BGC

Document Control Procedure

Project Iraq South Gas

Originating Company Basra Gas Company
Document Title Document Control Procedure
Document Number 0000-BGC-G000-GE00-G00000-JA-6017-00002
Document Revision 02A
Document Status Approved for Use
Originator / Author C.Forster
Security Classification Restricted
ECCN EAR 99
Issue Date 1-Apr-2013

Revision History is shown next

page

THIS DOCUMENT SUPERSEDES 0000-SIGPL-G000-GE00-G00000-JA-6017-00001

The copyright of this document is vested in Bara Gas Company. All rights reserved. Neither the whole nor any part of this document
may be reproduced, stored in any retrieval system or transmitted in any form or by any means (electronic, mechanical, reprographic,
recording or otherwise) without the prior written consent of the copyright owner. The contents of this controlled document shall not
be altered without formal approval of the document Custodian.
 Document Control Procedure Rev: 02A

Revision History
Date of
Rev # Status Description Originator Checker Approver
Issue

IFR – Issued for

01R 9-Mar-2013 C.Forster
Review
02A 1-Apr-2013 Approved for Use C.Forster P. Sachi S. Reid

Rev # Reason for Issue / Change

01R First Draft for Review.
02A Minor Comments Incorporated

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 Document Control Procedure Rev: 02A

TABLE OF CONTENTS

1. PURPOSE ........................................................................................................................................................ 4
2. DISTRIBUTION .............................................................................................................................................. 4
3. DEFINITIONS ................................................................................................................................................. 4
4. GENERAL ....................................................................................................................................................... 4
5. REFERENCES ................................................................................................................................................. 5
6. RISK ................................................................................................................................................................. 5
7. DOCUMENT NUMBERING .......................................................................................................................... 5
7.1 Number String .........................................................................................................................................................................5
7.2 Discipline – Document Types ................................................................................................................................................5
7.3 Sequential Number..................................................................................................................................................................6
7.4 Sheet Number (for drawings only) .........................................................................................................................................6
7.5 Revision ....................................................................................................................................................................................6
7.6 Status and Issue Codes............................................................................................................................................................7
7.7 Security Classification .............................................................................................................................................................8
7.8 ECCN: Export Control Classification Number ....................................................................................................................9
8. ASSAI (EDMS) PHILOSOPHY...................................................................................................................... 9
9. DOCUMENT FORMATS FOR SUBMISSION ............................................................................................. 9
9.1 Electronic Files Requirements ...............................................................................................................................................9
9.2 Scanned Images .......................................................................................................................................................................9
9.3 Hardcopy Documents .............................................................................................................................................................9
9.4 Language ................................................................................................................................................................................ 10
10. DOCUMENT CONTROL Process ................................................................................................................ 10
10.1 Project Documents ........................................................................................................................................................... 11
11. ISSUE AND Review process ......................................................................................................................... 11
12. Company Document CODES ........................................................................................................................ 11
12.1 Approval Codes................................................................................................................................................................. 11
12.2 Internal Company Produced Project Documentation – Approval Coding .................................................................. 11
13. CONTRACTOR DOCUMENT ..................................................................................................................... 12
13.1 Extranet Submission and Receipt of Data ..................................................................................................................... 12
13.2 External Contractor documentation – Approval Coding .............................................................................................. 12
14. REGISTERS .................................................................................................................................................. 13
15. APPENDICES................................................................................................................................................ 14
Appendix 1 – Assaiweb Work Instruction ............................................................................ 14
Appendix 2 – BGC Document Template .............................................................................. 14

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 Document Control Procedure Rev: 02A

1. PURPOSE
The purpose of this procedure is to define the documentation format and Control Process, to be
applied by BGC.
This procedure Shall be applied to all BGC generated Corporate & Engineering related
documentation. The requirements highlighted in this procedure are intended to cover
documentation generated both by internal BGC offices and to documentation produced by
Consultants on Behalf of BGC.
Section 13 shows the Requirement for Technical Authority Input to Contractors Documents.

2. DISTRIBUTION
Unless otherwise authorised by BGC, the distribution of this document is confined to BGC and its
nominated Consultants.

3. DEFINITIONS
The Process Owner of this procedure shall be the Information Management Lead for the BGC
Company.

For the purposes of this procedure the term COMPANY shall be BGC. In the event of any
changes to the COMPANY name, this definition will be updated
The term TECHNICAL DOCUMENTATION refers to all revision controlled documentation
produced by the COMPANY.
The term CONSULTANT refers to External companies providing services on behalf of BGC.,

The word shall indicates a requirement. The word should indicates a recommendation.

4. GENERAL

This procedure and its appendices define the requirements surrounding the creation and
management of Documentation.
It should be noted that Documentation generated, either internally by the COMPANY or externally
by CONSULTANTS, which fails to comply with the requirements laid out in this procedure shall be
rejected back to the originator for re-formatting.
Document shall not be sent as attachments to email. This practice spreads original documents to
many locations, and it becomes unclear which document is the latest revision. Email is not a secure
medium and does not comply with IM Security of Information.
Under no circumstances should documents classified as Confidential be sent as Email
attachments.

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 Document Control Procedure Rev: 02A

5. REFERENCES
Key references to be used along with this procedure are as follows:

Document Number Title Description

DEP 82.00.10.30-Gen Engineering Information Specification
DEP 82.00.10.10 Gen Project Quality Assurance
0000-BGC-G000-GE00-G00000-JA-7880-00001 Document Numbering; Coding & Reference
Data
ISO 15489 Information and Documentation
ISO 10006 Quality Management System
ISO 9001 Quality Manangement Standard

6. RISK

Two main risks are identified which will occur if the correct procedure is not followed:

1. Correct information is not readily available and in one common place-this could result in
decisions being made without the latest available information. This can have a Cost and
schedule impact.
2. Information Security is compromised resulting in Exposure and Liability of BGC if some
information is seen by a non authorised party.

7. DOCUMENT NUMBERING

7.1 Number String

Numbering will follow the convention detailed in 0000-BGC-G000-GE00-G0000-JA-7880-

00001- Document Numbering, Coding & Reference Data

Example of Numbering

ISG - Design Document Numbering String

Project ID Originator Site Code Plant Code Unit Code Discipline Doc Type Sequential Sht No.
Code No.
Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory Optional
Alpha Alpha Alpha Alpha Alpha Alpha Numeric Numeric Numeric
/Numeric /Numeric /Numeric /Numeric (4) /Numeric (2) (4) (5) (3)
(4) (3-5) (4) (6)
AAAA - BBBBB - CCCC - DDDD - EEEEEE - FF - GGGG - HHHHH - (JJJ)

7.2 Discipline – Document Types

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FF-GGGG Discipline and Document Type Codes are prescribed in the DEP 82.00.10.30-
Gen, Engineering Information Specification (EIS)
7.3 Sequential Number

Five Digit sequence number increasing incrementally from 00001 upwards dependant on the other
elements in the numbering string.

7.4 Sheet Number (for drawings only)

This is a numeric starting from sheet 001 up to 999. Each sheet should be treated as a separate
electronic file. Multiple pages within a single file (such as a line list) should be denoted as pages not
sheets. A line list for example, is a single document, single file, single sheet that contains multiple
pages.

7.5 Revision

The revision methodology to be adopted for all documentation will be as follows. The revision
number will consist of a two digit numeric number running sequentially from 01 to 99 followed by a
suffix Alpha character as outlined below.

Revision Suffix
Code Description
I Information
R Review
A Design / Tender / Purchase /Approval
H Construction with Holds
C Construction
Z As Built
X Cancelled

The alpha suffix will change dependant upon the stage in the Project lifecycle the document has
attained. (See Example table below)

Revision Examples

Rev Description Status Code

01R Issued for review IFR
02R Re-Issued for Review IFR
03A Approved For Use AFU
04C Issued for Construction IFC

At any time the document may be cancelled by up Revving to the next revision sequence number
and adding the suffix X .e.g. 08X Cancelled
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 Document Control Procedure Rev: 02A

7.6 Status and Issue Codes

The full status code with requisite description shall be displayed on all submitted drawings and
documents.
Issue Codes will be displayed on any transmittals

Status Codes Description Revision Suffix

AFC Approved for Construction C
AFD Approved for Design A
AFF Approved for FEED A
AFH Approved for Construction with Holds H
AFP Approved for Purchase A
AFT Approved for Tender A
AFU Approved for Use A
ASB As Built Z
CAN Cancelled X
DFT Draft N/A
IFC Issued for Construction Approval C
IFD Issued for Design Approval A
IFI Issued for Information I
IFP Issued for Purchase A
IFR Issued for Review R
IFT Issued for Tender Approval R
PLN Planned N/A
RFC Released for Construction (ERW) C
SUP Superseded Next Revision

Note the code AFU – Approved for Use is to be applied to Approved internal COMPANY
governance documentation only (Including Documents created by Consultants on behalf of
the Company) The term governance document covers internal project procedures, such as
cost procedures, HR procedures, internal IM procedures etc. Documentation that does not
form part of the Design process so does not reach the status AFD or AFC, but is merely
reviewed and then approved for use on the Project.

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7.7 Security Classification

For reasons of security and ownership a security classification code shall be applied to all
documentation issued by the Company.

The following classifications have been identified for the Project:

Unrestricted Information and data that may be shared without

restrictions because it is unlikely to result in any
harm if disclosed to outside parties.
Restricted Information and data that may be freely shared with
staff in BGC, Associated companies and contracted
companies and individuals bounded by
confidentiality agreements
Confidential Information and data that could harm the interests of
the Company or individual , if disclosed to
unauthorised Persons (Guideline 5-10% of
information)

Most Confidential Information and data that could cause serious

damage to the company or individuals if disclosed to
unauthorised persons. Strictly need to know basis for
disclosure. Not to be stored in EDMS (Guideline 1%
of information)

It is the Originator’s responsibility to classify a document in accordance with Codes listed above.

Confidential Documents are stored in a restricted area with controlled access.

For numbered and managed documents there is a place holder in Assai and
Livelink to identify the existence of any Confidential Documents.

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 Document Control Procedure Rev: 02A

7.8 ECCN: Export Control Classification Code

Export Control classification should be clearly identified on all documents

Not EAR • No United States of America USA Content

• Publicly Available
• No Disclosure of USA Technology
• De Minimus rule-less than 10 per cent
EAR • Non-USA Controlled Technology
• US Controlled Technology

8. ASSAI (EDMS) PHILOSOPHY

Assai is set up to manage the document metadata. It controls the creation, registration and
movement of documents both within the company and also externally.
All Issuing and commenting on documents shall be via Assai. This allows for a quality audit trail to
be maintained including transmittals, dates, recipients etc.

Livelink is the repository for image files and is automatically linked to Assai.

9. DOCUMENT FORMATS FOR SUBMISSION

COMPANY AND CONSULTANTS documents will use the company document templates for all
official documents. The following sections represent instructions and guidelines on the preparation
of documentation by BGC Team Members or nominated CONSULTANTS for submission to the
COMPANY. Any deviations from these guidelines shall be agreed with the COMPANY prior to
submission.

9.1 Electronic Files Requirements

Submitted Documents and drawings are requested in electronic file format.

9.2 Scanned Images

Where the submission of scanned documents is unavoidable, the submitted scanned images shall
comply with DEP 82.00.10.30-Gen.Sec 3.4.5

9.3 Hardcopy Documents

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 Document Control Procedure Rev: 02A

Hard copy submission of documentation will only be deemed acceptable if specifically

requested by, or previously agreed with, the COMPANY .

In the event of hard copy submission particular attention should be paid to the following:

• The density and quality of lines and printing are extremely important in obtaining
satisfactory images.
• Care must be taken on minute details, such as decimal points, symbols for degrees,
etc. They must be perfectly clear or even slightly exaggerated.
• The minimum character height shall be 2.5 mm. It is stressed that these are
minimum sizes and larger ones are preferred. When lower case letters are used, they
should be proportioned so that the body height is approximately 0.6 times the capital
letter height.
• In cases where Paper or Hardcopy submission is required e.g. legally binding
agreements or certificates carrying original signatures or marks that authenticate a
document. Such hardcopy shall be deemed to be the original Wet signed / stamped
document.
• All prints and photocopies shall be supplied in A4 / A3 size on clean, white paper,
and minimum weight of 80g/m2. Any reduction from the original size shall be
agreed with COMPANY prior to submission.
• Photocopies shall be legible, and made from the original document.

9.4 Language

Unless stated otherwise in the specific purchase order instructions, all documentation shall be
provided in English. Some documents may need to be translated at a later date.

10. DOCUMENT CONTROL PROCESS

• Requestor must send email c/w First page and Summary page to ISG-DCC@Shell.com
• A number will be assigned to the document.

Once a document is complete, it shall be submitted to DCC and details of the action and
recipients will be set as per the Relevant Document Matrix or as advised by the document owner

Access to Assai users the individuals GID logon name. Therefore any comments added into
Assai can only be made by the individual who has logged in. This also allows for formal
Approval to be given electronically and physical signatures on documents is not required.

• DCC will register and transmit the documents via the COMPANY system ( Assai).
• The document will be issued using a transmittal with appropriate recipients added

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 Document Control Procedure Rev: 02A

Recipient commenting will be carried out using Assai and comments close-out by Responsible
Engineer will also take place using Assai.

10.1 Project Documents

Document submissions from the CONTRACTOR will be loaded into Assai to allow for access
for BGC staff to have access to any relevant project documents.

11. ISSUE AND REVIEW PROCESS

Once a document is in Assai/Livelink and is to be issued for Review or Approval the recipient will
receive an email notification. The recipient will add their comments and close out their own receipt.
The responsible engineer will collate all comments. They will then update the document and the re-
issue for final approval through Assai.

See attachment 1 for Instruction

12. COMPANY DOCUMENT CODES

12.1 Approval Codes

For the purpose of review and comment COMPANY Project engineers will be expected to apply an
approval code to all documentation sent for review or approval. The approval code shall be used to
reflect the nature of comments being made. Approval codes will be applied electronically utilizing
ASSAI.

12.2 Internal Company Produced Project Documentation – Approval Coding

Documentation produced by internal BGC Personnel will be subject to three Approval

codes used to reflect the nature of comments being made. It shall be the responsibility of
the designated Responsible engineer to take received internal comments and incorporate /
Up rev applicable documentation as appropriate.

• COM – Comments (Responsible or Reviewing Engineer to apply to reflect

comments have been made)
• N/C - No Comments (Reviewing Engineer to apply to reflect that after
reviewing the document no comments have been made)
• APP - Approved (Responsible Engineer to denote approval of
documentation sent for review)

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13. CONTRACTOR DOCUMENT

Where review of contractors documents are required by BGC team members who are not
directly assigned to specific contracts, then the process will vary as follows.

13.1 Extranet Submission and Receipt of Data

The COMPANY shall establish an Extranet Site to which the CONTRACTOR shall submit
electronic files of documentation being sent for review, approval or information.
For the ISG Project DCC please e-mail – ISG-DCC@SHELL.COM
Documentation placed into the Project Extranet for COMPANY Review, Approval or Information,
shall be accompanied by an e-mail notification to the relevant COMPANY DCC e-mail address. The
email should contain a Transmittal as notification of documentation placement.
The email must be sent to the relevant Project Document Control Centre (DCC):ISG-
DCC@SHELL.COM
Note: E-mail submission of documentation (To the above addresses) will only be
acceptable where extranet access has not yet been provided or is not possible for technical
reasons

Comments made on CONTRACTOR originated documentation will be returned by DCC via the
dedicated Project extranet site. All comments will be accompanied by an external transmittal
generated by the COMPANY DCC.
The COMPANY DCC will send a notification of comments being returned, via the extranet (Under
Cover of an External Transmittal) to the CONTRACTOR DCC via e-Mail.
Upon completion of the review of received CONTRACTOR documentation the COMPANY
assigned Responsible Engineer will apply an Approval code to reflect the nature of comments being
made. The approval code will appear on the external transmittal accompanying COMPANY
documentation comment return. All COMPANY comments shall be returned via the extranet with
an e-mail confirmation to the relevant CONTRACTOR DCC Department.

13.2 External Contractor documentation – Approval Coding

The COMPANY shall apply the following Approval codes (Below) to marked-up or commented
documentation returned to the CONTRACTOR following formal review / approval. The applied
approval codes shall be used to reflect the nature of the comments being made. The codes to be
used by the COMPANY in returning commented documentation to the CONTRACTOR are as
follows:

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 Document Control Procedure Rev: 02A

Code 1: Accepted as submitted

• Accepted – Re-Issue at the next Project Phase
Code 2: Accepted with Comments Noted – Incorporate Comments, Up-Rev and
Resubmit at the next Project Phase
• Amend and up-rev to incorporate the comments.
• Update the Contractor / Sub-Contractor revision.
• Appropriately update Title Block / Front Sheet.

Code 3: Revise and Resubmit – Address highlighted deficiencies, Up-Rev and

Resubmit at the same Project Phase – Do not proceed
• Amend and up-rev the document / drawing to incorporate the
comments
• Update the Contractor / Sub-Contractor revision
• Appropriately update Title Block / Front sheet

Code 4: Review Not Required - Do not resubmit

14. REGISTERS

A suite of Registers is available within livelink which show both the cumulative and weekly issue of
Company documents.

These registers also show Project Documents.

http://bo-
prod.shell.com/Scheduling/ASSAI/Middle%20East/Iraq%20Southern%20Gas%20Utilization%20
Project/

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 Document Control Procedure Rev: 02A

15. APPENDICES
Appendix 1 – Assaiweb Work Instruction

Appendix 2 – BGC Document Template

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