1.1 What is Document Control
Document control could be viewed as a technological approach to governing document quality and instigating risk storming from human error in document preparation; it is achieved through process automation and is commonly used by oil and gas industry, law firm, banks, insurance providers and government agencies.
Document controlling also involves the managing of the inflow and outflow of information and documents between contractors and clients.
In most projects, information comes in the form of document which might be drawings, specifications, plan, instant statements or even samples and are received at a central point. On construction/oil and gas projects, this is often referred to as the document control office/department and document control centre. On a larger project although it is increasingly trendy to use the term information manager and information management centre.
Once received documents are registered and their basic details noted in a database or a spreadsheet or even handwritten onto distribution sheets or into log books, the basic details might include things like the document number, revision, title, size, originator and reason for issue.
Copies of documents that have been registered can then be distributed to interested parties. Original copy should not be allowed to leave the document control office; generally speaking to let anyone have the originals is a kin to
throwing them away. People will claim to have never had them and the document controller will be forced to ask for replacement.
Note: That document which has not been registered should not be given to anyone at all, even project managers or other senior staff as they will almost certainly go missing.
1.2 WHY DOCUMENT CONTROL?
Organizations create documents daily; they are used to convey new ideas provide direction, give instructions, describe procedures, define specifications, and serve a host of other purposes.
The undisciplined approach to document creation and distribution overlooks the importance documents may likely have to the organization long terms well being, individually, documents are representations of an organization’s intellectual capital. They each contain information that presents a small part of what the organization knows, The importance of document to an organization health and perhaps it’s very survival calls for a thoughtful approach to understanding the role documents play in the day to day functioning of the organization. These assets can even provide the intellectual property basis for new or expanded business opportunities. Effective document control requires an underlying philosophy and strategy; it should be tailored to the needs of the organization that owes it.
PURPOSE OF DOCUMENT CONTROL
The goal is not to create extra work or build a bureaucracy; Instead it is put in place to protect the valve of the content of the documents and to enhance the usefulness of that content to the people in the organization who need to use it to do their work.
The purpose of the document control is to ensure:
1. Documents fulfill a useful purpose.
2. Resources are not wasted on the distribution of unimportant or useless information.
3. Only invalid information is published.
4. Information are kept up to date
5. Information is provided in a form that can be used by the audiences.
6. Classified, confidential or proprietary information is restricted to the people who have a real need to access it.
7. Information is retained that could help solve a problem, improve opportunities, avoid costly errors, or deflect potential litigation
1.3 HOW DOCUMENTS ARE GENERATED
Documenting your API is an important component of creating reusable libraries and mono provides a few tools for creating class library documentation of your own.
This manual explains how to generate documentation for your library using monodoc, the mono documentation framework.
Examples of common documents are:
1. DRAWINGS: These could range from simple stitches to complex process flow diagrams, often as not these days; drawings are produced on CAD machines.
2. SPECIFICATIONS: These are often word processed documents which contain a prescription of words being undertaken and may well include extracts from other third party to documentations such as manuals and literature.
3. METHOD STATEMENTS: These are often word processed documents which detail the manner in which work is intended to be carried out. Examples are erection of scaffolding or removal of hazardous waste.
4. SAMPLES: These ranges from swatches of carpet to desks and fenestration.
1.4 WHO IS A DOCUMENT CONTROLLER?
The primary role of a document controller is to manage all drawings on a project within a master drawing register and to ensure that any new revision of drawings are transmitted to the relevant recipients as soon as they are submitted.
QDMS and Team binder are recommended tools for a document controller to maintain an electronic register of drawings as well as revisions and transmittals distributed to architect, welder, subcontractors and contractors.
QDMS or Team binder document control software improves the process of managing all controlled documents.
On the start of a project the document controller prepares the following: FAIR FARE
Prepare MDR (Master Delivery Register) which includes documents and drawings.
Prepare Transmittal Sheets which are used to accompany documents being sent out or for internal distribution
Note that the transmittal sheet also contains the various status of the documents are expected to pass through and should show the 1st and final status for e.g.
I F C
I F A
The checked I F A indicates that the document is being issued for I F A
Sample Master Document Register
Prepare Route/Distribution Matrix – The route matrix is a table used to identify and indicate who certain documents should be distributed to either for comments or for information
Create folders – the document controller creates the following folders
Project folders—each discipline should have its own folder with each folder containing the I.D.C,I.F.C,I.F.A,I.F.R and A.F.C FOLDERS
Types of general software:
1. Ms Word
2. Ms Excel
3. Prima vera Methodology Management
4. Doc Moto
Types of Specific Software