Project Department

Type of Document : Memo/Report

Subject :
Code of document:
Revision : 00
Prepared by: Loc Tran - Project Admin
Date : 30 Dec 2016

SUMMARY OF DOCUMENT CONTROL PROCEDURES AND

RECOMMENDATION FOR IMPROVEMENT

No Content Recommendation
I Admin folder (on company Sharepoint/Box):
To share all company general information and
1.1 Templates/ Forms
latest form/templates for using
To help Admin team (Project Secretary/ Project
Overview list of each project documentation Assistant) have a general understanding and
1.2
follow up the work flow of Project

Organization chart of each department and whole TLC

1.3
company
1.4 TLC employees handbook/manual
TLC internal policies and regulations (if any)
- Regulations on staff uniforms/ card of access control/
1.5 taxi cards/ using of office equipments and devices.
- Regulations on working hours/timesheet.
- Other required and neccessary regulations
1.6 Other important legal document (confidential with limit
access right) : Put stamp Confidential on these documents
- Memorandum/meeting minutes of BOD
- Approved regulations on BOD activities (authority/
approval routing)
- Company investment licenses
 - Business registration
- Financial report/ statement to Joint venture company
- Agreement for bank loan/ mortgage

II Project document control :

Steps to proceed the project document
Based on the project status, all document shall be
systematized and categorized into three types :
1. Completed (As - Built/Terminated) projects
2. Ongoing projects
3. Upcoming project
2.1
1. Completed (As - Built/Terminated)
projects should be put inside cabinet/ box
with labels which state out/ describe the name
of project, completion status
2. Ongoing projects shall be put 1st priority
for filing, recording and documentation
tracking.
3. Upcoming projects shall be put 2nd priority
for filing, recording and documentation
tracking.

Labelling all lever arch file (ba cng) Refer to label sample in Admin folder :
Order of label name: Company name,
2.2
Department name, Project name, Name of
Document, Year of Document, Number of File
Overview list/ master list of all project document General information on project document
2.3
system
Document scanning
- 05 MB maximum for drawings/ color document To ensure that the file to comply with the
2.4
- 02 MB maximum for all other document storage capacity of Box account

Document Coding Refer to Document system code

2.5
12 characters maximum for file name
2.6 Put the scan copies into the appropriate folder tree
Uploading Folder tree to Box, share it when required PA/PS must ask for approval from PM/Team
and if neccessary leader when sending out/ share Box content to
Consultant/ Client and always keep PM/ team
2.7
leader in the loop while share project
information.

III Email exchange (Incoming & Outgoing)

Regulation for :
3.1 - Size and color of email font (Color of TLC logo)
- Size limit for email attachment (10 MB ??)
Group email by Project. Team member who directly
3.2
attend into Project shall be included in the email loop
3.3 Periodically Archive/ Back up email
IV Other
Storage area for material samples, divided samples by Profile of suppliers/ product catalogues should
work: be also categorized and arranged like this.
-C&S
- MEPF
4.1 - Architect
- Finishing
All samples must have label with information : Name of
material, codes, name of manufacturer, dd/mm/yy,
applying construction area,
System of Project templates/ forms/ Contract/
4.2
Agreement for each project phase/ activities
4.3 Sample of folder tree (for a typical project, from the
conceptual phase until as - built period)