TITLE DOC. NO.

REV EFFECTIVE DATE

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RECORDING CONTROL PROCEDURES

RIWAYAT REVISI
REVISION HISTORY

REV TANGGAL URAIAN DISIAPKAN OLEH DITINJAU OLEH DISETUJUI OLEH

REV DATE DESCRIPTION PREPARED BY REVIEWED BY APPROVED BY
Pertama diterbitkan
00 07/12/2011 Gunawan Slamet Riyadi Dewi Yuliana
First Issued
Keluaran kedua
01 03/01/2012 Gunawan Slamet Riyadi Dewi Yuliana
Second Release
Perubahan format prosedur
02 29/11/2013 Muhamad Irfan Bagus T Atmoyo Dewi Yuliana
Procedure format change
Perubahan Logo Perusahaan
Company Logo Changing
Perubahan nomor identifikasi dokumen
Changing of Document ID No.
03 12/11/2014 Muhamad Irfan Bagus T Atmoyo Dewi Yuliana
Perubahan dua bahasa (Bahasa Indonesia &
Bahasa Inggris)
Change to dual language (Bahasa Indonesia
& English)
Perubahan Logo Perusahaan
04 21/01/2015 Muhamad Irfan Bagus T Atmoyo Dewi Yuliana
Company Logo Changing
- Penambahan Departemen GA pada daftar
distribusi.
Add GA Department on distribution List
- Perubahan Aturan Untuk Identifikasi
Rekaman
Change Rules for Identification of
Recording
- Menghapus Lampiran 4, CAST/IV/SM/02-
05 01/10/2015 Andi Eko Lutfiawan Roby Syahputra Dewi Yuliana
02 “permohonan Akses Rekaman”
To Remove appendix 4, CAST/IV/SM/02-
02 “permohonan Akses Rekaman”
- Menghapus Lampiran 5, CAST/IV/SM/02-
03 “Permohonan Akses Rekaman Rhasia”
- To Remove appendix 5, CAST/IV/SM/02-
03 “Permohonan Akses Rekaman Rhasia”

- Penambahan klausul pada 6.6.1 dan 6.6.2

06 24/05/2016 Imam M Roby Syahputra Dewi Yuliana
Add. Clause in 6.6.1 and 6.6.2
04 December
07 Upgrading ISO 9001:2015 Imam M Roby Syahputra Dewi Yuliana
2017

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DAFTAR DISTRIBUSI
DISTRIBUTION LIST

DISTRIBUTION NO. STATUS DEPARTMENT PIC

01 Original QHSE QHSE Manager
02 Controlled Copy NDT NDT Manager
03 Controlled Copy HT HT Manager
04 Controlled Copy HRD HRD Coordinator
05 Controlled Copy FINANCE FINANCE Coordinator
06 Controlled Copy LOGISTIC LOGISTIC Coordinator
07 Controlled Copy BD BD Manager
08 Controlled Copy GA GA Coordinator
09 Controlled Copy Branch Office Branch Manager

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DAFTAR ISI
CONTENTS LIST

KLAUSUL KETERANGAN HALAMAN

CLAUSE DESCRIPTION PAGE
1.0 TUJUAN 05
PURPOSE
2.0 RUANG LINGKUP 05
SCOPE
3.0 ACUAN 05
REFERENCE
4.0 DEFINISI 05
DEFINITION
5.0 TANGGUNG JAWAB 06
RESPONSIBILITY
6.0 URAIAN 06
DESCRIPTION
7.0 LAMPIRAN 08
APPENDIX
8.0 REKAMAN 08
RECORD
Lampiran. 1 Flow Chart Prosedur Alir Pengendalian Rekaman 09
Appendix. 1 Flow Control Procedure Flow Chart Records
Lampiran. 2 Aturan Identifikasi Rekaman 10
Appendix. 2 Identification Rule Recordings
Lampiran. 3 Daftar Induk Rekaman, No. Form. CAST/IV/SM/02-01 11
Appendix. 3 List Master Record, No. Form. CAST/IV/SM/02-01
Lampiran. 4 Program Pemantauan Rekaman, No. Form. CAST/IV/SM/02-02 12
Appendix. 4 Monitoring Record Document, No. Form. CAST/IV/SM/02-02

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1. TUJUAN
PURPOSE
Prosedur ini disusun untuk menetapkan sistem yang digunakan untuk pengidentifikasian, pendataan,
penempatan, penyimpanan, penggunaan, pemeliharaan dan pemusnahan rekaman.
This procedure is prepared to establish a system that is used for identification, data collection, placement,
storage, use, maintenance and disposal of records.

2. RUANG LINGKUP
SCOPE
Prosedur ini diberlakukan di lingkungan kerja PT. CIE dalam hal pengendalian rekaman.
This procedure is applied in the workplace PT. CIE in terms of controlling the recording.

3. ACUAN
REFERENCE
3.1. ISO 17020:2012
3.2. ISO 9001:2015
3.3. QM-07 Support R7
3.4. Manual Inspeksi CAST/I/SM02
3.5. Prosedur Pengendalian Dokumen CAST/II/SM/01

4. DEFINISI
DEFINITION
4.1. Rekaman adalah catatan-catatan hasil atau bukti dari pelaksanaan proses-proses/kegiatan yang
telah dicapai, dimana catatan-catatan tersebut dibutuhkan sebagai bahan analisa untuk perbaikan
dan sifatnya tidak dapat direvisi.
Records are records of results or evidence of implementation of processes / activities that have been
achieved, where the records are needed for analysis for repair and nature can not be revised.
4.2. Pengendalian rekaman adalah kegiatan pengidentifikasian, pendataan, penempatan,
penyimpanan, penggunaan, pemeliharaan, pendistribusian dan pemusnahan rekaman setelah
menjalankan tindakan sesuai prosedur setelah diterbitkan rekaman.
Control of records is on identifying, data collection, placement, storage, use, maintenance,
distribution and disposal of records after an action procedure.
4.3. Tingkat keamanan rekaman adalah dokumen asli, dokumen terkendali dan dokumen tak terkendali
Tape recordings security level is original document, controlled document and Un-controlled copy
document.
4.4. Klasifikasi rekaman adalah pengelompokkan yang ditentukan berdasarkan tingkat keamanan
rekaman.
Records classification is determined based on record security level.
4.5. Pemusnahan rekaman adalah proses pemusnahan rekaman yang sudah tidak dipergunakan lagi
dan telah melebihi masa simpan yang telah ditetapkan oleh bagian dan dilaksanakan oleh
administrasi.
Disposition of records is the process of disposal of records that are no longer used and has exceeded
shelf life has been defined by section and implemented by the administration.
4.6. Penyimpanan rekaman diklasifikasikan berdasarkan bentuk fisik rekaman: Kertas dan elektronik
Tape storage is classified based on the physical form of recording: paper & electronic.

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5. TANGGUNG JAWAB
RESPONSIBILITY
5.1. Manager QHSE / MR bertanggung jawab dalam tata cara penyimpanan, penggunaan, pemeliharan
dan pemusnahan rekaman di lingkungan perusahaan melalui Pusat Dokumen. Manajer QHSE / MR
berhak menunjuk pengendali rekaman dimasing-masing departemen atau seksi.
QHSE Manager / MR is responsible for the procedures for the storage, use, maintenance and
disposal of records in a corporate environment through Document Center. QHSE coordinator / MR
reserves the right to appoint a controlling recording in the respective department or section.
5.2. Para Manajer dan Kepala Bagian bertanggung jawab dalam tata cara penyimpanan, penggunaan,
pemeliharan dan pemusnahan rekaman di lingkungan bagiannya.
The Manager and the Chief is responsible in the way of storage, use, maintenance and disposal of
records in the part.

6. URAIAN
DESCRIPTION
6.1. Pengidentifikasian Rekaman
Identifying Records
6.1.1. Masing-masing bagian membuat rekaman dari catatan-catatan hasil atau bukti dari
pelaksanaan proses-proses/kegiatan setelah melakukan tindakan prosedur.
Each piece made recordings of records or evidence results from the implementation of the
processes / activities after the procedure action.
6.1.2. Tindakan pemberian kode atau penomoran dalam rekaman terhadap identifikasi rekaman
mengacu pada Aturan Identifikasi Rekaman yang terdapat di lampiran 2. Action coding or
numbering on the tape to record the identification refers to the rules contained in the
Identification Records Annex 2.
6.1.3. Pusat dokumen mengidentifikasi rekaman ke dalam daftar induk rekaman (Lampiran 3)
Document Center identifies the recording in a recording master list (Appendix 3)
6.1.4. Pusat dokumen mendokumentasikan rekaman-rekaman yang sudah diidentifikasi ke dalam
daftar induk rekaman.
Document Center documented the recordings that have been identified to the master list of
recordings.
6.1.5. Para Manajer dan Kepala Bagian mendisposisikan rekaman yang sudah diidentifikasi.
Rekaman asli disimpan dalam rekaman induk, sedangkan salinan rekaman didisposisikan
sebagai rekaman tak terkendalinya.
The Manager and Department head disposition recordings that have been identified.
Original Recordings stored in the master recording while copy of record will be uncontrolled
copy.
6.1.6. Pusat dokumen mendistribusikan salinan terkendali ke pihak terkait yang didisposisikan.
Document Center distributes Controlled copies to the related parties.

6.2. Penyimpanan rekaman

Record Storage
6.2.1. Masing-masing manajer/Kepala bagian menyimpan catatan-catatan hasil atau bukti dari
pelaksanaan proses-proses/kegiatan yang tercantum di dalam prosedur.
Each manager / Head of dept. keep records of results or evidence of implementation
processes / activities listed in the procedure.
6.2.2. Masing-masing manajer/Kepala bagian menyimpan rekaman ke dalam sebuah daftar yang
menunjukkan judul rekaman, nomor rekaman, tanggal terbit, no. revisi rekaman, judul dan
nomor prosedur terkait, masa simpan dan lokasi penyimpanan (Lampiran 3).
Each manager / Head of dept. save the recording in a list that shows the title of the
recording, the recording number, date of issue, no. revision recording, title and number of
related procedures, shelf life and storage locations (Appendix 3).

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6.2.3. Masing-masing manajer/ka. bagian menyimpan rekaman berdasarkan kelompok atau

bagian menurut metode kerja.
Each manager / head of dept. store recordings by the group section according to the
working method.
6.2.4. Masing-masing manajer/kepala bagian memisahkan rekaman yang tidak berlaku lagi untuk
disimpan dalam tempat yang terpisah dengan rekaman yang baru.
Each manager / head of dept. that are no longer valid records to be kept in a separate place
with the new recording.
6.2.5. Rekaman disimpan di tempat yang aman dari potensi penyebab kerusakan.
Recordings are stored in a safe place form potential caused of damage.

6.3. Penempatan dan Penggandaan rekaman

Doubling the placement and recording
6.3.1. Rekaman induk disimpan oleh Pusat Dokumen.
Master recordings are saved by Document Center.
6.3.2. Master rekaman dapat digandakan berupa salinan dikendalikan dan didistribusikan kepada
pihak terkait oleh Pusat Dokumen.
Master recordings can be duplicated in the form of controlled and distributed copies to
interested parties by Document Center.

6.4. Penggunaan rekaman

Use of Recordings
6.4.1. Masing-masing manajer/kepala bagian menunjuk Pengendali Rekaman di masing-masing
Departement/Bagian sebagai petugas pengendali rekaman yang bertanggung jawab dalam
penggunaan rekaman.
Manager / Department head appointed Controller Recording in each Department / Section
as a recording control officer who is responsible for the use of the recording.

6.4.2. Khusus untuk hasil inspeksi wajib, yaitu hasil inspeksi yang dilakukan oleh inspektur berupa
laporan hasil inspeksi (report) hanya beberapa personil berikut yang dapat mengakses:
Especially for mandatory inspection results, ie results of inspections carried out by
inspectors in the form of inspection report (report) only a few personnel who can access the
following:
a. Inspektur/ inspector Atau Teknisi / Technicians
b. Supervisor
c. Manajer Operasional / Operation Manager
d. Manajer Mutu / QHSE Manager
e. Pusat Dokumen / Document Center
f. Pengontrol Dokumen/Pengendali Rekaman
Document Controller / Controller Recording

6.4.3. Dokumen asli harus dipusatkan ke pengendali rekaman. Jika rekaman dalam bentuk
elektronik, maka rekaman tersebut hanya dapat diakses setelah dicetak dalam bentuk
hardcopy dan harus dikembalikan ke pengendali rekaman.
The original documents / original must be returned to the recording controller. If records in
electronic form, then the recording can only be accessed after printed in hardcopy and must
be returned to the recording controller.

6.5. Pemeliharaan rekaman

Maintaining records
6.5.1. Pengendali Rekaman memelihara dan menjaga rekaman sesuai masa simpan.
Recording controllers maintain and keep appropriate records shelf life.
6.5.2. Pengendali Rekaman menjaga dan mengontrol kondisi ruang penyimpanan secara periodik.
Controlling Record keeping and control the conditions of storage space on a periodic basis.

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6.6. Pemusnahan Rekaman

Destructive of Record
6.6.1. Staff Pengendali Rekaman pada masing – masing bagian / departemen membuat program
pemantauan rekaman yang dijadwalkan setiap 6 bulan sekali dan diketahui oleh Staff pusat
document dan manajer mutu dan kemudian pelaksanaannya diawasi oleh staff pusat
Dokumen. CAST /IV/SM/02-02
Document Control for each department shall make a monitoring program that scheduled
every 6 months and acknowledge by document center staff and the program approved by
quality manger to monitor the effectiveness of the program. Document CAST /IV/SM/02-02
6.6.2. Setelah pemantauan dilakukan, dan ditemukan dokumen yang sudah habis masa
simpannya kemudian Pengendali Rekaman menyerahkan salinan rekaman berikut rekaman
masternya yang tidak berlaku lagi kepada Pusat Dokumen.
After monitor pefomed, and obsolete document founded, Controlling Recording staff shall
submit copies of the following tape recordings that are no longer valid master the
Document Center.
6.6.3. Pusat Dokumen menerima rekaman berikut rekaman master yang dinyatakan tidak berlaku
lagi dan diberi cap/stempel”OBSOLETE / DISPOSAL DOCUMENT”.
Document Center withdraw a copy of record including master record that is no longer valid
and apply "OBSOLETE / DISPOSAL DOCUMENT" stamp on the record document.
6.6.4. Pusat dokumen menyimpan salinan master yang sudah tidak berlaku lagi.
Documents Center to save a copy of the master that is no longer valid.
6.6.5. Pusat dokumen mengisi dan mengajukan form “Document Destruction Report”
“CAST/IV/SM/01-09” kepada QHSE Manajer untuk pememusnahan rekaman yang melebihi
masa simpan.
Document Center fill up and propose the form “Document Destruction Report”
“CAST/IV/SM/01-09” to QHSE manager to destroy the invalid record.

7. LAMPIRAN
APPENDIX
7.1. Lampiran 1. Flow Chart Prosedur Alir Pengendalian Rekaman
Appendix 1. Flow Control Procedure Flow Chart Records
7.2. Lampiran 2. Aturan Identifikasi Rekaman
Appendix 2. Identification Rule Recordings
7.3. Lampiran 3. Daftar Induk Rekaman, No. Form. CAST/IV/SM/02-01
Appendix 3. List Master Record, No. Form. CAST/IV/SM/02-01
7.4. Lampiran 4. Program Pemantauan Rekaman, No. Form. CAST/IV/SM/02-02
Appendix 3. Monitoring Record Program, No. Form. CAST/IV/SM/02-02

8. REKAMAN
RECORD

Nama Rekaman Uraian Lokasi Penyimpanan Masa Simpan (Tahun)

No.
Name of Recording Description Storage Location Storage Period (Years)
Daftar Induk Rekaman Master List/Riwayat Rekaman Pengontrol Dokumen
1. 3
List Master Recordings Master List / History Records Document controller
Program Pemantauan Rekaman Program Pemantauan Rekaman Pengontrol Dokumen
2 3
Monitoring Record Program Monitoring Record Program Document controller

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Lampiran 1
Appendix 1

PROSEDUR PENGENDALIAN REKAMAN

RECORDING CONTROL PROCEDURES

Mulai

Identifkasi Rekaman

1. Rekaman
2. Daftar Induk Rekaman

Tidak

Disposisi

Ya

Distribusi ke pihak yang dituju Disimpan

1. Salinan Terkendali

Selesai

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Lampiran 2
Appendix 2
ATURAN IDENTIFIKASI REKAMAN
RULES FOR IDENTIFICATION OF RECORDING

I D E N T I F I K A S I

0 0 1 / C A S T / X X X - X X X / M M / Y Y (Untuk Document
Marketing)

0 0 1 / C A S T / X X X - X X / M M / Y Y (Untuk penomoran
Report)

0 0 1 / C A S T / D I R / V I I I / 1 3 (Untuk penomoran
surat)

0 0 1 / 0 1 0 1 / N E I / 0 1 (Hanya untuk record yang mengacu

pada form yg diterbitkan secara
khusus berdasarkan SQP)

L E G E N D

Nomor Urut Record (Bisa lebih dari 3 karakter, tergantung kebutuhan)

Bulan Pengisian Record
Tahun Pengisian Record
Nama Perusahaan
Kode Proyek

P E N J A B A R A N

Nomor Prosedur 2 Digit Nomor Form atau IK

01 Audit Internal 01 Form nomor 1
02 TPP 02 Form nomor 2
03 Kaderisasi dan Peta Kompetensi 03 Form nomor 3
04 Kalibrasi Peralatan 04 Form nomor 4
dst (disesuaikan dengan nomor prosedur) dst Form nomor dst

Metode Pos/Dept/Div Inisial Client/Specific

UT PWHT DIR Direktur GEN General
RT PHT QHSE QHSE NEI Nexus Engineering Indonesia
MT PAUT NDT NDT BEC Bechtel Oil
PT PEC HT Heat Treat. SMI SMOE Indonesia
ET LRUT ADM Administrasi SIE Singatac Engineering
PMI PAUT KEU Keuangan
IHT PEC LOG Logistik Inisial Document
FCT LRUT Q Quotation
UTG dll. Catatan ORR Order Review Report
OCC On Call Order Confirmation

Inisial Client/Specific tidak berlaku untuk dokumen PT. CIE yang bersifat
general (belum mengalami penyesuaian dengan spesifikasi dari klien)

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Lampiran 3
Appendix 3

CAST/IV/SM/02-01
DAFTAR INDUK REKAMAN (MASTER LIST)

Rekaman / Record Prosedur Terkait / Related procedures

Masa Simpan (Tahun) Lokasi Penyimpanan
No Judul Nomor Tanggal Terbit Rev Judul Nomor
Storage Period (Years) Storage Location
Title Number Issue Date Rev Title Number

Disiapkan oleh, Disetujui oleh,

Prepared by, Approved by,

Pengontrol Dokumen Manajer QHSE

Document controller QHSE Manager
Tgl: Tgl:
Date Date

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Lampiran 4
Appendix 4
PROGRAM PEMANTAUAN REKAMAN
PERIODE TAHUN :………
JENIS REKAMAN BULAN
JAN FEB MAR APRIL MEI JUNI JULI AGUS SEPT OCT NOV DES REMARK

NOTE :
PREPARED BY APPROVED BY

NAME : NAME :
POS : POS :
DATE : DATE :

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