318 Procedure 0-Electronic Document Management

PEP 318
ELECTRONIC DOCUMENT MANAGEMENT
Page 1 of 11
Rev. Date: 24 Nov 2008
TABLE OF CONTENTS
SECTION
PAGE NO.
1.0
PURPOSE AND SCOPE.......................................................................................... 2
2.0
DEFINITIONS.......................................................................................................... 2
3.0
REFERENCES......................................................................................................... 3
4.0
PROCEDURE.......................................................................................................... 4
5.0
RECORDS.............................................................................................................. 11
6.0
FORMS AND EXHIBITS......................................................................................... 11
CONFIDENTIAL AND PROPRIETARY

Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 318
Page 2 of 11
1.0 PURPOSE AND SCOPE

This procedure describes the processes and requirements associated with Electronic Document
Management Systems (EDMS) used within the Company. This procedure will ensure the following:
A consistent approach for setting up a project in an electronic document management system,

managing project enhancements and customizations, and exporting files and their properties
A consistent approach for managing the security, access control, version control, and format of
electronic documents through their lifecycle
This procedure applies to Company owned electronic document management systems that store file
contents as well as associated properties.
2.0 DEFINITIONS
2.1
Electronic Document Management System (EDMS)
Any software package used to manage electronic document files and their properties.
2.2
EDMS Support
IT Personnel who support the setup, configuration, maintenance, and administration of the hardware and
software required to operate EDMS.
2.3
Project Security Matrix
A plan that specifies groups (or individual people) in the project EDMS, the locations inside the EDMS to
which these groups have access, and the level of access (read only, write, delete, etc.) assigned. 318-03
(S) is a sample of a Project Security Matrix. The Project Document Controller is normally the person
responsible for assigning users to the correct groups.
2.4
Project Document Control Center (PDCC)
A centralized area for project document retention, control, issuance, tracking and distribution.
Documents maintained within PDCC may include incoming and outgoing correspondence, meeting
notes, progress reports, technical documents including specifications, data sheets and drawings, supplier
documents, procurement information, inspection reports, safety reports etc. The person who performs
this function is often referred as the Project Document Controller or Project Administrator but the function
may be performed by the Project Engineering Manager or Project Manager.
2.5
Project Vault
A virtual location within the EDMS in which the project files can be found. Often, this is referred to as a
folder, cabinet, vault or docbase.

PEP 318
Page 3 of 11
2.6
Restricted Material
Documents withheld from general circulation for reasons of Government security, non-disclosure
agreements, Company privacy, or other distribution restrictions.
2.7
Promote
The act of advancing a document from one stage in its lifecycle to the next. This may be as simple as a
status change or as complex as advancing a document in an electronic workflow. The reverse process is
demotion.
2.8
Exporting
Copying electronic files and content from the EDMS application to another electronic storage device.
This electronic storage device may be physical media like a Compact Disk (CD), local network drive, or
another application.
2.9
Archiving
Transferring electronic files and content to long-term storage. PEP 316, Administrative Bulletin 11 and
the Records Management Program Manual specify the criteria and procedures for archiving
documents in long-term storage.
2.10 Issue Authorization and Maintenance for Use
The Project Management Functional Leader is responsible for the maintenance of this procedure and will
review the procedure annually to determine any necessary updates. Should an individual employee
have a suggestion for improvement or modification to this procedure, he or she may mark-up a copy of
the PEP and send to the Project Management Functional Leader for review. The Project Management
Functional Leader will review the recommended changes and respond back to the employee on plans to
address the suggestions. Changes to the procedure will be distributed to other Corporate Department
Managers and Corporate Functional Leads for their concurrence. When the reviews are complete, the
Project Management Functional Leader will consolidate and recommend changes to this PEP to the Vice
President, Project Operations who has the authority to issue revisions to this PEP.
3.0 REFERENCES
3.1
PEP 316, Record Filing, Retention, Retrieval, and Destruction of Documents
3.2
PEP 317, Document Control and Distribution
3.3
AB-11 Records Management Procedures
3.4
Records Management Program Manual

PEP 318
Page 4 of 11
4.0 PROCEDURE
4.1
Process Work Flow
Documents go through many different stages during their lifecycle: planning, creation, release,
distribution, use, storage and archival. Not all documents go through all stages and some documents
repeat stages via loops. These stages and loops are diagrammatically shown in figure 4.1.1. The
processes involved in document creation, modification, review and approval are to be carried out in
accordance with applicable Project Execution Procedures including PEP 358, PEP 402, PEP 404, PEP
407, etc.
Figure 4.1.1 Project Setup and Document Lifecycle
Develop Project
Requirements
Create Project Vault
Any
Enhancements
Required?
No
Train Project
Personnel
Yes
Request
Enhancements
Determine Applicability
to Other Projects
Plan / List the

Documents
Copy from Previous

Source and Modify
Implement
Enhancements
Create New
Documents
Review and Release

Distribute
Revisions
Reuse on
Future
Projects
Use by End Users

Place into Long term
Archive
Remove or Conceal
Restricted Material
If Required, Export
Project Files and
Turnover

PEP 318
Page 5 of 11
4.2
Process Work Flow Project Setup and Document Lifecycle

A.
Develop Project Requirements
Action By
Action
Project Manager
1.
Completes Project Setup Request 318-01 (S) with Project

name, Project number, Client name, project size, quantity of
documents and other pertinent information. Contacts EDMS
Support for project setup.
2.
Defines project size in terms of dollar value or quantity of

documents needed to determine storage requirements.
3.
Defines client requirements (media, format, longevity, file

export requirements and final turnover expectations, etc.).
4.
Defines companies and geographic location(s) from where files

will be accessed.
5.
Provides technical details required for system operation

including: minimum PC requirements, software installation
requirements, connectivity requirements, security restrictions
and limitations.
6.
Provides information regarding available interfaces to other

applications.
Project Document Controller
7.
Defines special groups or access needs (e.g. external

companies). Completes Project Security Matrix 318-02 (S).
Project Manager
8.
Lists any known interface requirements to other applications.
9.
Approves the purchase of any third party software (e.g. Adobe

Acrobat) or hardware (e.g. scanner) not provided by the EDMS
Support.
10.
Coordinates with IT (Information Technology Group) or

Procurement to purchase third party software or hardware
approved by Project Manager. Coordinates installation of
software and hardware with IT.
EDMS Support
B.
Create a Project Vault
Action By
Action
EDMS Support
1.
Creates/sets-up projects within the EDMS system, including:

a) Document types as set forth in Document Properties
Structure 318-03 (S)
b) Folder structure per the Project Security Matrix 318-02 (S)

PEP 318
Page 6 of 11
Action By
Action
c) Groups defined by Project Security Matrix 318-02 (S)
d) Establish file access rights for groups Project Security
Matrix 318-02 (S)
e) Modifies User Account Request forms to meet project
needs and provides to Project Document Controller
2.
Distributes User Account Request forms to project team

members.
All Team Members
3.
Completes, signs and returns Account Request form to Project

Document Controller.
4.
Collects the signed forms, assigns the appropriate security and

access rights, and forwards the forms to EDMS Support.
EDMS Support
5.
Establishes user accounts when received

Project Manager / Project

Document Controller
6.
Is responsible for establishing the project filing index (if

required) and records retention codes per the Record Filing,
Retention, Retrieval, and Destruction of Documents Project
Execution Procedure PEP316.
C.
Project
Any Enhancements Required
Action By
Action
1.
D.
from
Determines if Project requires

customization of EDMS application.
enhancement
to
or
Train Project Personnel
Action By
Action
EDMS Support
1.
Creates, maintains, provides standard product overview and

training manuals. Furnishes these materials to the Project
2.
Arranges for modifications to training materials or user manuals

based on project specific customizations.
3.
Arranges for project personnel to attend training sessions if

needed.

PEP 318
Page 7 of 11
Action By
Action
EDMS Support
4.
Provides standard training classes and materials for typical

users, advanced users and external company users.
All team Members
5.
Attend recommended training classes.
E.
Request Enhancements
Action By
Action
1.
Defines current work process and revised work process

expected.
EDMS Support
2.
Estimates cost and rough schedule to provide requested

changes.
Project Manager
3.
Seeks appropriate approval for any deviations to Project

Execution Procedures.
F.
Determine Applicability to Other Projects
Action By
Action
EDMS Support
1.
Determines applicability to other projects. Procedural changes,

training modifications, and alterations to document type and
properties may be applied to multiple EDMS applications.
2.
Determines if cost sharing with project is required.
3.
Plans, schedules and budgets any changes.
G.
Implement Enhancements
Action By
Action
Project Manager
1.
Approves cost sharing of enhancement, if required.
2.
Communicates plan with project users as soon as practical.
EDMS Support
3.
Implements approved changes. Keeps Project Manager and

Project Document Controller informed as to status of changes,
and any modifications to the original plan. Modifies Document
Properties Structure 318-03 (S) if required.
Project Manager
4.
Directs the modification of training materials or User manuals

based on project specific customizations.

PEP 318
Page 8 of 11
Action By
Action
5.
Arranges for project personnel to attend training sessions if

needed.
All team Members
6.
Attend recommended training classes.
EDMS Support
7.
If the change affects other projects, modify standard training

classes and materials for typical users, advanced users and
external company users.
H.
Plan / List the Documents
ACTION BY
Action
Project Manager / Project

Engineering Manager
1.
Determines which documents (and associated properties) will

be listed before they are created. See PEP 317 for typical lists.
2.
Loads planned document properties as directed by the Project

Manager/ Project Engineering Manager.
3.
If documents are linked to other projects, modifies project

security access as required to ensure Team Members have
necessary access.
4.
Updates the planned documents based on input from Project

Team members.
I.
Copy from Previous Source and Modify
Action By
Action
All Team Members
1.
Determine which documents can be copied and modified for

project use.
2.
Assists in the copying and conversion of existing documents as

required.
All Team Members
3.
Modifies the document in the EDMS or externally as the Project

Security Matrix Form 318-02 (S) allows. When the document
is ready for review, converts the document to the required
format.
4.
Notifies the Project Document Controller and reviewer that the

document is ready for review.
5.
Promotes the document, updates the status and other

document properties.
All Team Members / Project

Document Controller

PEP 318
Page 9 of 11
J.
Create New Document
Action By
Action
All Team Members
1.
Determine which documents need to be created for project use.
2.
Create and/or modify a document in the EDMS or externally as

the Project Security Matrix Form 318-02 (S) allows.
3.
When the document is ready for review / release, converts the

document to its required format.
4.
Notifies the Project Document Controller and/or reviewer that

the document is ready for release. Provides the Project
Document Controller with appropriate filing codes if required by
the Project Execution Plan.
5.
Promotes the document, updates the status and other

document properties.

K.
Review and Release
Action By
Action
1.
Ensures that newly created or modified documents are in the

correct electronic format or paper.
2.
Ensures that documents previously approved are still available

during review / release period.
3.
Transfers electronic files to the proper location in the EDMS if

they are not already there. Modifies access to the document if
required by the Project Security Matrix 318-02 (S).
4.
Notifies the reviewers of the documents availability.
5.
Reviews and edits documents as required by Project Execution

Plan. Mark documents as allowed by Project Security Matrix
318-02 (S).
6.
Approves / Rejects documents per the Project Execution Plan.

Converts document format (electronic or paper) if required.
7.
Ensures that newly approved documents are in the correct

electronic format or paper. Assists in document conversion if
required.
8.
Promotes approved documents or demotes rejected documents

as appropriate.
All Team Members

PEP 318
Page 10 of 11
Action By
L.
Action
9.
Returns any rejected documents to the originator along with

applicable markups.
10.
Voids or supersedes any previous revisions of the document as

required by the Project Execution Plan.
11.
Updates any properties associated with the document.
Distribute
Action By
Action
1.
Transfers electronic files to the proper location in the EDMS if

they are not already there. Modifies access to the document if
required by the Project Security Matrix 318-02 (S).
2.
Distributes the document as required by PEP 317 and the

Project Execution Plan.
M.
Use by End Users
Action By
Action
All Team Members
1.
View, download, or print the document per the Project

Execution Plan and the Project Security Matrix 318-02 (S).
2.
Forwards any marked-up documents to appropriate team

members if documents are modified during their use. Demotes
(or revises status) any documents that require another approval
cycle.
3.
Removes from use any documents that are void or superseded

in accordance with the Project Execution Plan.
N.
Place into Long Term Archive
Action By
Action
1.
O.
Converts documents to long-term storage format and media if

required by the Project Execution Plan. Prepares the project
files for final retention and archiving per PEP 316.
Remove or Conceal Restricted Material
Action By
Action
Project Manager
1.
Establishes the criteria for identifying restricted material.

PEP 318
Page 11 of 11
Action By
Action
EDMS Support
P.
2.
Directs the Project Document Controller to conceal or remove

any restricted material from the project vault.
3.
Identifies from the project contract when documents are to be

exported, how frequently and in what format. Determines if all
versions or latest version only of a document should be
exported.
4.
Ensures long-term storage requirements of PEP 316 are met

before removing any files from the project vault.
5.
Conceals or removes restricted material as directed by Project

Manager. If material cannot be removed, the Project Document
Controller creates a list of documents that should not be
exported.
6.
Notifies EDMS Support when ready for export.
7.
Removes or conceals restricted material as directed by Project

Document Controller prior to export
If Required, Export Project Files and Turnover
Action By
Action
EDMS Support
1.
Exports files and properties to physical media like a Compact

Disk (CD), local network drive or another application per project
requirements.
2.
Turns over physical media to Project Document Controller.
Project Manager
3.
Directs distribution of physical media.
4.
Copies physical media (if required) and distributes as directed

by Project Manager.
5.0 RECORDS
None
6.0 FORMS AND EXHIBITS
6.1
318-01 (S), Electronic Document Management System Project Setup Request
6.2
318-02 (S), Project Security Matrix
6.3
318-03 (S), Document Properties Structure


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PEP 318

ELECTRONIC DOCUMENT MANAGEMENT

PURPOSE AND SCOPE.......................................................................................... 2

FORMS AND EXHIBITS......................................................................................... 11

CONFIDENTIAL AND PROPRIETARY

ELECTRONIC DOCUMENT MANAGEMENT

1.0 PURPOSE AND SCOPE

A consistent approach for setting up a project in an electronic document management system,

Electronic Document Management System (EDMS)

Project Security Matrix

Project Document Control Center (PDCC)

CONFIDENTIAL AND PROPRIETARY

ELECTRONIC DOCUMENT MANAGEMENT

Rev. Date: 24 Nov 2008

PEP 316, Record Filing, Retention, Retrieval, and Destruction of Documents

PEP 317, Document Control and Distribution

AB-11 Records Management Procedures

Records Management Program Manual

CONFIDENTIAL AND PROPRIETARY

ELECTRONIC DOCUMENT MANAGEMENT

Rev. Date: 24 Nov 2008

Process Work Flow

Plan / List the

Copy from Previous

Review and Release

Use by End Users

CONFIDENTIAL AND PROPRIETARY

ELECTRONIC DOCUMENT MANAGEMENT

Process Work Flow Project Setup and Document Lifecycle

Develop Project Requirements

Completes Project Setup Request 318-01 (S) with Project

Defines project size in terms of dollar value or quantity of

Defines client requirements (media, format, longevity, file

Defines companies and geographic location(s) from where files

Provides technical details required for system operation

Provides information regarding available interfaces to other

Project Document Controller

Defines special groups or access needs (e.g. external

Lists any known interface requirements to other applications.

Approves the purchase of any third party software (e.g. Adobe

Coordinates with IT (Information Technology Group) or

Project Document Controller

Create a Project Vault

Creates/sets-up projects within the EDMS system, including:

CONFIDENTIAL AND PROPRIETARY

ELECTRONIC DOCUMENT MANAGEMENT

Project Document Controller

Distributes User Account Request forms to project team

All Team Members

Completes, signs and returns Account Request form to Project

Project Document Controller

Collects the signed forms, assigns the appropriate security and

Establishes user accounts when received

Project Manager / Project

Is responsible for establishing the project filing index (if

Any Enhancements Required

Project Document Controller

Determines if Project requires

Train Project Personnel

Creates, maintains, provides standard product overview and

Project Document Controller

Arranges for modifications to training materials or user manuals

Arranges for project personnel to attend training sessions if

CONFIDENTIAL AND PROPRIETARY