Selva Kathiresan

 Implementation and maintenance of the document control system, procedures and Record Management.
 Prepare project configuration procedure and coordinate with ASITE and Aconex (Oracle) team to configure Project.
 Develop and maintain the Document Management System.
 As ASITE, Aconex and Share point administrator create workflow based on Document control procedure, create username and grant access to the Corporate/Project team and add the required meta data.
 As ASITE admin create variable forms as per Project requirement and implement the same.
 Handling all kind of Confidential Documents (POA, Sales & Lease agreement, NDA, MOU, SPA, VOR, PAC)
 Providing DCC training and development to the Project team and Aconex / SharePoint training to Project team.
 Conduct monthly audit and Ensure the Project template, Numbering Procedure are effectively deployed. Oversee receipt and distribution of documents received by transmittal from the Contractor’s Document Controller for correctness and completeness ensuring alignment with System templates, metadata and Document Distribution Matrix (DDM).
 Control quality of submittals, transmittals and other types of documentations through functional audits across project document controllers.
 Communicate and liaise with Project Teams to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required.
 As Lead Record Management Team Handling all kind of (Sales, Leasing, Project Final Documents) Electronic copies & Hard copies of Corporate, Project, Sales and Leading documents in a Proper manner.

Implementation and maintenance of the document control system, procedures
Coordinate & provide guidance to Project team and Contractors to receive/complete the project final documents.
Audit the compliance of the documents/drawings, which are uploaded in SPF.
Support Head of Information Management to review all project related documentation processes ensuring these support end user requirements. Identify and recommend process improvements, as necessary.
Communicate and liaise with Project Teams to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required
Monitor compilation of final project dossiers, as built portfolios. Produce exception reports on late documentation for management review.
Coordinate with Operation team for Final documentation requirements.
Coordinate ZADCO SPARE (MAXIMO) parts team and Record management team to archive the final documents and spare parts.

 Establish and update the online EDMS and Database Management.
 Liaise Receive technical documents/drawings and distribute as per Document Distribution Matrix (DDM) and monitor the review cycle of Documents and alert owners in possession of due/overdue technical documents/drawings.
 Routine filing, registration of drawing/technical data and collation of technical data for updating by engineers.
 Hard copies of Project Live Technical Documents/Drawings are filed.
 Monitor & Audit Superseded documentation and filed.
 Interface with the vendor and obtain the descriptions necessary to be provided in the Vendor Document Register.
 Ensure the Project template, Numbering Procedure are effectively deployed. Oversee receipt and distribution of documents received by transmittal from the EPC Contractor’s Document Controller for correctness and completeness ensuring alignment with System templates, metadata and Document Distribution Matrix (DDM)
 Ensure systematic archiving of back up hard copies and electronic copies of documents and database system

 Establish and coordinate schedule for creating databases for tracking all the documents and provide status update on a regular basis.
 Responsible for Record management, file numbering, Control of the Master File and Index, Control on access to the filing system, Control of document reproduction and distribution, Regular updating, Retrieval of information and documentation, Control over all correspondence, drawings and documents within the system and log of control copies issued.
 Ensure that hard copy and electronic record files as required are maintained in good order to comply with QA requirements.
 Monitor progress of in-house and Client reviews of technical data
 Responsible for proper upkeep of all documents pertaining to project correspondences between the clients and the vendors including all technical, non-technical, vendor, construction and final project dossiers.
 Compile compilation of final project dossiers, as built portfolios and archiving.
 Produce exception reports on late documentation for management review.
 Produce reports on documentation and progress as requested.
 Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
 To maintain the files and control logs as required by the project.

 Receive technical documents/drawings and distribute as per Document distribution Matrix (DDM) for review of Task Force and Construction Team, monitor the review cycle as per the classification of Documents and alert owners in possession of due/overdue technical documents/drawings.
 Establish and update the online EDMS and Database Management System in Assai and of action logs listed for all documents for review as Closed, Open or Info.
 Routine filing, registration of drawing/technical data and collation of technical data for updating by engineers. Hard copies of Project Live Technical Documents/Drawings are filed separately for each discipline, by sub-group, sequential and sheet number typically. Stamp Superseded documentation and filed with the live/current documentation during the lifetime of the Project for reference purposes.
 Monitor the timely submission of documents as per contractual requirements from contractors/ suppliers with regard to the construction, modification of the facility and ensure the timely up dating of facility documents in accordance with facility modification and change.
 Ensure systematic archiving of back up hard copies and electronic copies of documents and database system