Al-Jaber International Company

Procedure
Control of Documents

Revision History
Revision Description of
DATE Initiated By Completed By
No# Changes
1st Oct 2016 Management Integration for ISO Management
01 Representative 14001 and OHSAS Representative
18001

Distribution List
Sr. No/ Designation Issue Date Distributed by

Management Management
01 1st Oct 2016
Representative Representative
Management
02 CEO 1st Oct 2016
Representative

03 Management
Chairman 1st Oct 2016
Representative

Revision Document
Document Issue Revision Original Document Document
Issue Reviewed
Number Number Number Issue Date Prepared By Approved By
Date by
Management
CEO Chairman
Representative
AJB-IMS-PR-01 1.1 01 01-01-16 01-10-16

Copyright

This document contains confidential information. It may be copied in full or in parts only by Al-Jaber
International Company and only for the purpose of Al-Jaber International Company related activities.
Disclosure of any information contained within this procedure to any person (s) outside the employee of Al-
Jaber International Company without written permission of the Top Management is strictly prohibited.

Page 1 of 8
 Al-Jaber International Company
System for Control of documents
Original Issue Date: Revision Issue date:
Doc. No: AJB-IMS-PR-01 Issue Number: 01 Revision Number: 01
01st January 2016 01st October 2016

Contents

Revision History ....................................................................................................................... 1

Distribution List ....................................................................................................................... 1
Contents .................................................................................................................................... 2
1. Purpose ............................................................................................................................3
2. Scope ................................................................................................................................3
3. Responsibilities ............................................................................................................... 4
4. Procedure........................................................................................................................ 4
4.1 Document Coding: ................................................................................................. 4
4.2 Document coding for forms/formats: ...................................................................5
4.3 Document Approval (Level 1, 2): ........................................................................... 6
4.4 Issuing Documents (Level 1, 2 & 3): ...................................................................... 6
4.5 Amending Documents:.......................................................................................... 6
5. RELATED RECORDS: ....................................................................................................... 8

This document is the property of Al-Jaber International Company. Any copying and distribution of this
document without the approval of the Management is prohibited. Page 2 of 8
 Al-Jaber International Company
System for Control of documents
Original Issue Date: Revision Issue date:
Doc. No: AJB-IMS-PR-01 Issue Number: 01 Revision Number: 01
01st January 2016 01st October 2016

1. Purpose

a) To established and maintain documented system to control all documents and

data that related to the requirement of ISO 9001:2015, ISO 14001:2015, ISO
22000 and OHSAS 18001 and other standards and company procedures and
requirements.

b) To ensure that only the most recent revision of documents is available to

appropriate personnel.

c) To control that document requiring changes are revised and received the
required approvals.

2. Scope
The scope of this procedure is controlling various procedures, formats and all type of

documents and records used at AJB.

Following documents are included in this procedure:

a) Policies specific to the standards.

b) Policies specific to internal operations and standards
c) Objectives
d) Manuals.
e) Organization charts & job descriptions.
f) System procedures.
g) Procedure related to specific standards.
h) Standard operating procedures.
i) Work instructions.
j) Forms / checklists / plans.
k) Reference external manuals.
l) Legal and regulatory requirement’s etc.

This document is the property of Al-Jaber International Company. Any copying and distribution of this
document without the approval of the Management is prohibited. Page 3 of 8
 Al-Jaber International Company
System for Control of documents
Original Issue Date: Revision Issue date:
Doc. No: AJB-IMS-PR-01 Issue Number: 01 Revision Number: 01
01st January 2016 01st October 2016

3. Responsibilities

Procedure and Policies related to standard system activities are

i. Prepared by Management Representative
ii. Reviewed By CEO
iii. Approved By Chairman

The Management Representative (MR) is responsible to maintain and revise this

procedure with the approval of Management.

The Management Representative is responsible for controlling all the documents.

4. Procedure
4.1 Document Coding:

The header portion of all procedures contains,

Company Name Al-Jaber International Company

Company Logo

Document Title XXX

Document Code AAA-XXXX-YYY-ZZ

Where:

 AAA is the Abbreviation used for Company Code i.e. AJB.

 XXXX is the Abbreviation used for Department / Secction.
 YY is the Abbreviation used for Procedures.
 ZZ is the Document Number.
 Date of Issue dd/mm/yyyy
 Date of Revision dd/mm/yyyy
 Page number X of Y
 Issue number YY
 Revision number (Rev.) XX

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document without the approval of the Management is prohibited. Page 4 of 8
 Al-Jaber International Company
System for Control of documents
Original Issue Date: Revision Issue date:
Doc. No: AJB-IMS-PR-01 Issue Number: 01 Revision Number: 01
01st January 2016 01st October 2016
All documents will be initially provided with Rev: 00 for initial release, any further
revision will be followed by Rev. 1 for 1st revision and numerically increases for
further revisions.
We set up a limit of revision numbers and then go for a complete change of issue.
We have set the limit of 05 revisions in any documents, the first issue having an
issue no. 01, and revision 00, then till revision no 05, the same issue no. 01 will be
continued. Immediately the revision no. reaches 06, we will do an issue change
and the current status of the document will be Issue no. 02 and revision no. 00.

The document codes are as follows:

a) QHSE=Quality, Health and Safety, Environment
b) OHS= Occupational Health and Safety (OSHAS 18001)
c) IMS= Integrated Management System
d) QMS= Quality Management System
e) FSMS=Food Safety Management System
f) PR= Procedure
g) F= Form
h) JD= Job Description
i) RA=Risk Assessment Sheet
j) WI= Work Instruction
k) QPL= Quality Plan
l) ORG= Organization
m) POL= Policy
n) PFC= Process Flow Chart
o) CL= Checklist
p) Sop= Standard Operating Procedure

4.2 Document coding for forms/formats:

For forms and formats following document coding would be followed;

AAA-BB-XX-YY-ZZ
e.g.: (AJB-HR-FM-01-01)

Where:
 AAA is the code of the Company Name .
 BB is the code of the Department / Section.
 XX is the abbreviation of Form.
 YY is code of Procedure.
 ZZ is Form Number

This document is the property of Al-Jaber International Company. Any copying and distribution of this
document without the approval of the Management is prohibited. Page 5 of 8
 Al-Jaber International Company
System for Control of documents
Original Issue Date: Revision Issue date:
Doc. No: AJB-IMS-PR-01 Issue Number: 01 Revision Number: 01
01st January 2016 01st October 2016
4.3 Document Approval (Level 1, 2):
Documents are written by the appropriate person, involved with the activity.
Approvals:

a) IMS (QHSE) Policies, Objectives, Manuals and Procedures are approved by the
Managing Director.

b) Other than above mention documents, all documents are approved by the MR /
MD / HOD

c) The Management Representative reviews documents in accordance with

requirements of IMS before issue.

4.4 Issuing Documents (Level 1, 2 & 3):

All the documents are issued by MR on via emails. Acknowledgment will be taken
from the concerns.
Uncontrolled photocopies are only allowed for use by external parties, e.g.
customers, auditors, etc. these are stamped on the front page as
“UNCONTROLLED DOCUMENT” and it can be distributed further.

The original document, signed and dated, retained in the Main IMS Files. These
Master files and comprises separate folders for each department, containing all
the IMS system documents for that department.
All documents are recorded on a “Master List of Controlled Documents”, (AJB-
IMS-FM-01-01.

4.5 Amending Documents:

4.1.1 In case of any change in procedures, WI, forms/formats is required; it is recorded

in “Change / Disposition Form” (AJB-IMS-FM-001-04).

4.1.2 Changes in the documents are necessitated under the following circumstances:

a) Changes proposed by the work centers to improve the product / processes,

b) Changes necessitated by the induction of new process,
c) Revision required due to change in procedures on the basis of internal audit
and/or trend analysis
4.1.3 The change is highlighted with (*).

This document is the property of Al-Jaber International Company. Any copying and distribution of this
document without the approval of the Management is prohibited. Page 6 of 8
 Al-Jaber International Company
System for Control of documents
Original Issue Date: Revision Issue date:
Doc. No: AJB-IMS-PR-01 Issue Number: 01 Revision Number: 01
01st January 2016 01st October 2016

4.2Withdrawal / Superseded Documents:

4.2.1 All documents having with old revisions are either disposed-off or kept in a record
for fixed time duration wherever applicable.

4.2.2 Superseded copies are withdrawn by the Management Representative. These

documents are marked as superseded document and stamped ‘SUPERSEDED’ for
identification.

4.2.3 The rejected or superseded records/documents as and when required and

appropriate dispose-off through “Change/ Disposition Form”, (AJB-IMS-FM-001-
04) duly approved by Management Representative and/or MD.

4.2.4 The mechanism of disposal is shredding.

4.3 External Origin Document:

External document will be kept by the Management Representative. He will maintain

the record in “Master List of External Origin Documents”, (AJB-IMS-FM-001-02).

4.4 Document Distribution Record:

The procedures with related formats are distributed among all concerned departments
for reference purpose and there record is entered in “Documents Distribution List”
(AJB-IMS-FM-001-03).

4.5Minor Changes:

Minor changes are classified as typographical error, spelling mistake, incorrect or

incomplete printout, and grammatical errors. In case of such minor changes, revision
number will not change. These changes are incorporated by the custodian of the
document by writing work the superscript form. Use of BLANCO is forbidden without
changing revision number.

4.6 Warning & Potential Risk:

If the documents are not appropriately controlled, this could result in problems and
inconsistencies in managing environmental issues.

This document is the property of Al-Jaber International Company. Any copying and distribution of this
document without the approval of the Management is prohibited. Page 7 of 8
 Al-Jaber International Company
System for Control of documents
Original Issue Date: Revision Issue date:
Doc. No: AJB-IMS-PR-01 Issue Number: 01 Revision Number: 01
01st January 2016 01st October 2016

5. RELATED RECORDS:
a) Master List of Controlled Documents AJB-IMS-FM-001-01
b) Master List of External Origin Documents AJB-IMS-FM-001-02
c) Document Distribution Lists AJB-IMS-FM-001-03
d) Change / Disposition Form AJB-IMS-FM-001-04

This document is the property of Al-Jaber International Company. Any copying and distribution of this
document without the approval of the Management is prohibited. Page 8 of 8