GE

Oil & Gas

Global Services / Turbomachinery Operations - Field Activities

EHS-PG.001

Documental Management and Coding

Organization

Global Services / Turbomachinery Operations

Function

Environment, Health, and Safety

Title

Documental Management and Coding

Scope

The present document provides the standards and rules for documental
management and record detention of the EHS Management System.
Present procedure applies to all GS/TM sites, employees, temporary and
contract employees, and contractors performing work on GS/TM sites.

Code

EHS-PG.001

Previous ref

11/04/11
21/01/10
15/07/09

2
1
0

Date

Rev.

Document format, approval formalization

Revision GlobOps-TM OTR/TK
First emission

A.Garello
A.Garello
A.Garello

M.Marilli
F.Raveggi
F.Raveggi

F.Raveggi
D.Ayres
D.Ayres

Descr.

Designed

Controlled

Approved

Rev. 2, April 11th, 2011

Controlled copy only on EHS/SER website

GE Property - Confidential

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GE
Oil & Gas

Global Services / Turbomachinery Operations - Field Activities

EHS-PG.001

Documental Management and Coding

Index

1. Scope and Application ........................................................................................................................................ 3

2. Definitions ................................................................................................................................................................. 3
3. Operating Procedures ......................................................................................................................................... 3
3.1

Management of Internal Documents ........................................................................................................................................... 3

3.1.1

Document identification ............................................................................................................................................................ 3

3.1.2

Document Issue .............................................................................................................................................................................. 4

3.1.3

Document Distribution................................................................................................................................................................ 4

3.1.4

Document Modification .............................................................................................................................................................. 4

3.1.5

Archiving and storage ................................................................................................................................................................. 4

3.2

Management of External Documents .......................................................................................................................................... 4

3.2.1

Legislation.......................................................................................................................................................................................... 4

2.2.2

National and International technical standards ........................................................................................................... 5

2.2.3

Other regulations applicable to the orders...................................................................................................................... 6

2.2.4

Other external documents........................................................................................................................................................ 6

3.3

Records Management .......................................................................................................................................................................... 6

3.4

Data Management ................................................................................................................................................................................. 6

4. Annual assessment .............................................................................................................................................. 7

Rev. 2, April 11th, 2011

Controlled copy only on EHS/SER website

GE Property - Confidential

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GE
Oil & Gas

Global Services / Turbomachinery Operations - Field Activities

EHS-PG.001

Documental Management and Coding

1. Scope and Application

The purpose of this procedure is to define operating procedures (issuing, verification, approval, distribution,
modification, etc.) of the documents and records of the Health and Safety Management System.
This procedure applies to:
the issuing/modification/distribution of System documents,
the management of external documents,
the management of the Management System records,
data management.
Present procedure is applicable to all Site activities (Supervisions, Turn Keys, CSA, etc.).

2. Definitions
EHS/SER EHS team supporting GS/TM.
GE Site Manager the person whos managing or coordinating the activities at site, being him formally
appointed as Site Manager, or being the more experienced FSE, or having informal duties as activities
coordinator at site.
GS/TM Global Services Operations / Turbomachinery Operations divisions of GE Oil& Gas.
RSGSS within EHS/SER is the Responsible of H&S Management System.

3. Operating Procedures
3.1

Management of Internal Documents

3.1.1

Document identification

The Management System Manual and related documents are identified with an alphanumeric code like the one
shown in the scheme below

EHS

AA

xxx

yyy zz

whereby:

EHS stands for Environment, Health, and Safety

AA stands for type of document (i.e. MAN = Manual, PG = Management Procedure, WI = Work
Instruction, etc.)

xxx is the consecutive number assigned to the procedures in the Manual. Management and operative
procedures are identified by two different series of numbers.

yyy indicates the type of document attached and more specifically:

o Frm = Form
o Saf = Safety rule
o Reg = Register
o Str = Structure
o Min = Minutes

zz is the progressive attachment number.

i.e. EHS-PG.008.Frm03 means record n03 (form), attached to Management Procedure n008.

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3.1.2

Global Services / Turbomachinery Operations - Field Activities

EHS-PG.001

Documental Management and Coding

Document Issue

A document of the Management System is issued according to the stages described below:

The document is edited by any person/function in the company, who is an expert in the application of
the procedure.

The EHS/SER verifies that the format of the procedure complies with the standard described in this
procedure, that the provisions in it comply with the reference standards and mandatory rules and that
they are consistent with the rest of the documents of the System.

The document is approved by the Global Services EHS Leader after checking consistency with the
companys policies.

The persons editing, verifying or approving the document gives her/his formal acknowledge (via email, via
printed doc, etc.).
The RSGSS (the Responsible of H&S Management System) stores in its office the EHS-PG.001.Reg01 form, which
mentions the title and the code of the documents as well as the number of revision, date of issue and notes.

3.1.3

Document Distribution

Documents can be distributed either in controlled or uncontrolled copies; an uncontrolled copy is a document
distributed for information purposes and thus not subject to revision.
The present edition of the Manual of the Health and Safety Management System and of the management and
operating procedures is available on the companys EHS/SER Intranet site.
After each revision the RSGSS replaces the old with the new version of the procedure; this way each user will
have access only to the latest edition of the manual. The addressees of the Manual or procedure will be notified
by e-mail of the revision; the RSGSS will store the feedback messages.

3.1.4

Document Modification

The modification of a document can be suggested by any organization function. The modified document
undergoes the same procedure for approval as the previous version. The RSGSS introduces the document in
the general document list and in the dedicated website. All addressees are notified thereof by e-mails that will
be stored on the System.
The RSGSS shall ensure that the modified document is consistent with the rest of the documents.

3.1.5

Archiving and storage

The RSGSS is responsible for the archiving operations of the original copies of the Management System
documents. The hard copy bearing the original signature is kept in the RSGSSs office. When a document is
reviewed the old copies are marked NO LONGER IN USE and are stored in the electronic archive.

The Training (as per EHS-PG.002) requirements for contractors are defined by contract; they shall be aligned
with requirements set for GEs FSEs. In case of sites specific need, they shall be indicated on jobs Safety Plan.
The Training Matrix is shared with Contractors responsible. The GE Site Manager is responsible to verify that
training has been completed and is addressing jobs peculiarities.

3.2
3.2.1

Management of External Documents

Legislation

The purchase, distribution, storage of the laws of the State occurs in two different ways:
Rev. 2, April 11th, 2011

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A.

Global Services / Turbomachinery Operations - Field Activities

EHS-PG.001

Documental Management and Coding

Legislative update
On a quarterly basis the Field Service EHS Manager receives a message on the latest updates that are
relevant for the activities of the Field Service.
The message reports the developments occurred in the last month and in the three previous calendar
months. It reports also the proposals made and previously reported but not yet adopted. The
legislative update applies not only to Italy, but also to all the countries where the Service operates.
The Field Services EHS manager reports the dates of expiry of the legislative obligations in the
Compliance Calendar.

B.

Subscriptions to the Official Journal of the Italian Republic and to the Official Journal of the European
Union.
The subscriptions are managed by a Service Provider (hereinafter referred to as SP) under the
supervision of the DOTE unit that acts as the interface between users and Service Provider when
operating problems occur.
Every year the Manager provides the Outside Firm that manages the regulations and the
subscriptions, with the titles of the relevant magazines.
The SP shall generate a summary table of the subscriptions and of the subscribed departments. This
table is available in the Outlook Public Folders for consultation.
The magazines are distributed according to the order specified in the summary table and, at the end
of the consultation; a copy of the Journal is stored for one year in the companys library managed by
the SP.

C.

Online access
Free subscriptions can be required through online access.

2.2.2

National and International technical standards

The National and International standards applicable to the product are managed by the Internal
Standardization department.

D. Storage of technical standards

Technical standards are stored by the SP with the supervision of NORM Normalization Coordination
(C.N.) in the premises of the Unit or in the Delegate Offices, if physical storage of the documents is
needed; in this case the Delegate Office is responsible for the storage.

E.

Update of technical standards

The C.N. is responsible for the update of the technical standards. According to the companys needs
the C.N purchases the standards (through the SP) through partial or total subscriptions with the issuing
or distributing institutions.
The request to update the technical standards shall be submitted to C.N. by the Technical Office or
Technical/Trade Office interested.

F.

List of technical standards

The original documents of the standards are stored in the C.N or Delegate Offices. A list of these
standards arranged according to Institutions and Issues is available to all users on the companys

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Global Services / Turbomachinery Operations - Field Activities

EHS-PG.001

Documental Management and Coding

Intranet and is updated on a monthly basis. The list does not include the UNI and CEI standards, since
they are available by subscription, and the ASTM standards in yearly HANDBOOKs and the sections of
the code ASME BPVC. The notification thereof to the user is registered in the C.N.

G. Consultation of standards
The standards can be consulted in the C.N. or Delegate Office or borrowed for consultation. In this case
the borrower has to enter his name for registration purposes.

H. Updating of a technical standard.

When the C.N. receives a request for a copy or when it informs the applicants on the contents,
applicability or consistency of the standard regulations, it has to check that they have been updated
by consulting the (paper or online) catalogues issued by the standardization institutions or through the
online index service provided on the Internet by outside firms.
The GE user can ask C.N. to check the update status of a standard regulation in its possession (as
original or copy) or personally assess it through the above-mentioned means that can be accessed
from the Companys Internet. The request for update must be submitted to C.N.

2.2.3

Other regulations applicable to the orders

Where it has been contractually agreed that specific laws and regulations are to be applied, such as the ones
of the country of installation, the Project Manager (PM) shall ask for them to the competent institutions (such as
NORM, customer) or search for them where appropriate (i.e. WEB etc.). The PM handles these regulations as
binding documents. The Site Manager has to check the proper application of such applicable regulation during
site activities.
For the update of regulations the PM can resort to the Global Services and Turbomachinery Compliance
Leaders.

2.2.4

Other external documents

Any other external document, such as:

data and documents provided by the contractor, such as the Specific Risks Analysis or information
about the site;

data and documents provided by Subcontractors, such as POS;

data and documents provided by suppliers, such as MSDS, Operations and Maintenance Manuals; is
defined in every procedure in which the document is mentioned and is stored by the person
responsible for the procedure.

3.3 Records Management

The instructions for filing, use, and storage of records are described in each procedure, which the form is
attached to.

3.4 Data Management

The data electronically stored in the companys centralized systems (i.e. servers) are managed according to
specific procedures of the IT Service.
The data resulting from the activities carried out on site (i.e. reports, modules, compiled forms as per relative
procedure) will be archived in paper or electronic form by the PMs.

Rev. 2, April 11th, 2011

Controlled copy only on EHS/SER website

GE Property - Confidential

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GE
Oil & Gas

Global Services / Turbomachinery Operations - Field Activities

EHS-PG.001

Documental Management and Coding

4. Annual assessment
The effectiveness of the procedure is assessed every year and whenever necessary.
The procedure is discussed every year at the EHS Committee meetings that analyze the points of strength and
weakness of the procedure as well as the results of the Corrective and Preventive actions, also taken in the
case of Non-conformities. The needs resulting from the assessment will be considered as the starting point for
a revision of the health and safety objectives.
The results of the annual assessment are used to update the procedure.
Any non-conformity are entered into the online system Gensuite and monitored until they are closed.

Rev. 2, April 11th, 2011

Controlled copy only on EHS/SER website

GE Property - Confidential

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