The Quality Manager shall distribute the revised Project Quality Plan together with the Revision Record Form to the Project Staff mentioned in section 2.4.4.1 of the Project Quality Plan.

3.5 Document Control 3.5.1 Purpose

This procedure describes the projects centralized Document Control system which is effectively implemented manually and by electronically for the following : ? Incoming, outgoing and internal/external correspondence. ? Technical Documents & Records ? Engineering Documents & Records ? QAQC Documents & Records

? Safety, Health and Environmental Documents & Records

The documents are controlled in terms of distribution, submission, internal circulation and internal review to ensure that they remain legible and readilyidentifiable. traceable and to prevent the untended use of obsolete documents.Furthermore, by implementation of the above control criteria the legitimatepurpose each document is being fully addressed to the intended parties. The detail description of the above listed types of correspondences and documents identified in this project are detailed in Appendix. The list attached in the Appendix shall be frequently updated to ensure uniformity and synchronization to any additional identified type of sub-control elements for the respective document and record.

The Contracts & Commercial related document & records shall be maintained by the respective origination department. 3.5.2Scope

This procedure covers the control method of the following:

? Receiving, submission & internal circulation of incoming & outgoing correspondence. technical & engineering document related matters ? Correspondence & document number referencing

? Prepare, internal review and submission of QAQC, safety, health, and environment, technical and engineering document.

? Handling of Private &Confidential Document

3.5.3Incoming and Outgoing Document Procedure The following described procedures are related to:

? Incoming document including correspondence and technical.engineering, QAQC, Safety & Health and Environment related document submission by sub-contractors ? Outgoing correspondence

? Outgoing technical, engineering, QAQC, Safety & Health and Environment document Document Transmittal shall be used by the Subcontractor for any submission of technical, engineering, QAQC & Safety & Health and Environment document which required approval. Document Transmittal format & reference number shall be provided to the subcontractor if subcontractor does not implement any standard of document transmittal format. 3.5.3.1 Incoming Documents

Following is a brief description of the processes as illustrated in the Incoming Correspondence. i. Document Controller (DC) shall stamp the date of receipt for the incoming documents. ii. DC shall register the incoming document in the respective identified register such as incoming correspondence register and incoming technical document register.

iii. DC shall scan and make a copy of the original document and pass the copy to the Project Manager (PM) to decide the list of person for circulation.

iv. Project Manager (PM) shall decide and indicate the persons to take action or for information only.

v. DC shall register and file the document and arrange the distribution as defined by the Project Manager (PM).

vi. DC shall ensure all incoming documents are uploaded and registered in the Document Control System (DCS).

vii. DC shall also indicate the necessary actions required by the respective recipient's l.e. for action or info in the DCS for the tracking to be done.

viii. The parties identified in the distribution list could print a hardcopy of the documents for their own action from the DCS.

As for correspondences the distribution will be made via the Email System. ix. DC shall file the original document into the allocated Master File.

x. The manner of circulation of the incoming documents could be adjusted to suit the nature/importance of the document.

Exemple:

Private & Confidential Urgent Action Required After stamping ®istration, the DC passed the letter directly to the concerned eerson The DC make an additional copy and send the memo directly to the person for action, while another copy is under the normal circulation XI. Such special instruction and changes to the normal flow shall be explained and recorded to the DC.

xii. Any incoming correspondence or documents or records related to commercial and financial matter shall be treated as Private & Confidential document. xiii. Please refer to Appendix for details on the Incoming Register. 3.5.3.2 Outgoing Correspondence Document

Following is a brief description of the processes as illustrated in the outgoing correspondence document (besides Transmittal Noted,Memorandum, Facsimile and outgoing correspondence document to CLIENT):

i. The staff/ originator shall prepare the correspondence and request the correspondence reference number from the DC.

ii. The Project Manager shall approve the correspondence and decide the internal parties to be informed. Correspondence not approved shall be returned to the initiator and the outgoing number shall be cancelled.

iii. The approved outgoing correspondence shall then be dispatched or mailed to the recipient. iv. DC is to ensure all outgoing correspondences is registered and uploaded in the DCS and hardcopy is filed in the Master file.

v. If there is any internal distribution identified by the Project Manager (PM), DC shall make copies and distribute to the identified personal.

vi. All outgoing correspondences Reference No. will be re-cycled each year at the end of each consecutive year.

3.5.3.3 Outgoing Correspondence (Transmittal, Memorandum and Facsimile) i. Only Document Transmittal, Memorandum and Facsimile. ii. The running series number will start from 0001 for each document.

iii. Each correspondence shall be assigned with a unique reference number.

iv. In general, the identification number for outgoing correspondence shall follow the following format as shown below:

Please find form for Document Transmittal at Appendix A-i.a for reference. Type of Document (3 alphabetical) Subject Code

3.5.3.7 CLIENT Shop Drawings Submission i. To prepare the transmittal and spreadsheet ii. Check by CM prior to PM signature

iii. Cover page shall be furnish and prepare only when there's a reply sheet of the shop drawings for submission.

iv. After submission distribute to respective parties or stations accompanied by transmittal and duly acknowledged by CLIENT.

v. Label the submitted drawings, scanned and stored in server.

vi. After which update and record in the DAR No (Record) (must be updated all the time) 3.5.3.8 CLIENT Incoming Correspondences Please refer to Clause 3.5.3. 1.

3.5.4 Preparation, Review and Approval of Project Documents

i. Project Manager shall review and approve all project documents prior to their release. ii. Project documents in terms of technical, QAQC, Safety & Health and Environment and engineering related document noted in the client requirement shall be submitted to the client for their review prior to use.

iii. Project documents shall be identified uniquely with a document number and revision numbers where required.

iv. The submission of the required documents shall be tracked for the status of approval. 3.5.5Maintenance of Master Copies of Project Documents

i. Project Manager shall assign Document Controller to maintain and keep the master copies of the Project Documents.