Instruction F2.

Project Document Control

1.0

PURPOSE
This instruction describes the control measures required for electronic design information,
design documents, and project records at a project construction site.

2.0

SCOPE

2.1

This instruction is applicable to all construction projects under the administrative control of
Bechtel Construction Operations Incorporated.

2.2

This instruction establishes requirements to control:

a. Electronic design files and databases received from design engineering, vendors,
suppliers, and subcontractors
b. Project design documents received from design engineering
c. Documents received from vendors and subcontractors
d. Field design documents
e. Project records required to be retained per contract or per corporate policy

3.0

DEFINITIONS
None

4.0

REFERENCES

4.1

Generic Construction Project Procedures - available on the BecWeb.

4.2

Construction Quality Manual

4.3

Bechtel Quality Control Manual, ASME Section I, ASME Section VIII, Division I

4.4

Nuclear Quality Control Manual

5.0

RESPONSIBILITIES

5.1

Project Field Engineer (PFE)

The PFE is responsible to develop and implement a document control procedure for the
construction phase of the project.
REQUIREMENTS

6.1

The project specific procedure developed for construction document control activities on a
project should be appropriate for the type of project being constructed.

6.2

InfoWorks is the primary application used for the management of electronic project
documents at construction sites. To implement the use of InfoWorks, the following
elements must be included in the project document control procedure to control electronic

6.0

1997 Bechtel Corp.

Field Engineering Manual

F2.5-1

Instruction F2.5

Project Document Control

design information and databases:

a. Controls must be established on access to the master electronic files to ensure that
the essential design information is not altered.
b. A method of validating the field electronic document control register against the design
engineering electronic document control register must be established to ensure
that the most recent electronic documents are available at the project site.
c. The procedure must define how document access permissions are determined and
authorized.
d. A project electronic filing system must be defined and implemented at the project site.
e. Requirements for notifying project team members of electronic document revisions
must be defined.
f.

The control of electronic as-built information must be defined.

g. The method of controlling superseded, voided, and canceled electronic documents

must be defined.
6.3

The following elements must be included in the project document control procedure to
control hardcopy documents:
a. The procedure must require that a regular check of the design engineering document
control register be made to ensure that the most recent revision of engineering
design documents are available at the project site. These registers may be
supplemented with construction site logs for site developed design information.
b. Design information received in the field must be checked against the transmittal to
ensure all listed documents have been received. The procedure must address how
this check is made and documented and the type of follow-up that is made if a
discrepancy is noted.
c. A document distribution matrix and similar procedure that provides overall control for
document distribution must be implemented.
d. A project filing system must be defined and implemented at the project site.
e. Requirements for receipt, distribution, and filing of specifications, material requisitions
and purchase orders must be defined.
f.

The control of as-built information must be defined.

g. The method of controlling superseded, voided, and canceled design documents must
be defined.
6.4

To assist the PFE in the development of the project document control procedure, a generic
construction document control procedure is included in the BecWeb.

6.5

The Construction Automation Plan for the project must address software and hardware
requirements required to implement the project document control procedure.

6.6

Exhibit F2.5-1 provides a checklist of items to consider in establishing a construction site

document control system.

F2.5-2

Field Engineering Manual

1997:Rev.3

Project Document Control

Instruction F2.5

PROJECT DOCUMENT CONTROL PLANNING CHECKLIST

EXHIBIT F2.5-1
PREPLANNING:
Review required Document Control Center floor space considering:
0Number and type of documents to be received including contractor and field generated
documents
1Superseded and Voided document storage requirements
2Size of documents to be handled including reproduction equipment, storage, and stick files
3Number of desks required for Document Control Center personnel
4Number of print review tables required
5Type of equipment selected for use including computer workstations, plotters, and reproduction
machines
LAYOUT:
Document Control Center working area layout:
6Determine power requirements for Document Control Center equipment including computers,
printers, sorters, staplers, hole punches, shredders, and reproduction equipment
7Determine telecommunications requirements for the Document Control Center considering
electronic document transactions
8Determine the number and locations of phones required
9Consider number of personnel, work flow, and traffic patterns
10Review work area lighting requirements
11Consider document distribution method to be used (for example, will mail boxes or pigeon
holes be located in the work area?)
12Determine estimated inventory and storage location of paper and stationary supply stock
Document review area layout:
13Determine if review tables will be purchased or manufactured on site
14Determine how much review space is required
15Review tables should be approximately 32 inches (80 centimeters) high, be supplied with an
angled surface, have a one inch lip at lower edge, and be provided with a storage space below
the review surface
16Determine the number of drawing review sticks required
Document storage area layout:
17Determine the number of file cabinets and drawing files required
18Determine the number of book cases and shelves required
Reproduction area layout:
19Determine ventilation requirements for both heat dissipation and fumes removal
20Determine if reproduction unit will require roll or single sheet paper stock

1997:Rev.3

Field Engineering Manual

F2.5-3

Instruction F2.5

Project Document Control

DOCUMENT CONTROL SYSTEM SECURITY

Review physical security of the Document Control Center considering:
21Determine how access to the Document Control Center will be controlled
22Determine how many lockable desks, cabinets, and document files are required
23Determine how keys will be controlled
24Develop a listing of who will be authorized access to document originals
25Provide direction on how superseded, voided, or unneeded prints are to be destroyed
26Determine whether print recipients must return superseded prints for destruction
27Determine if security system or special process documents require special handling and control
procedures such as limited distribution or printing on special color paper
Review electronic security of the project document control system considering:
28Verify that password controls for access to the project site local area network have been
implemented
29Verify that controls are in place for document access permissions and that permissions are
based on need
30Make sure that field users cannot alter design documents without authorization
31Frequently scan electronic files for viruses
32Determine if controls need to be implemented to ensure that electronic files are not copied
without authorization

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Field Engineering Manual

1997:Rev.3