Construction

Expansions
Reneving

of New Faculties/Buildings,
in the Existing Buildings ,
Works and Extension of
Infrastructures
Garyounis University /Benghazi

Document Control Procedure

August 2010
Doc. No. : GARUN-32-QA-GN-GN-PR-0003-0B
Prepared by

Prepared by

Ali Semih SEVER

Qa/Qc Engineer

Checked by

Approved by

Ali Semih SEVER

Qa/Qc Engineer
Project Manager

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Document Control Procedure

Revisio
n
00

Page

Date

all

30.05.2008

0A

all

29.07.2010

0B

all

25. 08.2010

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Description
First Issue for Review and Comment
Revised and Reissued in accordance with
coments on you Later No 1009/ma/206
dated 19.06.2010
Revised and Reissued in accordance with
coments on you Later No 1009/ma/243
dated 17.08.2010

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Document Control Procedure

Contents
1.
2.
3.
4.

Objective
Definitions
Responsibility
Document Format

4.1.
4.2.
4.3.
4.4.
4.5.

Cover Sheet
Document Check Sheet
Revision Sheet
Contents Sheet
Page Numbers

5. Outgoing Documents
6. Incoming Documents
7. Transmittal Sheet

4
4
4
4
4
5
5
5
5

5
5
6

7.1. Transmital Number

8. Document Control
9. Document Archiving
10. Document Registiring
11. Document Status
12. Copies to Locations
Appendixes

7
8
8
8
9

Objective
This procedure describes the method for conrolling the documents which are
numbered in accordance with Document Numbering Procedure (GARUN-32QA-GN-GN-PR-0001.00)

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Document Control Procedure
.

Definitions
Project; means Construction of new faculties/buildings, expansions in the
existing
buildings , reneving works and extension of infrastructures
.
Document Controller; means a person who is assigned by the project
manager to control all the project
Project Document; means all document to be controlled, being related to the
project
Originator; means a person who draft the project documents or initiate a
revision to the project document.
Recipient; means a person who is indicated by the originator to receive the
project documents.
Outgoing Documents; means all documents produced by SEMBOL-ANAYURT
JV related to the project.
Incoming Documents; means all documents received by SEMBOL-ANAYURT
related to the project.
Site Documents; means site memorandums which received or produced by
SEMBOL-ANAYURT JV to direct/control the documents at the head office
level.

Responsibility
The document controller, has the authority and responsibility to receive,
transmit and control the project documents according to the methods stated
in this procedure throughout the duration of the Contract. The document
controller shall be responsible directly to Project Manager. The Technical
manager shall supervise the controller.

Document Format
This clause covers the required formatting of procedures, specifications and
similar documents for the project. A4 size paper is to be used for all written
documentation. Diagrams in written documents, if larger than A4, shall be
folded to A4 size. Other document formats shall be stated in related
procedures. Each document shall include a cover sheet, a document check
sheet, a revision sheet, a contents sheet and a text sheets.
.1 Cover Sheet
The document cover sheet shall include as a minimum requirement as
noted in form (Appendix 1).

.2 Document Check Sheet

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Document Control Procedure
The document check sheet shall include as a minimum requirement as
shown in (Appendix 2).
.3 Revision Sheet
The revision sheet is shown in Appendix 3. Revision column, page column
and date column shall be filled out and updated by the originator, and
reviewed by the controller. Originator shall indicate the pages where
revision is implemented for a certain clause/section.
.4 Contents Sheet
The content sheet is shown in Appendix 4. Content sheet shall be filled out
and updated by the originator, and reviewed by the controller
.5 Page Numbers
Cover Sheet, Document Check Sheet and Revision Sheet shall have no
page number
Content Sheet(s) and Text Sheets are to be numbered together with
reference to total number of pages, e.g. page 1 of 8.
All tables and figures shall be bear a number relating to the clause
number.
Appendixes at least shall bear document number and appendix
number.

Outgoing Documents
All outgoing documents shall be prepared and transmitted according to
Clause 4.0 above, and shall pass through the Document Controller. He/She
shall prepare two (2) originals of document transmittal and dispatch them to
the Project Manager for approval. After approval, required copies of the
documents to be transmitted shall provided. For internal distribution of
outgoing documents, the document controller shall prepare the required
copies and stamp/write on the document Cover Sheet or on the document
itself "issued for Approval " in red color.

Incoming Documents
All incoming documents from /to the controller and site shall pass through
Document Controller. Upon receipt of incoming documents, the document
controller shall do the following:
Sign and return one of the originals of transmittal to the Originator.

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Document Control Procedure
Provide one (1) copy for Project Manager. The original document will be
send to the main file station.
The Project Manager will write down any necessary action or instruction
on the first sheet of the incoming document, or will give verbal instruction
to related department managers indicating action required.
The Project Manager will fill out the distribution bill attached by Document
Controller to the transmittal.
The Project Manager will return a document and transmittal to the
document controller.
The Document Controller shall make copies as required and dispatch
them to the department managers as instructed by Project Manager.

Each department manager shall promptly process the document for

appropriate action in accordance with guideline or instruction given by
the Project Manager.

Transmittal Sheet
Documents bearing the full twenty two (22) digit index are not attached to
Letters but shall be submitted under cover of a Transmittal sheet (Appendix
6). Two (2) original copies signed of Transmittal shall be provided by the
sender. The recipient shall confirm receipt by returning a signed original
copy to the sender. Each transmittal sheet shall bear Package Number and
Transmittal Number.

.1

Transmital Number
Packages are logically grouped documents of one type and in one discipline.
They shall as far as practicable,
Relate to a single stage of the Work
Relate to a single area
Contain a single document type
Contain a reasonable amount of work

This number will entail an ten (10) digit number with its structure as below:
F

TR

aa

xxxxxx
Sequental No.

Discipline (shall be classified with discipline code values in Doc.

Numbering Procedure)

TR(transmittal; fixed for this document)

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Document Control Procedure
This shall be a basic six (6) digit sequential number starting with 000001.

Document Control
The received and issued documents shall be registered and sorted by the
computer immediately after document is received or issued. Unless where
else specified, all outgoing documents, but not include, site memorandums
and those documents which have no revision number shall not be used for
any purpose unless they are originally stamped. These documents shall be
originally stamped when issued. The stamp shall be one of the followings:

Issued for approval; for all document to be approved by the

Consultant or may be revised as per Consultant's remarks/ comments.
Red color shall be used.

Issued for Information; for all documents that Consultant approval is

not required or those documents which have no revision number. Red
color shall be used.

Approved; for approved documents. Blue color shall be used.

The stamp should be on the document cover sheet, e.g. procedures, or on

the document itself, e.g. drawings.
When a document is revised, the Document Controller shall collect all
internal distributed revised copies. All distributed copies of revised
document shall be destroyed.
When a document is superseded, the Document Controller shall collect all
internal distributed superseded copies. All distributed copies of a
superseded document shall be destroyed
When a document with a cover sheet is approved, the controller shall:
Collect cover sheets for all internal distributed copies.
Produce new cover sheets and stamp them with Approved stamp,
either for internal distribution or for Consultant. Date and reference of
approval shall be clearly shown on the cover sheet.
Re-distribute the cover sheets.
Stamp main file copies with Approved stamp beside the previous
stamp, i.e. Issued for Approval and write the date and reference of
approval.
When a document without a cover sheet is approved, the document
controller shall;
Collect internal distributed copies.

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Document Control Procedure
Stamp them with Approved stamp beside the previous stamp. Date
and reference of approval shall be clearly shown on the document.
Re-distribute the documents.
Stamp main file copies with Approved stamp beside the previous
stamp, i.e. Issued for Approval and write the date and reference of
approval.

Document Archiving
Project Main files shall be compiled for the ease reference as;
Chronological File: The original of all documents shall be kept
chronologically.
Technical Subject File: The copies of all technical documents shall be kept as
per the subject.
These files shall be kept in Technical Office. The classification of documents
to be included in Technical Subject File shall be performed in compliance
with discipline code values in Document Numbering Procedure.

0.

Document Registiring
For ease reference, received and issued documents shall be registered and
sorted in a file, under the title of Document Submittal Register, by aid of a
computer. A spreadsheet (MS Excel) or a specific software will be used for
storing and sorting out data. All documents registered shall be classified in
compliance with discipline code values in Document Numbering Procedure.
Document Submittal Register (Appendix 5) will be submitted to the Owner
and Consultant with Monthly Progress Report.

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Document Control Procedure

Document Status
The document status to be utilised in the Project is as follows:

Status

Definition

Contractor

Consultant

AP

Fully Approved

CA

Conditionally Approved

RR

Revise and Resubmit

RJ

Rejected

WD

Withdrawn

Copies to Locations
The locations where SEMBOL-ANAYURT JV shall deliver submittals to and the
number of copies to be supplied at each direction are as shown in the table
below:

Type of Submittal

Site Memorandum
Drawing

Purpose

No. Of Copies to
Consultant
Master Cop CD
y
1

Signed Copy
Return to
Owner
Contractor
Maste Copy Maste Copy
r
r
1
1

For Information

For Information

For Approval
For
Distribution

Monthly Progress report For Information

For Appr.&
Procedure
Distr.
For Appr.&
Work Plan
Distr.
For Appr.&
Work Schedule
Distr.
For Approval
Engineering Report
For
Distribution

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Total
Nr of
Coppe
s

1
1

1
1

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Document Control Procedure

Appendices

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Document Control Procedure

D o c u m e n t Ti t l e
M o n t h / Ye a r
Doc. No.

Prepared by

Prepared by

Name
Title

Appendix 2 Document Check Sheet

12 / 16

Checked by

Name
Title

Approved by

Name
Title

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Document Control Procedure

Revisio
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Appendix 3 Revision Sheet

/ 16

Date

Description

13

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Document Control Procedure

Contents
1. Clause

Page
No.
Page
No.
Page
No.
Page
No.

2. Clause
3. Clause
4. Clause
4.1. Sub- Clause
4.2. Sub- Clause
4.3. Sub- Clause

Page No.
Page No.
Page No.

5. Clause

Page
No.
Page
No.

6. Clause
Appendixes

Consultant
s
Response
Transmittal
No.

Title

Issue
Date

Document
&Rev. Index

(Letter No. Statu

and Date)
s

General

Design

Appendix 4 Contents Sheet

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Remarks

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Document Control Procedure
Engineering

Procurement

Demolition

Construction

Contract

Cost Control

QA / QC

Laboratory Testing and Mix Designing

Safety

Personnel

Planning/Scheduling

Surveying

Material
Machinery and Equipment

TRANSMITTAL
Owner
Consultant
Contractor

ODAC
Assara Consultancy Company
Sembol-Anayurt Joint Venture

Date
To

Appendix 4 Contents Sheet

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Document Control Procedure
Attention
Transmittal No
Sub Location

Subject :
We submit the following documents for the purpose indicated in the matrix below. Please confirm
receipt by returning signed master.

Purpose
For Information

For Review

For Approval

For
Distribution

and
Comment

Sent

Received

Date, Stamp and Signature

Date, Stamp and Signature

Appendix 4 Contents Sheet

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Copy

Documents Title / Description

Master

Document No.

CD

Quantity