- Management of electronic and hardcopy documents is full responsibility of dedicated document controller and team assistant in each business units and on each stage until handover of information on project close-out, cancellation and suspension.
- Receiving and acknowledgement of documents from internal or external source by date stamping the hardcopy upon receipt and checks on electronic submission through Project Connect.
- Quality check of received documentation, document number, revision and mandatory Metadata information.
- Scanning and correctly uploading of documentation if not available in Project Connect.
- Distribution of electronic files using Collaborate for all internal recipients and transmission using Partner’s portal/Submission app in accordance with distribution matrix or as directed.
- Maintaining filing systems of Hardcopy ORIGINAL (masters) of all documentation. Filing is undertaken daily and falls in line with file indexing and classification. Filing the latest version of the document and mark older version as “Superseded” and pull out from the filing boxes.
- Preparation of transmittals whether intended for internal or external recipients, uploading of documents and submission electronically through Project Connect.
- Preparation, checking, validation of documentation for archiving and handover during Project Close-out. 5.2 Other Business Units
- Ensures that all personnel under their units are aware of the utilization and implementation of this procedure and other associated work methods.
- Ensures the capture of vital documentation within the company EDMS by issuing formally to Document Controller, in accordance with instructions set down by the DMC in order to maintain Data and Document integrity.
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