Document Controller
Saudi Aramco Total Refining & Petrochemical Company
Total years of experience :32 years, 0 Months
• Controlling of construction documents such as design specifications, design drawings, vendor documents, project procedures and construction drawings.
• Ensures that all documents are properly received, logged, routed and filed and also ensuring that current revision of controlled documents are available for the Project team.
• Uploading of incoming and outgoing transmittal into PRODOM-Project and Operations Document Management System for information, review, comments and approval.
• Expedite responses to transmittals sent for review/comment to Specialists
• Checking the quality and the numbering of the documents received from the EPCC and to reject the document if it isn’t conform to project requirements.
• Responsible for validation and uploading of documents (vendor & technical) current/superseded revision received from sub-contractors prior uploading into PRODOM for final documentation submittal.
• Compile soft copy of final documentation in lines with project final documentation requirements procedure.
• Updating final documentation populated structure.
• Generating documentation status after document register delivery from EPCC and prepare various document control reports.
• Scanning, uploading and distributing of Waiver’s, PQR and TQR into DMS-Document Management System to Engineering Core Team Specialist for their review, comments and approval.
• Organizes and supervises the daily workflow of Engineering Documentation, Digital Handling, Custody Transfer and Workflow Control in accordance with the Company Procedures and Manuals.
• Control VPN Line (Virtual Private Network) & Group Wise E-Mail, To and From DCC Units (Sites & Consultants).
• Responsible for downloading Transferred Digital Files (from Sites, Consultants & Suppliers) to designated drive via DMS (Document Management System) according to company procedure for directory structure and filename convention.
• Responsible in printing and checking all engineering related documentation received via VPN Line (i.e. drawings, documents, data sheets, specifications and vendor documentation).
• Provide information to those recipients identified by the sender using the GroupWise Mail detailing the type and location of the data being received.
• Maintains registration of Supplier Documentation, links to Documents, Drawings, TAG, Data Sheets and Specifications.
• Monitor the approval process by Package Engineer’s including the timely distribution to Sites for implementation.
• Maintain Archive Network Files for all editable technical documentation (all revisions).
• Electronic scanning of archived technical documentation and new submitted design.
• Maintain digital record of documentation in PDF format as part of project documentation retention.
• Report daily & weekly progress of digital handling and custody transfer of documentation.
• Makes sure that digital format and directory structure of each item on each Transmittal going to the Client is correct by checking against networks files.
• Checks all digital format items to/from Engineering to Contractors and Sites.
• Transfer outgoing digital data onto appropriates portable media CD/DVD and copies it into DCC Digital Archive Sector.
• Helps engineers to comply with ABV requirements for the digital records and correcting errors.
• Responsible for monitoring through DCC system (UNIX), all types of project related documentation (both current and historical), to ensure that the accuracy of data information is maintained.
• Helps in punching all types of project raised documentation (incoming and outgoing) to ensure that reliable data can be retrieved accurately.
• Assists the Department Manager in employee performance appraisal.
• Orients new staff on their assigned task, trains, guides and counsels the Data Encoders in order to improve their performance.
• Ensures technical documentation registration, issue, Client responses and close out process are monitored for correctness.
• Scans and sorts project related documents when required.
• Ensures that the Engineering documents are distributed in accordance with authorized distribution matrix.
• Assists in keeping distribution matrix updated in coordination with the Engineering Quality Control Section.
• Maintain record of submittals related to the Client Responses, subsequent Replies and monitoring of closed and outstanding deliverables that are accessible to the Engineering Design Task Group.
• Updates and submit Bi-Weekly Report on status of deliverables related to submittal and approval for use in Engineering management, analysis and planning.
• Processes, controls and archiving of Incoming/Outgoing Letters (Limited Distribution) to ensure the accuracy of links to both previous communications and responses.
• Enters document control information for Confidential/Confidential Restricted materials in the computer system, update and register holders.
• Controls the issue and return of documents, manuals and procedures.
• Scrutinize and input document data in engineering document registers, ensuring that the information entered is accurate and up to date at all times.
• Updates of Documentation Distribution Form duly acknowledged by recipients from various Sites and Consultants.
• Monitor proper classification & sorting of documents, archiving and retrieval in accordance with project document procedure.
• Processing/Encoding of various correspondence (Memo's, Letters, Fax, Minutes of Meeting, Call for a Meeting and others).
• Responsible in processing of transmittals to Client of technical documentation for approval (i.e. Documents, Drawings, Data Sheets and Specifications).
• Update Client Transmittal Action Form and prepares distribution of Transmittal related issues according to the approved distribution matrix.
• Updates Issue Register records in the DCC System for all type of Documentation issued to Client, Sites and Consultants.
• Responds to queries and request of documentation from various work Sites, Subcontractors and Consultants.
• Checks and updates computer record for requests for copying of material.
• Provide assistance regarding queries of various documents and retrieval in the archive. Prepares daily correspondence report.