COMPANY NAME

Control of Documents
Procedure Number : EP-04
Revision Number : 1
Date : DD-MM-YYYY
COMPANY NAME
Environmental Procedure
Control of Documents
(EP-04)
Revision No ! "
Date ! DD # MM # YYYY
Pre$ared %& !
A$$roved %& !
Revision 'istor&
Revision
Date
Descri$tion
(ections
Affected
Revised
)&
A$$roved
)&
Page 0
COMPANY NAME
Control of Documents
Procedure Number : EP-04
Revision Number : 1
Date : DD-MM-YYYY
"0 Pur$ose
!is "rocedure describes t!e contro# s$stem %or "re"aring& a""roving& distributing&
revising and u"dating documents t!at are re'uired under t!e Environmenta#
Management ($stem )EM(*+
*0 (co$e
!is "rocedure a""#ies to a## documents estab#is!ed under t!e EM( o% COMPANY
NAME+ ,or contro# o% environmenta# records& see EP-0- Contro# o% Records+ !e
documents under t!e EM( inc#ude but are not #imited to:
EM( Manua#
Environmenta# Procedures
Environmenta# .nstructions
EM( ,orms& C!ec/#ists and 0uide#ines
Ob1ectives& argets and Programmes
Register o% Environmenta# As"ects
Registers o% 2ega# and Ot!er Re'uirements
E3terna# documents inc#uding #egis#ation& "ro%essiona# guides and code o%
"ractices& etc+
+0 Reference Documents
(ection 4+4+4& EM( Manua#
EP-0- Contro# o% Records
40 Definitions
EMR Environmenta# Management Re"resentative
EM( Committee Environmenta# Management ($stem Committee
AD Administration Department
EP Environmenta# Procedure)s*
E. Environmenta# .nstruction)s*
Contro##ed Co"$ 5 contro##ed documents s!a## be "osted on t!e com"an$ server %or
read-on#$ access or t!e !ard co"$ s!a## be stam"ed 6CONRO22ED COPY6 in red+
Contro##ed co"$ s!a## be sub1ect to automatic u"date 7!en a ne7 revision is
re#eased+
8ncontro##ed Co"$ - uncontro##ed document is a !ard co"$ o% t!e document t!at s!a##
not bear t!e stam" 6CONRO22ED COPY6 in red+ 8ncontro##ed co"$ s!a## not be
sub1ect to automatic u"date 7!en a ne7 revision is re#eased+ .t is %or re%erence on#$+
Master Co"$ 5 t!e origina# !ard co"$ o% t!e document t!at s!a## be a""roved and
Page 1
COMPANY NAME
Control of Documents
Procedure Number : EP-04
Revision Number : 1
Date : DD-MM-YYYY
signed b$ aut!ori9ed "ersonne#+
,0 Res$onsi%ilit&
5.1 Top Management
!e )Top Management* s!a## a""rove and sign a## EM( documents& 7!ic! inc#ude
t!e Environmenta# Po#ic$& EM( manua#& environmenta# "rocedures and instructions&
Ob1ectives& argets and Programmes& Register o% Environmenta# As"ects and
Registers o% 2ega# and Ot!er Re'uirements+ .n t!e absence o% t!e )Top
Management*& t!e EMR s!a## a""rove and sign t!e EM( documents+
5.2 Environmental Mana-ement Re$resentative
!e EMR s!a## 7or/ toget!er 7it! t!e EM( Committee to "re"are and revise a## EM(
documents+
5.3 Administration Department
!e AD is res"onsib#e %or t!e EM( document contro# s$stem+ !e AD s!a## ensure
t!at on#$ contro##ed and current co"ies o% documents are used& and distribute t!e
contro##ed EM( documents to re#evant "ersonne# 7!enever u"dated versions are
avai#ab#e+ !e AD s!a## a#so maintain and u"date t!e Master 2ist o% Documents+
5.4 .unction / De$artmental Mana-er
!e ,unction : De"artmenta# Manager s!a## revie7 re#evant EM( documents and
"rocedures& ensure t!at t!eir subordinates are %ami#iar 7it! t!e u"dated EM(
documents re#ated to t!em& and re"ort an$ "ro"osed c!anges to t!e EM( documents
and %orms to t!e EM( Committee+
00 Procedure
6.1 1a%ellin- and Num%erin- (&stem of EM( Documentation
;+1+1 o indicate t!e status o% eac! document& and to "revent t!e use o% obso#ete or
outdated documents& t!e %o##o7ing in%ormation s!a## be stated on eac! EM(
document or "rocedure:
it#e )sub1ect*
Document number
Revision number )7!ic! starts %rom 1&<&=>>>*
Date
Document originator
Aut!orised "erson and !is:!er signature
;+1+< !e numbering s$stem o% EM( documentation is as %o##o7s :
EM( Manua# : EM-01
Environmenta# Procedure : EP-33
Environmenta# .nstruction : E.-33
Ob1ectives& argets and Programmes : O?-$$$$
Page <
COMPANY NAME
Control of Documents
Procedure Number : EP-04
Revision Number : 1
Date : DD-MM-YYYY
Register o% Environmenta# As"ects : EAR-33
Register o% 2ega# and Ot!er Re'uirements : 2R-33
Environmenta# ,orm : C!ec/#ist : E,-9999-33
33 5 document number b$ numerica# order @ $$$$ 5 $ear
9999 5 "rocedure or instruction number )%orms : c!ec/#ists arise %rom t!at EP or E.*
r 5 revision number %or ,orms )7!ic! starts %rom 1& <& =& >>*
6.2 Document Revie2 and A$$roval
;+<+1 A## interna# EM( documents s!a## be revie7ed and a""roved b$ aut!ori9ed "ersonne#
"rior to re#ease+ !is s!a## be carried out in accordance to t!e %o##o7ing :
Document 3&$e Pre$ared/
Revie2ed %&
A$$roved %&
EM( Manua# EMR Top
Management
Environmenta# Procedures EMR Top
Management
Environmenta# .nstructions EMR Top
Management
Ob1ectives& argets and Programmes EMR Top
Management
Register o% Environmenta# As"ects EMR Top
Management
Register o% 2ega# and Ot!er Re'uirements EMR Top
Management
,orms : C!ec/#ists : 0uide#ines EM( Committee :
,unction :
De"artmenta#
Managers
EMR : ,unction
: De"artmenta#
Managers
6.3 Distri%ution and Control of Controlled Documents
;+=+1 !e origina# !ard co"ies o% contro##ed documents s!a## be signed b$ t!e aut!orised
"erson& and maintained b$ t!e AD+
;+=+< A## contro##ed documents& and t!e Master 2ist )A""endi3 1* s!o7ing t!e documents
and %orms issued 7it! t!e #atest revision number and date s!a## be maintained and
u"dated b$ t!e AD+ !e AD s!a## in%orm t!e most recent documentation status and
announce t!e re#ease o% ne7 versions o% contro##ed documents to sta%%+
;+=+= !e AD s!a## maintain document distribution records t!at record t!e number o%
co"ies and t!eir reci"ients )a tem"#ate o% Document Distribution 2ist is s!o7n in
A""endi3 <*+ Aardco"ies o% contro##ed documents s!a## be stam"ed 7it!
BCONRO22ED COPYC in red and be sub1ected to u"date+
6.4 Revision of Documents
;+4+1 A## EM( documents s!a## be constant#$ revie7ed and revised as necessar$ b$
re#evant "ersonne#+ ,unction : De"artmenta# Managers s!a## re"ort an$ "ro"osed
c!anges to t!e EMR+
Page =
COMPANY NAME
Control of Documents
Procedure Number : EP-04
Revision Number : 1
Date : DD-MM-YYYY
;+4+< A## revised contro##ed documents s!a## be revie7ed and a""roved b$ t!e aut!ori9ed
"erson+
;+4+= !e AD s!a## %i#e t!e su"erseded Master Co"$ o% t!e documents& mar/ed 7it! a red
c!o" o% BObso#ete DocumentC& in t!e Obso#ete Document ,i#e %or at least 3 years %or
re%erence and traceabi#it$+
6.5 Control of E4ternal Documents
;+4+1 E3terna# re%erence documents not avai#ab#e on t!e com"an$ server )e+g+ Regu#ations&
ec!nica# Memorandums& Code o% Practice& Pro%essiona# 0uide#ines : Notes* s!a## be
"ro"er#$ co##ected and maintained b$ t!e AD+ !e AD s!a## maintain and u"date a
master #ist o% e3terna# documents %or contro# "ur"oses and ma/e it accessib#e to sta%%+
Contro##ed co"ies o% re%erence documents s!a## be mar/ed 7it! a red c!o" o%
Bcontro##ed documentC+ !e AD s!a## maintain records %or document distribution+
6.6 Com$uter )ac5u$6 (ecurit& and Control
;+;+1 Res"onsib#e "ersonne# s!a## bac/ u" t!e server data bimonthly+
;+;+< ,or t!e contro# o% access rig!ts to t!e EM( documents on t!e com"an$ server& it
s!a## be ensured t!at on#$ t!e AD and t!e EMR are ab#e to c!ange documents on t!e
server+ A## ot!er sta%% s!a## be ab#e to read and "rint t!e documents on#$+
70 Records
Record Descri$tion
Record 1ocation/
Retention Res$onsi%ilit&
Minimum Retention
3ime
Master 2ist o% Documents )E,-
EP04-01*
(erver : AD Dee" u"date version
Master 2ist o% ,orms )E,-
EP04-01*
(erver : AD Dee" u"date version
Master 2ist o% E3terna#
Documents )E,-EP04-01*
(erver : AD Dee" u"date version
Document Distribution Record
)E,-EP04-0<*
AD = $ears
80 A$$endi4
A""endi3 1 : Master 2ist o% Documents : ,orms : E3terna# Documents )em"#ate*
)E,-EP04-01*
A""endi3 < : Document Distribution Record )E,-EP04-0<*
Page 4
COMPANY NAME
Master 1ist of Documents /
.orms / E4ternal Documents
(3em$late)
,orm Number : E,-EP04-01
Revision Number : 1
Date : DD-MM-YYYY
8"dated on : Date :
Pre"ared b$ : (Admin Department)
Document /
.orm No
Document / .orm Name Revision No Date
EP-04 A""endi3 1 Page 4
COMPANY NAME
Document Distri%ution
Record
,orm Number : E,-EP04-0<
Revision Number : 1
Date : DD-MM-YYYY
Document No Revision No Distri%uted to Date 9it:dra2n on
EP-04 A""endi3 < Page ;