Procedure for Control of Doc.

MGT/PRO-10
Documented Information Issue date: March 30th, 2020
Rev 01

Procedure for Control of Documented Information

Prepared by: Name: Adjira SAYAD

Designation: QHSE Manager
Signature:

Reviewed by: Name: Pamela BOBILLIER

Designation: Business Transformation Director
Signature:

Approved by: Name: Armand PASTEUR

Designation: President
Signature:

Initially Issuance Date: April 6th, 2020

1
 Procedure for Control of Doc. MGT/PRO-10
Documented Information Issue date: March 30th, 2020
Rev 01

1. SCOPE

To ensure that the documented information. Including all documents of internal & external origin, is
controlled with respect to approval, distribution, change etc.

2. PURPOSE

To establish a consistent process for controlling the documented information required to maintain
ALTEA Energy’s quality management system.

3. REFERENCE DOCUMENTS

3.1 IMS Manual

4. TERMS & DEFINITIONS

WI- Work Instruction

F- Format
IMS- Integrated Management System

5. RESPONSIBILITY AND AUTHORITY

5.1 The QHSE Manager and HOD’s of all departments are responsible for the effective
implementation of this procedure.
5.2 President gives final approval on all ALTEA Energy IMS system documents
5.3 QHSE Manager

• Ensure that ALTEA Energy IMS system documents are formatted, identified and issued per
the requirements of this operating procedure.
• Ensure that revisions to IMS documents are reviewed and approved by the same functions
that performed the original review and approval.
• Ensure that the necessary documents are accessible to appropriate personnel.
• Prevent the use of obsolete or invalid documents.
• Maintain the computer system and files on the online server.

5.4 Document Owners

• Draft, review, and update quality system documents applicable to their areas of expertise
and process ownership.
• Work with the Quality & HSE Manager or designee to ensure that their documents are up to
date and accurately logged within the Document Master List

6. DETAILS OF PROCEDURE

2
 Procedure for Control of Doc. MGT/PRO-10
Documented Information Issue date: March 30th, 2020
Rev 01

6.1 Altea Energy management create up-grade, distribute and dispose the document as per
following criteria:

6.1.1. Levels of Documents:

The documents of Integrated Management System (IMS) are categorized into five levels due to their
nature.

Level I: Organizational Chart, Policies & IMS

Manual

Level II: Integrated System Procedures

Level III: JDs, Work Instructions

Level IV: Forms & Formats

Level V : Records

6.1.2 Document Coding Scheme:

Altea Energy has established a document coding system, which is applied to all levels of documents
being created or maintained by Altea Resources. The detail of document coding scheme is given
below.

All the documents will have a unique identification code according to this:

“DEPT/AAA-NN” where:

• DEPT Department;
• AAA Represents the code for type of document (such as Policy, Procedure, Manual, WI
Work Instruction etc.);
• NN represents the serial number of documents starting from 01, 02 and so on.

In addition, in case of form unique identification code according to this:

3
 Procedure for Control of Doc. MGT/PRO-10
Documented Information Issue date: March 30th, 2020
Rev 01

“DEPT/FRM-PRO. NN”

• DEPT Department
• FRM represents the Form
• PRO. NN: PP represents the serial number of relevant procedure/Manual Section and NN
form starting from 01, 02 and so on.

Following codes are used for different types of documents:

Code Type of document

ORG Organizational Chart
ISM Integrated System Manual
POL Policy
ISP Integrated System Procedure
JD Job Description
WIs Work Instructions

Following codes are used for different departments /sections:

Code Department / Section

MGT Management (IMS Compliance)
MKT Sales and Marketing
FIN Finance
A&HR Admin & Human Resource
B&D Business & Development

6.1.3 Document Format:

All documents are generated with following standard header and footer in the order of occurrence.

Doc. DEPT-AAA-NN
Document Name Issue date: To be decided
Rev NN

• Footer will have page number at its mid.

• Following document approval box will be placed on the title page of; only Integrated System
Manual of LEVEL I, each document of LEVEL II (Procedures), and WIs of LEVEL III
documents.

4
 Procedure for Control of Doc. MGT/PRO-10
Documented Information Issue date: March 30th, 2020
Rev 01

Prepared by: Name:

Designation:

Signature:

Reviewed by: Name:

Designation:

Signature:

Approved by: Name:

Designation:

Signature:

Initially Issuance Date:

6.1.4 Document Preparation, Review and Approval:

Documents to be used in the Altea Energy will be prepared, reviewed and approved according to the
criteria given below in the table:

Level Doc. Type Prepared by Reviewed by Approved by

I ORG, POL, JDs Department Manager Relevant Director
Manual responsible
II ISP Department Manager Relevant Director
responsible
III WIs Relevant Incharge Department Director
Manager

Relevant Manager shall ensure that all documents (whether new or revised) are approved by
concerned authority prior to put into practice.

6.1.5 Document Distribution Management:

This method of distribution applies to all documents to be issued in hard form and this portion is not
applicable on Forms being used; only documents such as Policies, Procedures, and Work
Instructions are covered here:

1. All printing rights of IMS system documents shall reside with the Relevant Manager (RM).

5
 Procedure for Control of Doc. MGT/PRO-10
Documented Information Issue date: March 30th, 2020
Rev 01

2. RM shall maintain all Original IMS documents. They have original signs of relevant persons
on it.
3. All copies used for distribution shall be stamped CONTROLLED in “Blue Color” in the footer
of all the pages of the document.

CONTROLLED
A document bearing no stamp will be considered “UNCONTROLLED”. Distribution and use of
uncontrolled documents shall be considered nonconformity.

6.1.6 Document Change Process:

Any person can initiate a request to introduce new revision of the existing document / format. The
request after being raised by the initiator is submitted to:

a. Director through Manager Incharge for IMS documents / formats

b. Concerned Incharge in case of departmental documents / formats

• Director / concerned Incharge will accept or reject the request after proper analysis in
consultation with related authorities.
• If Director / concerned Incharge after review accepts, the document change request then
documents will be reviewed and approved by defined authorities.
• Handwritten amendments are not allowed.
• The details of the changes are entered into the “Amendment History Record” table.
• After final approval has been made, the original Master Document and its controlled copies
will be recalled. The original Master Document is stamped OBSOLETE in “Red Color” and
placed in the obsolete documents file until the arrival of next revision.

OBSOLETE

• The updated documents will be distributed again according to the defined methodology in
this procedure.

6.1.7 Access and Disposal of Obsolete Documents:

Director / concerned Incharge have the authority to access the obsolete documents. When the
retention period of document is expired, Director / concerned Incharge review the validity and
usefulness of IMS / departmental documents respectively. He then decides whether to:

a. Shred the record through shredder in his / appointee’s presence.

6
 Procedure for Control of Doc. MGT/PRO-10
Documented Information Issue date: March 30th, 2020
Rev 01

b. Create scanned images for reference purposes, in case of any requirements in the future, and then
shred them through shredder in his / appointee’s presence.

6.1.8 The body of each procedure should address these main topics, as applicable. The table below
identifies the title of the heading and a description of the content.

Item Heading Title Content Description

This section states the intended purpose or needs for
1 PURPOSE
generating the document.
This section identifies the personnel, department,
and/or authority in the organization that is responsible
2 RESPONSIBILITIES
for maintaining, and/or implementing the steps within
the document.
This section provides a list of the operating procedures,
APPLICABLE FORMS OR
3 work instructions, forms or external documents
REFERENCES
referenced in the document.
Statements of principle that apply to the document as a
4 POLICIES
whole.
Where appropriate, systematic flowcharts should
5 PROCEDURES
illustrate the procedures.
This section directs users to the Document Master List
RECORDS/OBJECTIVE
6 for the retention duration of records referenced in the
EVIDENCE
procedure.

6.2 Control of External Documents

6.2.1. External documents are defined as documents whose origin and control is by a body outside
ALTEA Energy. Examples:

• Equipment manuals regarding the operation, safety, repair or maintenance of equipment

used by ALTEA Energy in the processing of customer orders.
• Supplier manuals, specifications, or standards from customers that are provided to ALTEA
Energy, which contain customer requirements that are not part specific.
• Documents necessary for the planning and operation of the quality system.
• International Quality Standards, example: ISO 9001: 2015.

6.2.2. External documents are maintained as digital files whenever possible. When practical,
external documents that are readily available on the internet should not be maintained at ALTEA
Energy. The External Document Control List is able to store a link to the online location of the
document.
6.2.3. Printed copies of obsolete, external documents that are retained for legal and/or knowledge
preservation shall be marked “OBSOLETE” and/or held in a binder/folder marked “OBSOLETE”.

7
 Procedure for Control of Doc. MGT/PRO-10
Documented Information Issue date: March 30th, 2020
Rev 01

6.2.4. Electronic files of obsolete, external documents that are retained for legal and/or knowledge
preservation shall be overwritten with notes to indicate that the file is obsolete. If the contents of
the file are write-protected, the file name shall be appended with “OBSOLETE”.
6.2.5. The personnel responsible for periodically verifying that ALTEA Energy has access to the
current revision of an external document is identified in the External Document Control List. When
appropriate, the schedule, method for verification, and other means for control shall be recorded
there as well.
6.2.6. The Customer Master List Database can be used to save files and URL links to customer-
specific external documents. External documents saved in the Customer Master List Database are
considered “For Reference Only”

6.3. Control of Quality Records

6.3.1. Quality records at ALTEA Energy consist of those documents that describe the results of some
activity. Examples of quality records include inspections, tests, reviews, audits, measurements,
training records, meeting minutes. The control of quality records refers to the originals.
6.3.2. The Document Master List with Revision History, lists for each quality record;

• The document code and title,

• The current revision and issue date,
• A description of revision changes,
• The index for sorting or filing the records,
• The location of active records and the personnel responsible for maintaining them,
• The active retention time for records, and the total retention time for archived records,
• The means for retrieving records,
• The methods for disposing of the records, when their total retention time is up and they are
no longer useful.
• Additional notes regarding access, distribution, use and risk as applicable

6.3.3. ALTEA Energy quality records are maintained to demonstrate product quality, the
effectiveness of the quality system and/or conformance to specified requirements.
6.3.4. Quality records are generated internally within ALTEA Energy and externally from customers,
suppliers, and subcontractors.
6.3.5. Typically, ALTEA Energy asks that suppliers provide all necessary quality records so they may
be retained and controlled internally. When ALTEA Energy supplier is required to maintain quality
records, the means for retaining and controlling the records are specified on purchasing documents.

6.4. Making corrections on quality records

Pens with permanent ink should be used to make corrections or changes to the quality records.
White-out or pencil should not be used to make corrections or changes to quality records.

6.5 Maintaining Quality Records

8
 Procedure for Control of Doc. MGT/PRO-10
Documented Information Issue date: March 30th, 2020
Rev 01

The table below identifies the type of quality records maintained at ALTEA Energy and how each is
maintained.

Item Type of Quality Record How it is maintained

Protect the record from becoming dirty or soiled.
1 PAPER Keep records away from sources of contamination.
Use a plastic sleeve if appropriate.
Use virus protection practices.
ELECTRONIC MEDIA
2 Backup data on a regular basis.
(Computer)
Maintain backups off-site if appropriate.

6.6 Identifying quality record retention requirements

Quality record retention requirements are specified in Document Master List with Revision History.
Specified retention requirements are established in accordance with the:

• Duration of the contract

• Life of the product, and
• Requirements of applicable standards, and
• The government, customer, legislative, statutory, regulatory, and/or contract requirements.

6.7 Archiving quality records

Authorized personnel use the steps in the table below to properly archive quality records. Currently,
outside storage services are not used to archive quality records.

Step Task Action

Indicate the names of the records being archived.
Indicate the period covered by the records being
archived.
1 Labelling the box
Example: From (the date of the first record ) to (date of
the last record)
Indicate the date the box is being archived.
Place the records in a designated archive storage area
that will:
2 Storing the box
Protect the record from becoming dirty or soiled.
Keep records away from sources of contamination.
7.0 DOCUMENT RECORS

7.1 Document master List

9
 Procedure for Control of Doc. MGT/PRO-10
Documented Information Issue date: March 30th, 2020
Rev 01

7.2Retentionof documents Records

10