed
manager /
register
Site agent
Control of
Site clerk
records.procd
The relevant supervisors are to return obsolete drawings in
Responsible
their possession to the site agent or site clerk
person
Copies of superseeded drawings and specifications kept for
Site clerk
Drawings /
information purpose or contractual requirements are
specifications
identified as such
At the end of the project the master set of drawings including Contract
Control of
superseeded master copies together with drawing registers
manager
records
are archived
procedure
NOTE: Contract documents will be retained for a minimum period of five years.
ARCHIVE FILING
Section 3
No.
Section
Tender
-
Order
* Copy of original order
* Contract document
* Any amendments/variations to order
Correspondence To
Correspondence From
Certificates
* Agreed Final Account
* Copy of all site measurement records
* Copy of Site Instructions
Minutes of Site Meeting

* Copy of all Site Meeting Minutes
* Copy of Kick-off Meeting
* Copy of close out meeting
Programme
Sub Contractor
Document: CIV QAM

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Date: 15/08/2009
Page: 9 of 11
Included By
Section 3
No.
Section
Orders
10
Drawings
* Final drawing register
* Complete set of Drawings Marked Master
11
Miscellaneous
12
Quotations
13
Quality Control Requirements

* All documents as identified on the QC plan/matrix
* Including PCI, Cube results, daily diaries, handover certificates
14
Safety
* Risk Assessments
* Toolbox Talks
* Appointments
Signed:
Document: CIV QAM

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Date: 15/08/2009
Page: 10 of 11
Included By
Section 3
_____________________
__________
Site Agent
Document: CIV QAM

Rev: E 0
Date: 15/08/2009
Page: 11 of 11
_____________________
Contracts Manager
Date

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Quality Assurance Manual

Document: CIV QAM

Internal Quality document numbering system

All Civcon Quality Management control documents will be identified as

All Quality Management control documents (above) will be entered onto

Quality Assurance Manual

Document: CIV QAM

Process flow for the control of internally generated quality management

Quality Assurance Manual

Document: CIV QAM

Process flow for controlling changes to approved quality management

Quality Assurance Manual

Process flow for the control of external documents

Document: CIV QAM

Quality Assurance Manual

Document: CIV QAM

Process flow for the control of external documents

This procedure defines the processes to be applied for the control of

Quality Assurance Manual

Document: CIV QAM

Quality policy manual, Procedures, Processes, work instructions,

Only relevant version of documents available at point of use.

Identify documents needed for the effective planning,

Draft applicable Quality policy manual, procedures,

Issue approved documents. A master file will be

Quality Assurance Manual

Details of the revision status and nature of changes made

Document: CIV QAM

Process flow for the control of external documents

This procedure defines the processes implemented to ensure all

Quality Assurance Manual

Document: CIV QAM

All clients drawings and specifications having an impact on product

To ensure the drawings used contain the correct information and

Quality Assurance Manual

Minutes of Site Meeting

Document: CIV QAM

Quality Assurance Manual

Quality Control Requirements

Document: CIV QAM

Quality Assurance Manual

Document: CIV QAM

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