AL-TOUKHI Company for Industry, Trading & Contracting

Field Engineering
Manual

Project Document Control

1997 Al Toukhi Corp.

Field Engineering Manual

F2.5-1

Instruction F2.5
Control

Project Document

Document Information
Document ID
Document Owner
Document Owner
Issue Date
File Name

Document Management System #

Jamil M. Al-Mutairi
jamutairi@altoukhi.com
March 4th, 2010
Project Document Control

Document History
Version
Issue Date
01
March 4th, 2010
Changes
Section Page(s) Text Revised

Document Approvals
Role
Project Sponsor
Project Board
Review
Project Manager
Quality Manager
Procurement Manager
Communications
Manager
Site Manager

Name

Signature

Date

Table of Contents

F2.5-2

Field Engineering Manual

1997:Rev.3

Project Document Control

Instruction F2.5

Table of Contents
........................................................................................................................................
3
1.0

PURPOSE
....................................................................................................................................
4

2.0

SCOPE
....................................................................................................................................
4

3.0

DEFINITIONS
....................................................................................................................................
4

4.0

REFERENCES
....................................................................................................................................
4

5.0

RESPONSIBILITIES
....................................................................................................................................
4

6.0

REQUIREMENTS

PROJECT DOCUMENT CONTROL PLANNING CHECKLIST

........................................................................................................................................
7
EXHIBIT F2.5-1
............................................................................................................................
7

1997:Rev.3

Field Engineering Manual

F2.5-3

Instruction F2.5
Control

Project Document

Instruction F2.5

Project Document Control

1.0

PURPOSE
This instruction describes the control measures required for electronic design information,
design documents, and project records at a project construction site.

2.0

SCOPE

2.1

This instruction is applicable to all construction projects under the administrative control of
Al Toukhi Construction Operations Incorporated.

2.2

This instruction establishes requirements to control:

a. Electronic design files and databases received from design engineering, vendors,
suppliers, and subcontractors
b. Project design documents received from design engineering
c. Documents received from vendors and subcontractors
d. Field design documents
e. Project records required to be retained per contract or per corporate policy

3.0

DEFINITIONS
None

4.0

REFERENCES

4.1

Generic Construction Project Procedures - available on the BecWeb.

4.2

Construction Quality Manual

4.3

Al Toukhi Quality Control Manual, ASME Section I, ASME Section VIII, Division I

4.4

Nuclear Quality Control Manual

F2.5-4

Field Engineering Manual

1997:Rev.3

Project Document Control

5.0

RESPONSIBILITIES

5.1

Project Field Engineer (PFE)

Instruction F2.5

The PFE is responsible to develop and implement a document control procedure for the
construction phase of the project.
6.0

REQUIREMENTS

6.1

The project specific procedure developed for construction document control activities on a
project should be appropriate for the type of project being constructed.

6.2

InfoWorks is the primary application used for the management of electronic project
documents at construction sites. To implement the use of InfoWorks, the following
elements must be included in the project document control procedure to control electronic
design information and databases:
a. Controls must be established on access to the master electronic files to ensure that
the essential design information is not altered.
b. A method of validating the field electronic document control register against the design
engineering electronic document control register must be established to ensure that
the most recent electronic documents are available at the project site.
c. The procedure must define how document access permissions are determined and
authorized.
d. A project electronic filing system must be defined and implemented at the project site.
e. Requirements for notifying project team members of electronic document revisions
must be defined.
f.

The control of electronic as-built information must be defined.

g. The method of controlling superseded, voided, and canceled electronic documents

must be defined.
6.3

The following elements must be included in the project document control procedure to
control hardcopy documents:
a. The procedure must require that a regular check of the design engineering document
control register be made to ensure that the most recent revision of engineering design
documents are available at the project site. These registers may be supplemented
with construction site logs for site developed design information.
b. Design information received in the field must be checked against the transmittal to
ensure all listed documents have been received. The procedure must address how
this check is made and documented and the type of follow-up that is made if a
discrepancy is noted.
c. A document distribution matrix and similar procedure that provides overall control for
document distribution must be implemented.

1997:Rev.3

Field Engineering Manual

F2.5-5

Instruction F2.5
Control

Project Document

d. A project filing system must be defined and implemented at the project site.
e. Requirements for receipt, distribution, and filing of specifications, material requisitions
and purchase orders must be defined.
f.

The control of as-built information must be defined.

g. The method of controlling superseded, voided, and canceled design documents must
be defined.
6.4

To assist the PFE in the development of the project document control procedure, a generic
construction document control procedure is included in the BecWeb.

6.5

The Construction Automation Plan for the project must address software and hardware
requirements required to implement the project document control procedure.

6.6

Exhibit F2.5-1 provides a checklist of items to consider in establishing a construction site

document control system.

F2.5-6

Field Engineering Manual

1997:Rev.3

Project Document Control

Instruction F2.5

PROJECT DOCUMENT CONTROL PLANNING CHECKLIST

EXHIBIT F2.5-1
PREPLANNING:
Review required Document Control Center floor space considering:

Number and type of documents to be received including contractor and field generated
documents

Superseded and Voided document storage requirements

Size of documents to be handled including reproduction equipment, storage, and stick files

Number of desks required for Document Control Center personnel

Number of print review tables required

Type of equipment selected for use including computer workstations, plotters, and
reproduction machines

LAYOUT:
Document Control Center working area layout:

Determine power requirements for Document Control Center equipment including computers,
printers, sorters, staplers, hole punches, shredders, and reproduction equipment

Determine telecommunications requirements for the Document Control Center considering

electronic document transactions

Determine the number and locations of phones required

Consider number of personnel, work flow, and traffic patterns

Review work area lighting requirements

Consider document distribution method to be used (for example, will mail boxes or pigeon
holes be located in the work area?)

Determine estimated inventory and storage location of paper and stationary supply stock

Document review area layout:

Determine if review tables will be purchased or manufactured on site

Determine how much review space is required

Review tables should be approximately 32 inches (80 centimeters) high, be supplied with an
angled surface, have a one inch lip at lower edge, and be provided with a storage space
below the review surface

Determine the number of drawing review sticks required

1997:Rev.3

Field Engineering Manual

F2.5-7

Instruction F2.5
Control

Project Document

Document storage area layout:

Determine the number of file cabinets and drawing files required

Determine the number of book cases and shelves required

Reproduction area layout:

Determine ventilation requirements for both heat dissipation and fumes removal

Determine if reproduction unit will require roll or single sheet paper stock

DOCUMENT CONTROL SYSTEM SECURITY

Review physical security of the Document Control Center considering:

Determine how access to the Document Control Center will be controlled

Determine how many lockable desks, cabinets, and document files are required

Determine how keys will be controlled

Develop a listing of who will be authorized access to document originals

Provide direction on how superseded, voided, or unneeded prints are to be destroyed

Determine whether print recipients must return superseded prints for destruction

Determine if security system or special process documents require special handling and
control procedures such as limited distribution or printing on special color paper

Review electronic security of the project document control system considering:

Verify that password controls for access to the project site local area network have been
implemented

Verify that controls are in place for document access permissions and that permissions are
based on need

Make sure that field users cannot alter design documents without authorization

Frequently scan electronic files for viruses

Determine if controls need to be implemented to ensure that electronic files are not copied
without authorization

F2.5-8

Field Engineering Manual

1997:Rev.3