Document No DWIL-PRD-11-001

Document Title Procedure for control of documented information

Reason for Amendment Ver2.3

Page No 1 of 18

DEWAYLES INTERNATIONAL LIMITED

PROCEDURE FOR CONTROL OF DOCUMENTED INFORMATION

DWIL-PRD-11-0001
Document No DWIL-PRD-11-001
Document Title Procedure for control of documented information
Reason for Amendment Rev 2.3

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CONTENTS

S/N DESCRIPTION PAGE

1. Purpose 3

2. Scope 3

3. Responsibility 4

4. Definitions 4-6
5. Procedure 7-18

6. References 18
Document No DWIL-PRD-11-001
Document Title Procedure for control of documented information
Reason for Amendment Rev 2.3

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 Document No DWIL-PRD-11-001
Document Title Procedure for control of documented information
Reason for Amendment Rev 2.3

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Revision History
The following is a brief summary of the most recent revisions to this document.

Version No. Date Author Scope / Remarks Doc No Managing

Director
Version 2.0 Jan 2020 HSE New SMS – Initial Issue DWIL-PRD-11-001
YES

Version 2.1 Jan 2022 HSE Added scope of the procedure DWIL-PRD-11-001 YES

Version 2.2 Jan 2023 HSE Reviewed mode of numbering DWIL-PRD-11-001 YES

Version 2.3 Jan 2024 HSE Reviewed terms of definition. DWIL-PRD-11-001 YES
Document No DWIL-PRD-11-001
Document Title Procedure for control of documented information
Reason for Amendment Rev 2.3

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1. Purpose

This procedure provides guideline for managing documented information in DWIL, the extent of
the documented information and requirements for the documented information and also set out
the aims and objective of DWIL documented information which are as follows;

a) Communication of Information

DWIL uses the Documented Information as a tool for information transmission and
communication. The type and extent of the documented information maintained by DWIL is
dependent on the nature of the DWIL products and processes, the degree of formality of
communication systems and the level of communication skills within DWIL and DWIL culture.

b) Evidence of conformity

DWIL Documented Information provides evidence that what was planned has actually been
done.

c) Knowledge sharing

d) Preserve DWIL experiences:

• To disseminate and preserve DWIL experiences and provision of useful information.

2.0 Scope

This procedure defines the requirements applicable for the handling, identifying, storing,
protecting, retrieving, retention time and disposition of DWIL Documented Information.

3.0 Responsibility

The document controller is responsible for controlling the Management Systems documents,
records, procedures and work instructions related to the Standard (9001:2015, 14001:2015,
45001:2018) and all internal and external documents required by the Management System.

The Heads of Units and Supervisors are responsible for ensuring that the latest versions of
relevant documents are available at the point(s) of use, that these documents are legible, and
that they are understood and followed. They are also responsible for reviewing and
responding to document change requests in a timely manner.
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Document Title Procedure for control of documented information
Reason for Amendment Rev 2.3

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The document controller (DCC) is responsible for ensuring that all documented information
conform to applicable standards.

Top Management is responsible for reviewing requests and giving final approvals to the
related procedures.

4.0 Definition Of Terms

4.1 Controlled Document

Document that provides information or direction for performance of work within the scope of DWIL
Management Systems. Characteristics of control include such things as revision number, signatures
indicating review and approval.

4.2 Document – Information and its supporting medium.

The medium may be paper, magnetic, electronic, optical, photograph, or sample product.

4.3 Documented Information

Information determined to be necessary for the effectiveness of the Management Systems. This may
include procedures, work instructions, or evidence (record) that an event (e.g., physical or electronic
document, photograph, or product sample) has occurred and, in the aggregate, can be analyzed and
conclusions drawn regarding the Management System effectiveness.

4.4 External Document

Document originating outside DWIL (e.g. industry and/or international standards, suppliers’
equipment maintenance manuals, or references) that provides information or direction for performing
activities within the scope of the Management System.
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4.5 Form

Printed, typed, or electronic document with blank spaces for insertion of required or requested
information (e.g., inspection form, tax form, order form).

4.6 Internal Document

Document of internal origin (developed entirely by or completed by DWIL) that provides information
or direction for the performance of activities within the scope of the Management Systems.

4.7 Procedure

Process description or series of acts involved in a particular form of work; detailed elements of a
process used to produce a specified result.

4.8 Management Systems (9001:2015, 14001:2015, 45001:2018)

Ordered, well-documented system of policies, processes, procedures and records, designed to

assure product quality, effectiveness, customer satisfaction and promote continual improvement of
products and processes.

4.9 Uncontrolled Document

Document that is not a part of the controlled document system. Uncontrolled documents may not be
used to provide work direction or information necessary for the performance of work.

4.10 Work Instruction

Detailed description of how to perform a process in steps to allow an inexperienced person to

perform the work.

4.11 Records

These are those records which provide evidence of DWIL having met – or not met – requirements.
This may include requirements related to inspection requirements, purchasing requirements,
contractual requirements, etc. The full listing of records affected by this procedure is given in the
table at the end of this procedure.
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Records outside of this scope do not require control, but may be controlled at the
discretion of Management.

4.12 Top Management

Senior Managers and above
4.13 DWIL
Dewayles International Limited

4.13 Process
Department or Functional Unit

5.0 Procedure

Type of Documented Information

The type of documented information applied in DWIL is as follows;

a) Information type 1: Instruction or guideline document such as manual, procedure, work

instruction, flow chart and others.

b) Information type 2: Blank format

c) Information type 3: Filled-up document such as record.

Extent of Documented Information to be maintained by DWIL

The extent of documented information to be maintained by DWIL is dependent on;

a) Documented information required by the Standard. These include:

• The scope of the Integrated management system (clause 4.3)

• The quality policy, environmental policy, OHS policy (clause 5.2)

• The quality objectives, environmental objectives, OHS objectives (6.2.1)

b) Other implied/Non-mandatory documented information include but not limited to:

Document No DWIL-PRD-11-001
Document Title Procedure for control of documented information
Reason for Amendment Rev 2.3

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▪ Procedure for Control of documented Information

▪ Procedure for Management review
▪ Procedure for Internal Auditing
▪ Procedure for Control of Externally Provided Services
▪ Procedure for Control of Nonconforming Service Output
▪ Procedure for Management of Change
▪ Procedure for Identification and Traceability
▪ Procedure for Context of the organization

5.2 Information Control Process

Documented Information Control Activities

Document Format:

Document internally generated by DWIL shall be formatted using Arial Font and font Size 11.

Documented Information Numbering and identification:

DWIL documented information will be identified with Document Title on the cover page and
on the header, Document Number on the header, Revision status on the header, and
Pagination on the Header.

Dewayles International Limited shall identify documents with their internal numbering system
which is described within this document. The numbering format shall be alpha-numeric. In
addition to this, All Project Administrative and Technical documents shall be issued according
to the respective client Document Numbering Index. Each document submitted to Company
shall be identified using the following numbering system.

In the internal numbering system, each document is identified by a set of codes and a
sequential number, in accordance with the following coding system:

a) Company code: DWIL – Dewayles International Limited

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Document Title Procedure for control of documented information
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b) Document Originating Code: this refers to the department/section/designation originating

the document. Only alphabets (not alpha-numerical) shall be used and shall not be less than
2 letters or more than 4 letters. Examples:
c) QMR: Quality Management Representative
d) MGT: Top Management
e) ACCT: Accounts/Finance
f) ADM: Administration
g) HR: Human Resources
h) HSE: Health, Safety and Environment
i) QA/QC: Quality Assurance/Quality Control,
j) PRJ: Project,
k) ICT: Information and Communication Technology, etc.
l) Document type: This describes the type of document, e.g. Procedure (PRD), Manual
(MAN), Guidelines (GDL), Policy (POL), Objective (OBJ) and Form (FRM), etc. It must not be
more than 4 alphabets.
m) Document Number: describes document serial number; not more than 5 digits.
n) Document Revision Status: This code is purely numerical and starts from 00; 1.1; 02; etc. It
must not be more than 3 numbers.
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Document Title Procedure for control of documented information
Reason for Amendment Rev 2.3

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5.3 REFERENCING DOCUMENT TYPE MANUAL, PROCEDURES, WORK INSTRUCTION, ETC

XXXX
COMPANY CODE – 4 digit’s maximum

XXXX
DOCUMENT ORIGINATING CODE (DEPARTMENT) - 4 letters maximum

XXXX

DOCUMENT TYPE – 4 letters maximum

XXX
DOCUMENT NUMBER - 3 digit’s maximum

Rev-XX
DOCUMENT REVISION STATUS – 2 digits

Example:
a) DWIL-MGT- POL - 001Rev-oo Or DWIL- POL – 001 or DWIL- POL - 001Rev-oo
b) The codes above read: Document belonging to Dewayles International Limited; Originated
from DWIL management and of the document type is Policy. Departmental document series
001; Revision status 00.

c) DWIL-MGT-MAN-001 Rev-000
▪ The codes above read: Document belonging to Dewayles International Limited;
Originated from management and of the document type is Manual; Document
reference Number 001; Current revision status is 00.

d) DWIL-QMR- PRO-001-Rev-00

▪ The codes above read: Document belonging to Dewayles International Limited;

Originated from Quality Management Representative and of the document type
Procedure; Document Number 001; Current revision status is 00.
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Document Title Procedure for control of documented information
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All Projects related documentation shall have a documented information numbering and coding
system as required by the Project.

5.4 REFERENCING DOCUMENT TYPE MANUAL FORM

XXXX
COMPANY CODE – 4 DIGITS MAXIMUM

XXXX/XXXX
FORM DESCRIPTION–8 LETTERS MAXIMUM (WITH PAIRED)
)))))0)))ABBREVIATED ACRONYMS)
XXX
DOCUMENT TYPE (FORM)

XXX
FORM NUMBER - 3 digit’s maximum

Rev-XX
DOCUMENT REVISION STATUS – 2 digits

Example:
DWIL--CRTR-FOR-001Rev-oo
The codes above read: Document belonging to Dewayles International Limited; describes as
“CUSTOMER REACTION TRACKING REGISTER” and of the type form with reference
number 001; Revision status 00.

All Projects related Forms shall be coded-referenced based on project-specific document reference
requirements.

5.5 Document Approval: All documented information type shall be approved prior to use.
Endorsement of the Manual, Corporate Policy Statement, other Policies and Objective, including
those set at the departmental levels shall be done by the Managing Director or his Assignee in the
management cadre. Other IMS documentations such as department or process procedures shall be
approved by the relevant line Manager.
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5.6 Document Revisions: Revision status of all DWIL documents shall be indicated on any
document approved for use. The following revision codes shall be used to identify the document’s
current revision status:

• Rev-00: The document has not been revised.

• Rev-01: Document has undergone first revision

• Rev-02: Document has undergone second revision, etc.

Once an approved documented information has been reviewed/revised, its revision status shall also
be revised also to a higher status to ensure adequate control of the documented information and this
new revision status will be reflected on the applicable sections for Revision Status.

5.7 External Documents: The Document Controller shall log external documents (e.g. regulatory
docs, client docs, and statutory requirement related docs.) in the Document Register (indicating the
type of document) and distribute to approved/interested parties. Once external documents have
been determined in DWIL, they must be identified and controlled. Such identification typically comes
from the source that publishes the document, and DWIL simply adopts it.

5.8 Document Distribution: The Document Controller shall distribute (or limit distribution of
electronic) documents only to locations and the applicable persons. The Document Controller
distributes the documented information internally to relevant recipients by using Internal Document
distribution channels such as emails, hand delivery etc.

Any previous versions of documents that have become obsolete shall be removed or withdrawn from
point of use as new revisions are released. In the case of electronic document distribution and
control systems, access permission for any previous version must be withdrawn or denied.

5.9 Document Transmission: Any outgoing document from the DWIL to customer shall be
transmitted using Document Transmittal Form. The Document Controller will place the transmittal
and attachment document into the relevant folder. The copy of the transmittal shall be copied to the
originator for their information that the document has already been received by the recipient.
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The Document Controller has the following document control responsibilities:

• Ensure that document format, layout, title and numbering of documents are correct;

• Ensure that all required signatures are completed on the document;

• Ensure completeness, clarity and correctness of copied documents;

• Ensure correct distribution of hardcopies and uploading of electronic files;

• Ensure maintenance and retention of record of transmitted documents;

• Ensure proper filling and indexing of the documents.

5.10 Creation of New Document

Any new document created and approved shall be listed in the Document Register.

5.11 Amendment of Existing Document

Any proposal for revision/amendment to the existing document must go through the Document
Controller. Old versions of documented information shall be withdrawn from circulation prior to the
use of the current versions. Where applicable, Document Controller or relevant Discipline has
authority to stop the usage of old document if it affects the quality of service conformity.

5.12 Management of Controlled Documented Information

• Control requirement for document is covered for internal and external document.

• Controlled document shall be maintained in Hard and/or Soft copies. All Soft Copies shall be
protected in PDF format and Read only (to control unauthorized changes to documented
information) and kept in the DWIL Shared Folder where DWIL personnel can access them.
DWIL documented information will be protected from tampering, unauthorized changes, and
damage. Appropriate safeguards such as “Read only”, PDF, System passwords and
employee training are put in place by DWIL to ensure information isn’t misused in any way.
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• Soft copies of DWIL Management Systems Documented Information will be located and
stored in the DWIL Computer systems and Shared Folders. Hard copies will be stored in
cabinets in various offices. This applies to the retained documented information (records) and
maintained documented information (documents). The process owner will ensure that
documented information under its custody are preserved and maintained accordingly.
Periodic backups of computer files and periodic monitoring of all documented information will
be practiced to ensure continued legibility.

• The Document Controller (DC) will be in charge of management of Management Systems

documented information and will ensure changes are made following the request for change.

DC will ensure that the correct versions of documented information are available at point of
use. When documented information is revised, the revisions are incorporated into the
information in use (after review and approval). Old versions shall be withdrawn from use and
the revised/new versions circulated for use. All relevant parties will be notified of the
changes. These safeguards are put in place to prevent employees from incorrectly accessing
and using obsolete information.

• Maintenance of soft copy shall be in appropriate manner and back-up system will be done.

• Hard copies are allowed. However, the DC will justify the method of distribution if hard copy
of controlled document is really needed and does not go against DWIL integrity of
management systems.

• Any controlled document needed to be distributed to third party, shall be approved by MR

and indicated with UNCONTROLLED

• Any printed document is not controlled unless it has a control stamp on it.
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5.13 Management of Controlled Records/Documented Information

DWIL shall maintain records that are needed to provide evidence of conformity to requirements and
of the effective operation of the management systems. The records will be identified along with the
controls for each record type.

5.14 Storage, Protection and Retention

• All records shall be stored, maintained and retrievable by the respective functions. The
critical records and data will be stored on DWIL server or computers; in all cases, the
computers will be subject to backup. The IT Officer is responsible for management of backup
data and server management and maintenance.

• records and data stored on employee’ computers must either be backed up through the
server (as above), or backed up manually onto the server. The individual users of such data
are responsible when data is not backed up by the server.

• Records shall be stored in hard copy and/or soft copy as appropriate. For non-critical
records, storage in normal file cabinet is sufficient that can prevent damage or deterioration.
For critical records, if any, the records shall be protected from potential fire, theft,
unauthorized removal and other damage.

• Also, critical records on electronic media shall be secured from inadvertent deletion,
computer viruses and corruption of files; hard copies shall be produced and kept at a
different location / area.

• Records on soft copy shall be backed-up and back-up records shall be protected accordingly
from damage or loss.

• Record’s legibility must be preserved.

• All records shall be retained for a minimum period as specified in the List of Records.
Designated person shall be responsible to establish the retention period.

• Training records and other records pertaining to employees must be retained at all times.
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• Regulatory and Statutory Compliance records shall be retained for the life of DWIL.

• Documented Information that is obsolete will be archived while records that are discarded
after retention shall be permanently destroyed.

• When archived records are stored offsite or in another location, these shall be stored in a
controlled environment that also protects them from damage or deterioration.

• As required by client, contract or regulatory requirements, records shall be made readily

available for review by the requesting authority. Such review is limited to those records
applicable to the client or regulatory authority, and shall not allow for the accidental or
intentional release of confidential information to an unauthorized party.

• Entries made by hand on hardcopy forms shall be made in ink.

• White-out or correction tape/fluid is not to be used on any records. The correct procedure for
making corrections is to cross the error out, make the correction and initial it. Optionally,
date-sensitive corrections should be dated as well.

Example:
126
31/01/2017
# Parts accepted = 124 A.S.

5.14 Retrieval and Disposal

• All records shall be made available for inspection by Top Management or as requested by
the interested parties.

• The records shall be stored in such a way that they are readily retrievable for review. For any
request for records by external parties, client, contract or regulatory requirements, records
shall be made readily available for review to the requesting authority. Such review is limited
to those records applicable to the client or regulatory authority, and shall not allow for the
accidental or intentional release of confidential information to an unauthorized party.
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• Records only can be disposed at the expiration of their retention period and after obtaining
approval from the Process owner and or MR.

• Records shall be disposed-off by any suitable means after the expiration of their retention
period. Typical dispositions include archive, shred, or recycle. Confidential records shall be
disposed-off by shredding.

6.0 Reference:
• ISO 9001:2015; 14001:2015, 45001:2018 Clause 7.5: Documented
Information

APPROVED BY:

High Chief (Dr). Emonena Victor Wayles Egukawhore JP, FCILG

Chairman/CEO
Jan 2024