Sr. Document Controller
Elegant Engineering Company
Total years of experience :15 years, 7 Months
Operating and maintaining the Project Document Control System and ensuring the availability of up to date information/data throughout the project.
Interfacing with Project Managers, team personnel, various internal departments, External Clients and Subcontractors.
At construction site, liaison with client Shell and Subcontractor & Self Correspondence Supervision for the preparation of Project Record Books and Submission of As-Built drawings.
Also, handling all Engineering Documents of Civil, Piping, Mechanical Equipments, Rotary, Instrumentation, Electrical and Construction Departments with Proper Numbering & Revision wise up to As Built in Documentum (EDMS) Software viz:
Project Specifications
Data Sheets
Requisitions/ Applicable Document List
Technical Evaluation Reports
Vendor Documents
Key Drawings such as:
Piping & Instrument Diagrams (P&ID)
Isometric Drawings
Process Flow Diagrams
Facility Plot Plan
Equipment Layouts
UG/ AG Piping Installation Plans
Electrical One/ Three Line Diagrams
Instrument Loop Diagrams
Building Floor Plans & Elevations
Safety Instruction Sheets
Instrument Installation Schedule
Instrument Specification Sheet
Line Designation Table
In-charge of complete and full-fledged Documentation Management System. The documentation required to be managed by this system includes, complete range of Technical documentation like Drawings, Reports, Calculations, Technical Specifications, Purchase requisitions generated from the Design / Construction phase, which are further utilized for As-built documentation / Final Hand-over Dossiers.
Control of drawings and other technical documents accordance to with the ISO 9000, 2000 & 2001 standard document procedure.
Control all Incoming and Outgoing Drawings /Ø Documents etc. Ensure timely issuance & distribution of all the Drawings / Documents with correct revisions to all parties as detailed in the distribution matrix contained in project procedures.
Produce reports as required byØ management & other parties time to time. Ensure all project documents/drawings & correspondences are available in paper version & electronic version (scanned & native format).
Responsible for document receiving (mainly Drawings, Procedures, Specifications, Data Sheets, Isometric Drawings, Material Requisitions, Technical Bid Analysis etc.), checking / preliminary reviewing as per the document quality checklist requirements, registration, transmittal preparation, distribution / dispatch of hard copies and electronic transmission / notification to Client, focal points, other members of task force, internal to other sections / departments and construction sites as per the distribution matrix.
Download / upload all the project related drawings / documents from/ to EDMS/FTTP Server
Co-ordination with Client, Engineering Contractors, Joint Venture Partners, Subcontractors & Project Management Team and other Internal Departments for Documentation related issues.
Strict adherence to the internal & client provided documentation procedures.
Highlight areas of concern, define and / or assist in defining corrective action plan.
Maintain record of all incoming drawings/documents supplied by clients/ vendors. And Preparing Letter and Transmittal
Forwarding all incoming drawing/document for approval to various engineering disciplines, in co-ordination with Site Manager.
Download / upload all the project related drawings / documents from EDMS.
Follow up of construction drawings such as IFC, AFC, IFA is maintained in separate Master register.
Maintaining Vendor Drawings, Manuals, Data Books, As Built Mark-ups, Method Statements, and Codes & Standards etc.
Maintain latest electronic copy of drawing in the common drive as the programmed available in company.
Master drawings and documents are stamped ‘ SITE MASTER’ copying of Master documents will be strictly controlled by document controller, old revision are stamped as ‘SUPERSEDED’ and received back from site and obsolete.
Maintain separate database for onsite documentation like method statement, procedure, material approval, NCR, safety reports etc., and follow-up for review and approval.
Supervision for the document reproducing facilities, scanning, binding, stationary control and tracking of incoming / outgoing documents.
All the drawings, documents shall be given identification, reliable storage, protection, easy retrieval, retention time & disposal of records.
To establish a logical and systematic system of numbering & filing project documents:
Registration & routing of documentation.
Maintain document distribution matrix’s for deliverables.
To design document numbering system that includes project code, area of work, nature of work, type of document, sequence number, revision number along with alternate number for reference.
Assure document quality to include completeness, accuracy & compliance with established QA policies and procedures:
Ensure all documents (correspondence, documents, drawings, etc.) are filed according to procedures.
Ensure all files are backed-up daily.
Ensure to keep a hard copy in central file for reference.
Manage Electronic Database Management System (EDMS):
Respond to queries regarding revision status of issued drawings / documents from engineering & drafting personnel.
Maintain and follow up Project Distribution Matrix (PDM) ITP, MS, MAR, TQ, Minutes of meeting, Specification register, welding procedure specification (WPS) procedure qualification record (PQR).
Coordination with Engineering team allocating numbering system & filling as the procedure.
Approving documents for adequacy prior to issue at site and sub contractors.
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