The purpose of this procedure is to establish the effective control of documents, and to maintain the integrity of the Quality

System by satisfactory collection, indexing, filing storage, reproduction, distribution, access, retrieval and disposition of documents. This procedure also addresses the requirements of ISO 9001-2000 Quality System, Clause 4.2.3 and 4.2.4
This procedure covers The Mohammad Al-Mojil Group (MMG) Head Office Central Documentation Control (CDC) Section under the administration of the Engineering Department (END). The CDC section scope of responsibility covers the control and/or distribution of all documents and packages such as bid documents, specifications and drawings, reference standards, data sheets, DHL, technical books, and literature, and other applicable documents. Central Documentation Control Section Flow Chart (File No. END-4010) demonstrate CDC Section work flow.

(continuation)
Not covered by CDC scope are documents for awarded projects signed prime contract, subcontract, direct contract documents and company corporate procedures, generated by the individual department. Contract Documents are kept, distributed and controlled in accordance with the Contract Department (CTD) Control Procedures Nos. CTD-3-003, CTD-3005 and CTD-3-006 Clauses 6.3. Corporate procedures are kept, distributed and controlled by Custodian Department. This procedure also covers project active files archived documents which are forwarded to Dammam Head Office from project sites following project completion as specified in Procedure END-3-001. Original copies of the Corporate Quality Procedures by all Construction Division Department are kept by the respective custodian department concerned. Custodian Department shall issue controlled copies of Corporate Quality Procedures to all identified authorized copy holders. Reproduction of Procedures are made by the CDC Document Controller upon the receipt of Form No. END-4-010J and original hard copy of the procedure from custodian department.

CONTROLLED COPY A document issued with the identification of the assigned Control Copy Holder, responsible for the control and maintenance of the document. A unique Copy Holder Number is assigned for each Controlled Copy Holder by the concerned issuing Custodian Department. UNCONTROLLED COPY A document issued for information purposes only, without the identification of the assigned responsibility for control. ARCHIVED DOCUMENT Documents collected from project sites as defined in Procedure END-3-001 Project Documentation Control, Section 6.2.9. Also includes, Active Files from Engineering and other MMG departments stored at the CDC Section Room Warehouse.

(continuation) CDC = Central Documentation Control Samples of Controlled Copy and Uncontrolled Copy stamps are shown below fro those documents without specific check boxes.
SAMPLE STAMPS

MOHAMMAD AL-MOJIL GROUP P.O. BOX 11, DAMMAM 31411

MOHAMMAD AL-MOJIL GROUP P.O. BOX 11, DAMMAM 31411

MOHAMMAD AL-MOJIL GROUP P.O. BOX 11, DAMMAM 31411

CONTROLLED COPY
MMG DOCUMENTATION SECTION

UNCONTROLLED COPY
MMG DOCUMENTATION SECTION

DISTRIBUTION CONTROLLED NO: _____________ DATE: ________ HOLDER NAME : _________________

CHIEF ENGINEER Overall management of the Engineering Department. Monitor CDC Section operation for the efficient control of documents to ensures the system, conforms to the requirements of the Company Quality Procedures. TECHNICAL / COMMERCIAL / DOCUMENTATION PROPOSAL MANAGER Management of the overall operation of MMG Central Documentation Control Section for the control of documents. PROPOSAL SUPERVISING ENGINEER (Central Documentation Control & Technical Proposal Sections) Supervise operation of MMG Central Documentation Control Section by establishing effective controls of all documents and library technical literature, conduct analysis for evaluation of the control system, recommend and implement changes as needed.

(continuation)
PROPOSAL SUPERVISING ENGINEER (Central Documentation Control & Technical Proposal Sections) Supervise reproduction, distribution and control of bid documents, and reference documents necessary to support construction field operation. Supervise the control of the CDC Section Library. Other responsibilities of the Proposal Supervising Engineer (CDC / Technical Sections ) are defined in Procedure No. END-2-001, clause 5.9. CDC DOCUMENT CONTROLLER (Central Documentation Control Section) Responsible to the CDC / Technical Proposal Supervising Engineer for receiving, recording, filing, maintaining, and controlling the Central Documentation Control Sections relevant documents and library technical literature. Perform other work as directed by superior.

(continuation)
CLERK / PRINTER Responsible to the CDC / Technical Proposal Supervising Engineer for the reproduction of documents, care of the printing machines and photo copiers. Perform compilation of documents, up-keep records, and arrangement of documents. Facilitate distribution of reproduced copies of the documents, to recipient through the CDC Document Controller. Register paper consumption for Photo Copiers and Printing Machines, using Form No. END-4-010V (for daily recording) and Form No. END-4-010X (for monthly update) Perform other works as directed by superior.

GENERAL REQUIREMENTS
Bid documents and packages from the Customer delivered through the Marketing Department are transmitted to MMG Central Documentation Control Section for Control, reproduction and distribution. CDC Document Controller shall acknowledge receipt of the documents and packages by signing the incoming Transmittal, check the contents as per the accompanying transmittal, and stamp the documents with MMG RECEIVED stamp, showing the date received. CDC Document Controller then records incoming documents using Form No. END-4-010D Central Document Register (Incoming) Bid Document is further recorded in another separate file, using Form No. END-4-010K Incoming Bid Document Control Log (Per Customer Name). This is used and maintained for purposes of easy retrieval and control of bid files per customers name.

(continuation)
Original hard copies and floppy diskettes and or CD copies of Corporate Quality Procedures of respective departments will be stored, distributed and maintained by the custodian department concerned. Floppy Diskette and or CD copies are registered and updated in Form No. END-4-010W Procedure Floppy Diskette Register by the Custodian Department. Custodian Department identifying a need for distribution of Quality Procedure to recipient department or individual shall do it by reproducing a photocopy of the specific procedure, then check Controlled Box on the procedure front page and attach an update Form No. END-4-010C List of Procedures For Departments

Copies of Quality Procedures will be photocopied at the Central Documentation Control Section. It will be dispatched under cover of a Transmittal Form No. QAD-4-202 to recipients by the custodian department concerned.

(continuation)
Custodian Department then update Form No. END-4010F Document Distribution List which reflects the document Reference Number, Description, Copy number, Holder name, department, locations/site, issue number and revision number. This is used to record and control listing of Copy Holders of controlled quality corporate procedures. All documents for reproduction such as procedure, specification, manual, literature, reference book, codes & standards, magazines, catalogues, project documents, etc.. In excess of 20 photocopies (Sheets) shall require to prepare Form No. END-4-010J Request for Photocopy duly approved by Department Head or In-Charge. All photocopies not more than twenty (20) sheets shall be recorded only by the Printer in respective department Consumable Consumption Register files.

(continuation)
Printer records in register files, the number of sheets reproduced each day, per department using Form No. END-4010V Consumable Consumption Register for daily register and Form No. END-4-010X Consumable Consumption Update (Per Department / Project) for the record of monthly consumption. To maintain the confidentiality of bid documents, re- production and distribution shall be limited as per clause 6.4.1.1. Extra copies shall be issued to other departments only upon instruction by the Technical / Commercial / Documentation Proposal Manager and for the purpose of Bid Submittal Requirements as specified in Procedure No. END-3-005, Clause 6.5.1. All original Corporate Quality Procedures, Bid Documents, Estimating Parameter / Manual and other sensitive documents are considered confidential and as such shall be handled with utmost confidentiality. No reproduction and distribution of this documents will be allowed without the full knowledge and permission of the Custodian Department Manager concerned or authorized delegate. A written request for copy approved by the custodian department head or authorized delegate is required.

ORGANISATION / STORAGE
Original copies of Bid Documents shall be forwarded to the Engineering Department and one (1) extra photocopy of the Bid Instructions to Bidders and Proforma Contract. Bid drawings and specifications are not photocopied unless extra copy is requested by the Engineering Estimating Section. Active files of Bid documents after the Engineering estimates is forwarded to the CDC Section for archive, stored in organized manner inside the Central Documentation Control Section room, Active files of Bid Documents are registered in Form No. END4010P Document Archive Master List Active bid and project document files are transferred to MMG storage warehouse for further safe-keeping until such time the Engineering Department Technical /Commercial/ Documentation Section Manager instruct to destroy the said files, usually a maximum of Five (5) years or so depending on the completed project contract warranty period or undetermined length pf time due to any outstanding claim(s).

ORGANISATION / STORAGE (continuation)

Documents will be filed in storage boxes placed on rack shelves provided inside the CDC Section or Warehouse, Organization of the filing system will be consistent with the Document Archive Master List (Form No. END-4-010P) and designated by coding system and BOX number, Bid documents, project files, and the likes, are placed in specified section of the filing racks for ease of access and retrieval. A unique coding is assigned to each item of documents starting with a Discipline or Major Document Code followed by sequential numbering commencing from 001.

ORGANISATION / STORAGE (continuation)

The coding system for documents are as follows:

ACI AISC API ANSI ASCE ASHRAE ASM ASME ASTM AWS BSI CRSI DIN HVAC American Concrete Institute American Institute of Steel Construction American Petroleum Institute American National Standard Institute American Society for Civil Engineers American Society of Heating, Refrigerating & Air-Conditioning Engineers American Society for Materials American Society for Mechanical Engineers American Society for Testing & Materials American Welding Society British Standard Institute Concrete Reinforcing Steel Institute German Standard (Deutsche Norm) Heating, Ventilating, Air Conditioning

(continuation)

The coding system for documents are as follows:

IEEE IMO ISO -

Institute for Electrical & Electronic Engineers International Maritime Organization International Standard Office NACE National Association of Corrosion gineers NEMA National Electrical Manufacturer sociation SMACNA Sheet Metal & Air Conditioning ntractor Association SSPC Steel Structures Painting uncil UL Underwriters boratories BD Bid Document BR Brochure CF Claim File CM Computer anual CO Change Order e CP Corporate ocedure CPF Complete Project File C/SHB Civil/Structural Handbook CR Correspondence

(continuation)

The coding system for documents are as follows:

DBD EHB EM EP ES ESS FA FX HB IM IHB MDHB MOBIL MHB MIS PQAM SAS SD Decline Bid Document Electrical Handbook Engineering Manual Engineering Procedure Estimating Standard Estimating Summary Sheet First Aid Medical Handbook Facsimiles Handbook Internal Memos Instrumentation Handbook Maritime Handbook Mobile Engineering Guide Mechanical Handbook Miscellaneous Files Project QA Manual Saudi Aramco Standard Standard Drawing

(continuation)

The coding system for documents are as follows:

SM TB TL TM WC/S XY Example BD-001 ES-002 = = Bid Document, File # 1 Engineering Standard, File #2 Safety Manual Text Book Technical Literature Technical Magazines Welding Codes/Spec Archive Files for Claims

REQUESTING A FILE
Requester prepare and transmit an accomplished MMG Documentation Section Request Form (Form No. END-4-010M) address to the Proposal Supervising Engineer (CDC & Technical Sections ) or to the CDC Document Controller indicating the action required. a) b) c) d) Provide photocopy Removal & return by specified date Incorporation in the Documentation Section Files For control, distribution, recording, filing & storage

When CDC Section receives the Request Form, CDC Document Controller retrieves said document, performs the action and completes the following information on Form No. END-4-010M, a) b) c) Request Number Document Reference Number / Shelf Number Ensure receipt is endorsed by the recipient.

REQUESTING A FILE (continuation)

CDC Document Controller enters data into Form No. END-4010N Documentation Section File Control Log to indicate entry or request. Requested documents is then transmitted by CDC Document Controller to the Requester, accompanied by a Transmittal (Form No. QAD-4-202) For borrowers situated within the confine of MMG Main Office Building, borrowing of Library Files (reference books, codes & standards, text book, catalog, brochure, and other documents listed in the Reference Books Master List (Form No. END-4010A), borrower should direct his request personally with the CDC Document Controller. Borrower shall register his name and signature on the space provided in the Reference Books Borrowers Control Sheet (Form No. END-4-010H) to borrow the library file.

DISTRIBUTION DISTRIBUTION OF DOCUMENTS AND PACKAGES

Documents and packages shall be distributed to concerned department as identified below Bid Documents - Upon the advise of the Marketing Department of approval of Request for Estimate (Bid Approval Sheet (BAS) Form No. MKD-4-006) the CDC Document Controller / Printer reproduce and distributes the bid documents to the following department only : a) END Complete Bid Package (Original copy). Drawings & Specifications are not photocopied unless requested by Engineering Estimating Section. One (1) photo copy of the Bid Document Instruction to Bidder, Proforma Contract & Contract Terms & Conditions.

b) CTD

DISTRIBUTION (continuation)
Bid drawings, scope of work, data sheets and specifications are provided unless Requested by Concerned Department Concerned Department.

not CTD.
DHL Package Other Packages -

Form No. END-4-010G Central Document Register (Outgoing) is used to record and control outgoing documents.
Any other department which requires a copy of the bid documents shall be issued a copy upon instruction from the Technical / Commercial / Documentation Proposal Manager or his authorized delegate, as the need arises, referred to in Clause 6.1.8 Clause 6.0 General Requirements.

DISTRIBUTION (continuation)
All documents distributed via Central Documentation Control Section shall have a transmittal form (QAD-4-202)

All documents and packages distributed to concerned departments shall be treated with utmost confidentiality and no copy shall be reproduced for distribution without instruction from the custodian or authorized department.
CONTROLLED COPY DISTRIBUTION AND FILING Custodian Department Heads are responsible for monitoring controlled documents within their respective departments and any necessary secondary distribution using Form No. END-4-010F.

CONTROLLED COPY DISTRIBUTION AND FILING (continuation)

Custodian Department Document Controller will prepare two (2) Transmittals (One original and one duplicate copy) every time he transmit documents to recipient within MMG head offices. Documents to project site or to recipient elsewhere, not within the MMG head offices, two (2) copies of the transmittal will accompany the document and one (1) photocopy (triplicate copy) is retained at the office of the issuing custodian department. The triplicate copy of the transmittal is placed in the Pending Tray or in the Transmittal folder until an endorsed transmittal (QAD-4-202) confirming receipt has been returned. Upon receipt of the duplicate confirmation signed transmittal, file this in the transmittal file folder, and remove and destroy the triplicate copy being retained.

If the duplicate signed transmittal form is not returned within reasonable time of dispatch (say 7 to 10 days) then contact those persons concerned to verify receipt and expedite return of form. If not received, re-issue a copy of the document.

UNCONTROLLED COPY DISTRIBUTION

Uncontrolled copies of document or procedures are issued through written request address to CDC Section Supervising Engineer or Custodian Department for department generated Corporate Procedure, using Form No. END-4-010M. Recipient Department Heads are responsible for handling, control and monitoring of uncontrolled documents and/or procedures under their custody to safeguard the confidentiality of the documents. TRANSFER OF CONTROLLED DOCUMENTS Upon completion of a project and prior to demobilization of personnel, all controlled documents relative to the quality system previously issued by the CDC Section shall be returned to the Head Office in Dammam, Such documents should be addressed to the Proposal Supervising Engineer (CDC / Technical Sections) or CDC Document Controller, accompanied by the transmittal notice detailing the contents, CDC Document Controller confirmed the receipt of the documents by returning the signed transmittal to the originator. The same procedure is applied to controlled documents or procedures issued by a Custodian department.

TRANSFER OF CONTROLLED DOCUMENTS It may be necessary to reallocate control of documents within a department or a project site, a a result of personnel movement (project reassignment or contract completion, etc). In those cases, the Controlled Copy Holder should prepare a written notification address to the Proposal Supervising Engineer (CDC / Technical Sections) or respective Custodian Department Head concerned of any such re-allocation so that the accurate records can be maintained and current recipient of the document can be verified. SUPERSEDED DOCUMENTS AND DATA

Each assigned Controlled Copy Holder shall identify and mark all superseded documents and data. They are segregated from unintentional use or destroyed by incineration, shredding and other means deemed acceptable.
Custodian Department Document Controller shall maintain hard copies of superseded Procedures or documents pertinent to the quality system should they be required for examination, at a later date. These are held in clearly identified document boxes, with Archive Box Label ( Form No. END-4-010U) ans stored in CDC room or at Custodian Department archive files.

AMENDMENTS
Amended pages to original documents are stamped SUPERSEDED and placed in archive boxes in accordance to Section 6.6. RETURN OF DOCUMENTS Upon completion of a project, project documents such as Project Quality Manual, Handbooks, Specifications and other controlled documents borrowed from the central Documentation Control Section shall be returned and transmitted to the CDC Document Controller at the MMG Head Office, Dammam. Refer to Procedure No. END-3-001 Project Documentation Control Clauses 6.2.9 & 6.2.10 for proper disposition of project documents. DOCUMENTS FOR ARCHIVE All documents transmitted to CDC Section from project sites shall be properly compiled in document box clearly labeled, using Form No. END4-010U. Documents dispatched for storage, filing or archiving shall be accompanied by a completed transmittal form (QAD-4-202) and Summary List of the transmitted documents.

DOCUMENTS FOR ARCHIVE (continuation) Procedure for transmitting the documents to Dammam Head Office Central Documentation Control Section is detailed in Procedure No. END-3-001 Project Documentation Control Procedure Clauses 6.2.9 & 6.2.10. Active bid documents filed in document boxes with proper labels are deposited in CDC Section archive room / warehouse. Bid documents are registered in Document Archive Master List (Form No. END-4-010P). For project files that can not be accommodated in the existing warehouse archive room, I will be stored in connex van and deposited in MMG Dammam Central Warehouse yard, properly identified and label as per archiving procedure. CDC LIBRARY FILES

All DC Library Files are registered in Form No. END-4-010A Reference Books Master List, arranged in unique sequence.
A unique coding is assigned to each library file starting with a Discipline or Major Document Code followed by sequential numbering commencing from 0001, Library file coding system is detailed in Clause 6.2.4

DOCUMENTS
Flow Chart END-3-010-01-00 Rev.0 18 December 2005 Reference Books Master List Form No. END-4-010A, Rev. 1 08 February 1996 List of Procedures for Department Form No. END-4-010C, Rev, 0 06 May 1998 Central Document Register (Incoming) Form No. END-4-010D, Rev. 0 12 April 1995 Document Distribution List Form No. END-4-010F, Rev. 0 06 May 1998

Central Document Register (Outgoing) Form No. END-4-010G, Rev. 0 12 April 1995
Reference Books Borrowers Control Sheet Form No. END-4-010H, Rev. 0 12 April 1996

DOCUMENTS
Flow Chart END-3-010-01-00 Rev.0 18 December 2005 Reference Books Master List Form No. END-4-010A, Rev. 1 08 February 1996 List of Procedures for Department Form No. END-4-010C, Rev, 0 06 May 1998 Central Document Register (Incoming) Form No. END-4-010D, Rev. 0 12 April 1995 Document Distribution List Form No. END-4-010F, Rev. 0 06 May 1998

Central Document Register (Outgoing) Form No. END-4-010G, Rev. 0 12 April 1995
Reference Books Borrowers Control Sheet Form No. END-4-010H, Rev. 0 12 April 1996

DOCUMENTS (continuation) Request for Photo Copy Form No. END-4-010J, Rev. 0 20 June 1996 Incoming Bid Document Control Log (Per Customer Name) Form No. END-4-010K, Rev. 1 06 April 1999 MMG Documentation Section Request Form No. END-4-010M, Rev. 0 MMG Documentation Section Request Control Log Form No. END-010N, Rev. 0 13 March 1995

Document Archive Master List Form No. END-4-010P, Rev. 0 April 1996
Central Documentation Control Section Archive Box Label (END-4-010P, Rev. 0 17 April 1996 Consumable Consumption Register Form No. END-4-010V, Rev. 0 /10 July 1995 Procedure Floppy Diskette Register Form No. END-4-010W, Rev. 0 / 17 April 1996 Consumable Consumption Update (Per Dept/Project) Form No. END-4-010X, Rev. 0 / 27 July 1996

17

START
END Estimating Section All original Bid Documents

ENGINEERING
END CENTRAL DOCUMENTATION CONTROL (END-3-010)

CDC DOCUMENT CONTROLLER Acknowledge receipt of Bid Documents by signing incoming Transmittal / check per doc. List / stamp date received

CDC DOCUMENT CONTROLLER Put into record all document received / reproduce copies for distribution (END-4-010D)

CTD Copy of Proforma Contract

CDC DOCUMENT CONTROLLER Perform printing & Control of Consumables (Paper Consumption)

CDC DOCUMENT CONTROLLER Forward all original copies of Bid Documents to Engineering Department (QAD-4-202)

CDC DOCUMENT CONTROLLER Distribute document to Recipients (END-4-010G)

QAD/QCD Work Scope Welding Spec. /Inspection Requirements

A1
OTHER Dept. per instruction by Technical Proposal Manager

END

PROCEDURE FOR CENTRAL DOCUMENTATION CONTROL INCOMING BID DOCUMENTS Bid documents are forwarded by Business Development Department (BDD) to END Central Documentation Control Section (CDC) for control, reproduction and distribution. CDC Document Controller shall acknowledge receipt of bid document when receiving by signing the incoming Transmittal form BDD check the content of the accompanying transmittal and Customer Document List (if available) stamp date with MMG RECEIVED stamp Form No. END-4010D, Central Document Register (Incoming) records all incoming bid documents transmitted by BDD to CDC Section. To maintain the confidentiality of bid documents, reproduction and distribution is limited only to the following Departments. 1. END complete set of the original bid documents, reproduction, extra photo copy with the exception of the bid drawings and specifications are not photocopied, unless requested buy END Estimating Section. 2. CTD photocopy of Bid Instructions to Bidders, Proforma Contracts, Terms and conditions. 3. QAD/QCD copy of scope of work, welding spec. inspection requirements (if necessary during the bidding stage) CDC Document Controller use Form No. END-4-010G (Central Document Register Outgoing) to record and control outgoing bid documents.

REQUEST FOR PRINTING OR PHOTO COPYING OF DOCUMENT Documents for reproduction such as procedures, specifications, manuals, literatures, reference books, codes & standards, catalogs, project documents and etc., in excess of 20 sheets shall require to accomplish Form No. END-4-010J Request for Photocopy by the Requester for photo copy. Photocopies not more that 20 sheets shall be recorded only by the Printer using Form No. END-4-010V Consumable Consumption Register (for daily paper consumption and Form No, END-4-010X Consumable Consumption Update (per Department / Project) on monthly basis. CDC LIBRARY FILES CDC Library files includes Saudi & International Codes & Standards (Saudi Aramco Standards, ASME, API, ASTM and etc.. ) Corporate procedures, Estimating Parameters, and other various Civil, Mechanical, Piping, Electrical & Instrumentation Handbooks and other References. All CDC Library Files are register in Form NO. END-4-010A Reference Books Master List arranged in unique coding sequence.

When borrowing books from CDC Library, it is necessary to register name of borrower in Form No. END4-010H Reference Books Borrowers Control Sheet.
When requesting for photo copy of Library references for project use, the Requester shall have accomplish Form No. END-4-010M MMG Documentation Section Request Form. Photo copies can either be issued as Controlled or Uncontrolled copy depending on the nature of the document and classification of use, where intended.