PEP 317

Page 1 of 8
DOCUMENT CONTROL AND DISTRIBUTION

Rev. Date: 22 Oct 2008

TABLE OF CONTENTS
SECTION

PAGE NO.

1.0

PURPOSE AND SCOPE.......................................................................................... 2

2.0

DEFINITIONS........................................................................................................... 2

3.0

REFERENCES......................................................................................................... 3

4.0

PROCEDURE........................................................................................................... 4

5.0

RECORDS................................................................................................................ 8

6.0

FORMS AND EXHIBITS........................................................................................... 8

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Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED

PEP 317
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DOCUMENT CONTROL AND DISTRIBUTION

1.0

Rev. Date: 22 Oct 2008

PURPOSE AND SCOPE

The purpose of this procedure is to establish the responsibilities and methods for controlling document
distribution and storage and maintaining accurate status and location of project documents. This
procedure applies to projects undertaken by the Company and includes the Home Office and Field Sites.
2.0

DEFINITIONS

2.1.

Project Documents

Including, but not limited to: procedures, sketches, drawings, calculations, material and equipment
specifications, data sheets, reports, lists, estimates, electronic media files, procurement documents,
contract documents, software (deliverable), operation/maintenance data, correspondence and other
communications, construction documents, project controls documents, safety documents and quality
documents produced on the project.
2.2.

Supplier Documents

Sketches, drawings, calculations, software, material and equipment specifications, data sheets, reports,
lists, quality documents and electronic media files provided by suppliers.
2.3.

Subcontractor Documents

Sketches, drawings, calculations, software, material and equipment specifications, data sheets, reports,
lists, quality documents and electronic media files provided by subcontractors.
2.4.

Client Supplied Documents

Sketches, drawings, tracings, calculations, material and equipment specifications, electronic media files,
standards, procedures, manuals, guides and software provided by the Client.
2.5.

Procurement Documents

Inquiries, proposals, material requisitions, evaluations, correspondence, purchase orders and

subcontracts associated with the procurement of material, services and equipment.
2.6.

Contract Documents

Client request for proposal, bid proposal, executed final contract, request for changes to the contract,
change proposals, executed change orders, contract notices, and other correspondence with contractual
ramifications.
2.7.

Quality Documents

Project Quality Assurance Plan, audit and surveillance records, supplier surveillance records,
Nonconformance records and corrective action requests.

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PEP 317
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DOCUMENT CONTROL AND DISTRIBUTION
2.8.

Rev. Date: 22 Oct 2008

Project Document Control Center (PDCC) (is)

A centralized area and process for project document retention, control, issuance, tracking and
distribution. Documents maintained within PDCC may include incoming and outgoing correspondence,
meeting notes, progress reports, technical documents including specifications, data sheets and drawings,
supplier documents, procurement information, inspection reports, safety reports etc. The person who
performs this function is often referred as the Document Controller or Project Administrator but the
function may be performed by the Project Engineering Manager or Project Manager.
2.9.

Electronic Data Interchange

The exchange of electronic files between the Company, Consultants, Clients, Partners, Suppliers, and
Subcontractors. The files may be drawing files, spreadsheet files, data base files, or word processing
files.
2.10. Document
A document may consist of physical media (such as paper, mylar, etc.) or an electronic file (with or
without physical media). Copies may be physical or electronic copies, regardless of the original media.
Electronic files will be handled by the PDCC in the same manner as physical (paper) documents with the
exception that electronic files will be electronically stored in an Electronic Document Management
System (EDMS).
2.11. Electronic Document Management System (EDMS)
An electronic (computerized) system that, as a minimum, maintains lists of document properties and
either document copies or locations. EDMS systems may also be able to generate lists, listings and
transmittals.
2.12. Issue Authorization and Maintenance for Use
The Director, Project Information Management is responsible for the maintenance of this procedure and
will review the procedure annually to determine any necessary updates. Should an individual employee
have a suggestion for improvement or modification to this procedure, he or she may mark-up a copy of
the PEP and send to the Director, Project Information Management for review. The Director, Project
Information Management will review the recommended changes and respond back to the employee on
plans to address the suggestions. Changes to the procedure will be distributed to other Corporate
Department Managers and Corporate Functional Leads for their concurrence. When the reviews are
complete, the Director, Project Information Management will consolidate and recommend changes to this
PEP to the Senior Vice President, Project Operations who has the authority to issue revisions to this PEP.

3.0

REFERENCES

3.1.

PEP 202, Project Execution Plan

3.2.

PEP 316, Records Filing, Retention, Retrieval and Destruction of Documents

3.3.

PEP 358, Preparation, Checking and Approval of Engineering Drawings

3.4.

PEP 402, Purchasing

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PEP 317
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DOCUMENT CONTROL AND DISTRIBUTION

Rev. Date: 22 Oct 2008

3.5.

PEP 404, Supplier Drawing and Data Identification and Review

3.6.

PEP 407, Subcontracting

4.0

PROCEDURE

4.1.

Process Work Flow Chart

None
4.2.

Process Work Flow

A.

Project Documents

Action By

Action

Project Manager/Project
Engineering Manager

1.

Responsible for establishing the document distribution for

project documents as indicated in the Project Execution Plan.

2.

Is responsible for having lists created and maintained to indicate

the latest controlled issue of the following:
a. Project drawings, PEP 358
b. Supplier drawings
c.

Subcontractor drawings

d. Specifications, PEP 355

e. Client supplied drawings and Specifications
f.

Project Team

Change orders, PEP 314

3.

Is responsible for the controlled distribution and release of the

project documents as identified in the Project Execution Plan.

4.

Forwards project documents to the PDCC.

5.

Provides sufficient information to the PDCC for establishing the

document distribution matrix.

6.

Releases all engineering documents for distribution.

7.

Responsible for establishing

requirements, as applicable.

8.

Responsible for removing invalid or obsolete documents from

the work area or suitably controlling them to prevent unintended
use.

EDMS

access

and

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usage

PEP 317
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DOCUMENT CONTROL AND DISTRIBUTION

Action By

Rev. Date: 22 Oct 2008

Action
9.

Responsible for the storage of temporary electronic working files

on the project local area network including drawings,
specification, calculations etc. Issued or completed documents
will be distributed and stored by the PDCC.

10. Provides copies of significant e-mails, including attachments, to

PDCC for inclusion in the project files.
Project Procurement Manager

11. Transmits purchasing documents, after appropriate Company

Management approval, for issue.

Supervising Discipline Engineer

/ Lead Design Engineer

12. Transmits engineering documents between the Engineering

Disciplines for design development, coordination and
information in accordance with PEP 358.
13. Deliver engineering documents for external use to the Project
Engineering Manager for signoff and issue in accordance with
PEP 358.
14. Coordinate with PDCC in expediting documents.

NOTE: The following activities (14-24) may not apply to all projects executed by the company.
PDCC

15. Manage and maintain the EDMS.

16. Process all project documents in accordance with this
procedure and the appropriate engineering procedures, e.g.,
PEP 358, etc.
17. Receive issued project documents from the Project Functional
Managers. VOID documents shall be handled as the next issue
of the document.
18. Responsible for removing invalid or obsolete documents from
the PDCC and EDMS or will suitably control them to prevent
unintended use.
19. Log in the project document, make copies for distribution and
store the original per the Project Execution Plan.
20. Distribute the project documents in accordance with the project
document distribution matrix.
21. Transmit project documents to client, suppliers, subcontractors,
and construction.
22. Maintain records providing current status of all documents in
the PDCC system.

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Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED

PEP 317
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DOCUMENT CONTROL AND DISTRIBUTION

Action By

Rev. Date: 22 Oct 2008

Action
23. Maintain the list of transmitted documents developed from
transmittals of supplier and Company documents.
24. Submit an Overdue Report to the various departments involved.
25. Maintain Transmittal Log Report.
26. Maintain copies of the documents and the transmittals.
27. Incorporates significant project e-mails into the project files.

B.

Supplier and Subcontractor Documents

Action By

Action
1. Technical Supplier or Subcontractor Documents are to be
processed in accordance with PEP 404, Supplier Drawing and
Data Identification and Review.
2. Commercial Supplier/Subcontractor Documents are to be
processed in accordance with PEP. 402, Purchasing, PEP 407,
Subcontracting, and PEP 316, Record Filing, Retention, Retrieval,
Destruction of Documents.

C.

Client Supplied Documents

Action By

Action

Project Engineering Manager

1. Provides distribution and control instructions for client supplied

documents and/or electronic media.

Project Team

2. Obtain client supplied specifications, drawings (tracings and/or

prints), and/or electronic media (client or supplier supplied) with
project design information.
3. Route all such documents to the Project Engineering Manager for
logging and disposition.

Project Engineering Manager

4. Forwards the documents to Project Document Controller / Project

Administrator.

NOTE: The following activities (5-8) may not apply to all projects executed by the company.
PDCC

5. Processes the document information into the PDCC System

database.
6. Makes a record copy of the documents and appropriately stores the
documents.

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Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED

PEP 317
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DOCUMENT CONTROL AND DISTRIBUTION

Action By

Rev. Date: 22 Oct 2008

Action
7. Makes a listing of documents received and sends it to the
appropriate team members informing them of the availability of the
documents, for reference or for obtaining prints as directed by the
Project Engineering Manager.

Project Team
D.

8. Responsible for removing invalid or obsolete documents from the

work area or will suitably control them to prevent unintended use.
Issuing Documents

Action By

Action

Supervising Discipline Engineer

1. Deliver documents to the Project Engineering Manager for issue

after obtaining the necessary signatures in accordance with PEP
358.

Project Engineering Manager

2. Approves and signs all drawings to be issued.

3. Sends the drawings to PDCC for copying and distribution.

PDCC

4. Distributes copies via the Projects standard Transmittal as

indicated on the distribution matrix.

Project Team

5. Responsible for removing invalid or obsolete documents from the

work area or will suitably control them to prevent unintended use.

E.

Field Drawing/Specification Control

Action By

Action

Construction Personnel

1. Will manage the flow of incoming and outgoing drawings and

specifications.

Construction Engineer

2. Will date stamp drawings and specifications upon receipt if

required by the Project Execution Plan.

Construction Secretary/Project
Document Controller/ Project
Administrator

3. Will establish a Field Drawing status log and a Specification

Status log to record the initial release, the current approval status,
and current revision number.

Construction Engineer

4. Responsible for establishing a Drawing Log to record the current

holders of the drawings and Specifications.
5. Responsible for removing invalid or obsolete documents from the
work area or suitably controlling them to prevent unintended use.

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Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED

PEP 317
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DOCUMENT CONTROL AND DISTRIBUTION
F.

Rev. Date: 22 Oct 2008

Electronic Data Interchange

Action By

Action

Project Engineering Manager,

PDCC and IT/CAE Support

Are responsible for developing the Electronic Data Interchange Plan

with input from the Client and notifying any other parties on the
requirements for implementation of the process. The Electronic Data
Interchange Plan will describe the type of documents that will be
interchanged, electronic media to be used, level of security required,
acceptable file formats and access/password control requirements as
a minimum. The Electronic Data Interchange Plan is to be included in
the Project Execution Plan.

5.0

RECORDS

During the life of a project the PDCC retains records of all transactions described in the procedures
above.
A copy of these records is retained in the project files for the duration of the project. After project
completion they are processed in accordance with the procedure for Record Filing, Retention, Retrieval
and Destruction of Documents (PEP 316).
6.0

FORMS AND EXHIBITS

6.1

317-01 (MM), Letter of Transmittal

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Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED