HSE DOCUMENT CONTROL PROCEDURE

Transcription

1 HSE IMS Procedure No 26 Page 1 of 16 HSE DOCUMENT CONTROL PROCEDURE Rev 2 HSE Document Control Procedure Page 1

2 HSE IMS Procedure No 26 Page 2 of 16 DISTRIBUTION LIST: DESCRIPTION COPY SERIAL No. No. of Chairman & Managing Director 1 General Manager & Managing Director 2 Operations General Mgr. 3 Deputy Operations General Mgr. 4 Finance General Mgr. 5 Deputy Finance General Mgr. 6 Exploration General Mgr. 7 Deputy Exploration General Mgr. 8 Materials General Mgr. 9 Projects General Dept. 10 Deputy Projects General Mgr. 11 Internal Auditing General Dept. 12 Administration General Dept. 13 HSE & Asset Integrity General Manager 14 Asset Integrity & Quality Management Assistant General Manager Tenders & Contracts General Dept. 16 Planning & Follow Up General Dept. 17 Legal General Dept. 18 Information Services & SVS. General Dept. 19 Sinai Fields General Mgr. 20 Sinai Fields Operations Gen. Mgr. 21 Sinai Production Gen. Mgr. 22 Sinai Drill. & W. O. Gen. Mgr. 23 Sinai Assist Field Gen. Mgr. 24 Sinai Support Service Gen. Mgr. 25 Sinai Petroleum Eng. Gen. Dept. 26 Sinai Maintenance Gen. Mgr. 27 Sinai L.P.G. Sector 28 Sinai Spec. Proj. & Ops. Cons. Sector Rev 2 HSE Document Control Procedure Page 2

3 HSE IMS Procedure No 26 Page 3 of 16 DESCRIPTION COPY SERIAL No. No. of Sinai Marine Sector 30 Sinai Labs. Sector 31 Sinai Materials Sector 32 Sinai Fields corrosion sector. 33 Sinai Field Safety Div. 34 Ras Garra Fields General Mgr. 35 Nile Delta Gen. Mgr. 36 Nile Delta Operations Gen. Mgr. 37 Nile Delta Maintenance Gen. Mgr. 38 Nile Delta Sup. Services sector 39 Nile Delta Safety Div. 40 Port Fouad Fields Gen. Mgr. 41 Port Fouad Production Assist Gen. Mgr. 42 Port Fouad Maintenance Assist Gen. Mgr. 43 Port Fouad Support Services Assist Gen. Mgr. 44 Port Fouad Safety Dept. Mgr. 45 EGPC 46 Ieoc 47 Rev 2 HSE Document Control Procedure Page 3

4 HSE IMS Procedure No 26 Page 4 of 16 REVISION RECORD Revision Date Description of Changes Number A Draft for Review Issued for Use Distribution list, References and Forms 2 July 2011 Forms & Documents Control Process The custodian of this procedure is the HSE Manager and any suggested changes to this procedure or queries about the applicability of it should be addressed to him. He is also responsible for co-ordinating periodic reviews of this procedure, which will take place every two years. Rev 2 HSE Document Control Procedure Page 4

5 HSE IMS Procedure No 26 Page 5 of 16 CONTENTS 1.0 INTRODUCTION General Scope RESPONSIBILITIES DOCUMENT CONTROL PROCESS Essential Content of Documents Status of Document Issue Approval and Authorisation Distribution and Ownership Revision Record Ensuring Use of Current Documents Withdrawal, Replacement and Archiving of Documents HSE & AI General Manager Master List of Documents REFERENCES 12 MASTER DOCUMENT REGISTER 13 REQUEST FOR DOCUMENT CHANGE 14 REGISTER OF DOCUMENT CHANGE 15 DOCUMENTS DISTRIBUTION LIST 16 Rev 2 HSE Document Control Procedure Page 5

6 HSE IMS Procedure No 26 Page 6 of INTRODUCTION 1.1 General This procedure has been formulated in compliance with Element No. C4 of HSE Integrated Management System (IMS) of Eni Exploration & Production Division (Ref 1) and its Application Requirements (Ref 2), as part of PETROBEL HSE IMS (Ref 3). It follows the general principles of international management systems (Refs 4, 5, 6). 1.2 Scope This procedure applies to all Petrobel activities including office, fields and warehouse premises. It includes shorter duration activities such as Geological Field Trips, Seismic Operations, Road / Drilling Site Construction, Drilling and Project Activities. It applies to all stages of the company s activities, from seismic exploration through drilling, conceptual design, construction, installation, commissioning, operations and abandonment, which involve different groups of personnel. 2.0 RESPONSIBILITIES The following are the responsibilities of key individuals to ensure the effective functioning of the Petrobel HSE Document Control procedure: Managing Directors Ensure that suitable and adequate resources of funding and personnel are made available to conduct HSE Document Control, and for training for these activities, as appropriate. General Managers Ensure that HSE Document Control is carried out effectively and in accordance with this procedure; Ensure personnel are trained as necessary; Provide personnel as required for implementation of HSE Document Control in their area of responsibility; Ensure supporting managers are set appropriate tasks and responsibilities to achieve effective HSE Document Control. Rev 2 HSE Document Control Procedure Page 6

7 HSE IMS Procedure No 26 Page 7 of 16 Line Managers and Supervisors Make arrangements for HSE Document Control in their area of responsibility and ensure it is carried out effectively and in accordance with this procedure. HSE & AI General Manager Acts as Custodian for all HSE IMS Documents; Provides advice to Line Managers on HSE Document Control, as required. HSE Document Controller The HSE Technical Assistant is the Document Controller for all Ieoc HSE documents. The Document Controller s responsibilities include the following: Implement the document control procedure effectively. Issue document numbers as defined in this procedure for each HSE IMS document. Ensure that documents are periodically reviewed as per the defined frequency. Archive the obsolete documents and redistribute the revised documents. Distribute documents according to the Document Distribution List. Maintain and update a Master List of Documents. Maintain all the records of document control system. Archive/Control all external documents received by the HSE Department as per this procedure, and Maintain and control hard copies of documents. Post holders Receiving HSE IMS Documents Ensure they update and maintain the current edition of all HSE IMS documents; Ensure they provide the current editions of HSE IMS documents to document users. HSE IMS Document Users Ensure they are using the current edition of an HSE IMS document. Rev 2 HSE Document Control Procedure Page 7

8 HSE IMS Procedure No 26 Page 8 of DOCUMENT CONTROL PROCESS 3.1 Essential Content of Documents The document title and page number should be incorporated into the header and footer of every page of a HSE IMS document, the document number and total number of pages in the header on every page of a HSE IMS document, and the revision number in the footer of every page of a HSE IMS document. The document number of HSE management system shall have a structured unique form HSE IMS followed by typology of document then the document no. While the structure of HSE formats shall be in the form: HSE F XX YY ZZZ Where HSE : Health Safety and Environment F : Format XX : Number of HSE IMS Procedure YY : Number of form inside the same procedure ZZZ : Relevant Clause in OHSAS (ISO ) The front page of every document should contain an authorisation box. For all issued HSE IMS documents, this box should contain the revision number, date and description of issue type, together with the signatures and dates of all three signatories, i.e. the person preparing the document, the person approving the document and the person authorising the document. There should be a distribution list, including copy number and postholder name, on the second page of every HSE IMS document. There should be a revision record on the third page of every HSE IMS document, including the revision number, the date of the revision, and the description of the changes, including which section numbers and /or page numbers have been changed at this revision, as appropriate. All HSE IMS documents should contain sections incorporating the purpose, scope, responsibilities and references for that procedure. HSE IMS documents may also include criteria and standards where applicable. 3.2 Status of Document Issue Initial draft issues may be distributed as draft to a limited distribution. They will be issued with revision category A, B, C, etc. Approved and authorised documents will initially be issued with revision category 0, then revised and reissued as revisions 1, 2, 3, etc. Rev 2 HSE Document Control Procedure Page 8

9 HSE IMS Procedure No 26 Page 9 of Approval and Authorisation Draft documents (i.e. Revisions A, B, C, etc.), are distributed for discussion and review. They do not require approval by HSE Department or authorisation by the General Manager. Issued documents (i.e. Revisions 0, 1, 2, 3, etc.), are distributed for use. All issued documents and revisions of issued documents must be signed and dated by the three signatories in sequence, i.e. first the person creating the document or revision, second the approving authority (HSE Manager) and third the authorising authority (MDs), in the appropriate part of the authorisation box on the front page of the document. 3.4 Distribution and Ownership The HSE & AI General Manager is the custodian of the HSE Integrated Management System (IMS) and all HSE IMS documents, and is responsible for HSE IMS document development, issue, control and distribution. (Appendix 4) Regarding the internal distribution of any new and/or revised HSE IMS procedure: Petrobel shall rely on sharing this new/revised procedure on Petrobel Intranet after duly signing the Master Document of the procedure by the 2 MDs. The hardcopy of the Master Document shall be kept at the HSE Department at Cairo Head Office by the Document Controller. Upon sharing any soft copy of a new/revised procedure on Petrobel Intranet, the Document Controller shall send an internal memo signed by Petrobel HSE & AI General Manager to the concerned recipients as per the distribution list of that procedure, the memo shall include the revision number and name of the procedure issued and uploaded on Petrobel Intranet, or a description of any performed changes in case of revising a procedure, that should replace the previous revision of that procedure on the intranet, and the new revision number of that procedure. The recipients must sign off the memo declaring his/her receipt of the memo once verifying his/her acknowledgement of the new/revised procedure uploaded on Petrobel Intranet and send the memo back to the HSE Department at Cairo Office. The Document Controller shall keep records of the signed off internal memos of distribution after receiving it back from the recipients. The soft copy of any procedure uploaded on Petrobel intranet shall be the only Controlled Copy of that procedure, any soft / hard copies of the procedure shall be considered as Uncontrolled Copy of that procedure. Regarding the external distribution of any new and/or revised HSE IMS procedure to EGPC & Ieoc: Upon approval by Petrobel 2 MDs, Petrobel Document Controller shall send hard copy of the new/revised procedure to EGPC & Ieoc, attached to external memo signed by Petrobel HSE & AI General Manager to EGPC HSE General Manager & Ieoc HSE Manager, the memo shall include the name of the procedure in case if it is a new developed one, or a description of any performed changes in case of revising a procedure. The recipient must sign off the external memo declaring his/her receipt of the memo and send it back to the HSE Department at Cairo Office. The Document Controller shall keep records of the signed off external memos of distribution after receiving it back from the recipients. Rev 2 HSE Document Control Procedure Page 9

10 HSE IMS Procedure No 26 Page 10 of 16 If there are minor changes to a document, individual sections or pages may be reissued and distributed. In the case of revisions with many and/or major changes, the entire document may be reissued. 3.5 Revision Record All revisions should be recorded in the revision record, indicating which sections, and / or pages, have been changed. 3.6 Ensuring Use of Current Documents It is the responsibility of those receiving revised or reissued HSE IMS documents, to ensure the documents are maintained up to date and current, and to ensure that obsolete pages, sections or documents are disposed of or destroyed. If an entire document is reissued, the person receiving the document is responsible for returning the obsolete version to the HSE Department or destroying the document. In the event of any doubt by a document holder or document user about the validity of the document they are using, i.e. whether it is the current (latest) version or not, it is the responsibility of the document holder/user to consult with the HSE Department to verify that they have the latest issue. 3.7 Withdrawal, Replacement and Archiving of Documents Documents should be periodically reviewed as per the frequency mentioned in the document or revision record. Such review may result in the need to amend or replace the documents. Document can be amended due to, but not limited to, one or more of the following reason(s): Document content is considered out-of-date and needs updating to suitable the current needs or practices. Required change in procedures on the basis of corrective and preventive actions, internal audits and/or HSE statistical analysis. Due to the occurrence of a non-conformity or accident/incident. To improve any activity or process. Change in Petrobel Division standards/requirement. Change in management or corporate policy(ies). Change in applicable International / national code / standards / specifications. Change in technology/equipment/ machinery or operating conditions. A request for document amendment must be filled in by the concerned personnel and submitted to the HSE Manager for approval (see Appendix 2). New amendments / Rev 2 HSE Document Control Procedure Page 10

11 HSE IMS Procedure No 26 Page 11 of 16 changes must be identified and listed under the Revision Record Table of the amended document in each procedure. Deletion of electronic copies, if required, must also be requested using the form in Appendix 2. If approved, all HSE personnel must be notified by the Document Controller. Cancellation of documents, if necessary, must also be requested using the same form and if approved, all HSE personnel and post holders within the distribution list must also be notified by the Document Controller. In case of any changes in the document, the document should be re-issued such that it supersedes the old document and with an updated document number. Accordingly, if an HSE IMS document is issued such that it replaces one or more existing documents, this must be clearly stated on the revision record table and also stated within the document under the section defining the scope of that document and the number of the document(s) being replaced must be specified. If an HSE IMS document is withdrawn or replaced by another HSE IMS document, document holders/users are required to return their obsolete document to the HSE Department, or ensure it is destroyed. The requested site for any change of HSE documents shall fill the Appendix 2 and HSE department through documents controller shall register the changes in Appendix 3 Replacement documents should clearly specify within them full details of which document(s) (or sections of documents) that they are replacing. The HSE Department shall maintain copies of all obsolete editions of documents for four years after their withdrawal, or longer if required by law. 3.8 HSE & AI General Manager HSE Department Manager shall ensure the development of an archiving system; a Filling Index shall be developed that is specific for communications received from government agencies (such as EGAS, EGPC, EEAA, etc.) and another Index developed that is specific for documents received from other entities. Once external documents are received, the relevant filling number shall be identified as per the filling index and the document shall be filed on the HSE shelves accordingly. 3.9 Master List of Documents Once HSE document created or received it shall be listed in the master list (Appendix no. 1 ) with identifying the HSE documents type (procedures, instructions, plans, etc.), Rev 2 HSE Document Control Procedure Page 11

12 HSE IMS Procedure No 26 Page 12 of 16 title, document number, date of issuance, revision number, next revision date, and name of person(s) who prepared it. A similar list for external and internal communication prepared as mentioned in HSE IMS Procedure No REFERENCES 1. HSE Integrated Management System Organisation and HSE Guidelines, Eni Exploration & Production Division, Document , Revn. 1, March HSE Integrated Management System Organisation and HSE Guidelines, Application Requirements, Eni Exploration & Production Division, Document , Revn. 1, March PETROBEL HSE Integrated Management System Overview, HSE/PLN/Office/40, Revn. 0, March ISO OHSAS ISO Rev 2 HSE Document Control Procedure Page 12

13 HSE IMS Procedure No 26 Page 13 of 16 Appendix 1 Ref. HSE F MASTER DOCUMENT REGISTER S DOCUMENT NAME DOCUMENT CODE ISSUE ISSUE DATE NAME / TITLE: SIGNATURE: DATE: Rev 2 HSE Document Control Procedure Page 13

14 HSE IMS Procedure No 26 Page 14 of 16 Appendix 2 Ref. HSE F REQUEST FOR DOCUMENT CHANGE LOCATION: DEPARTMENT : DATE : DOCUMENT NAME : DOCUMENT CODE : REQUIRED CHANGE: CHANGE REASON : NAME / TITLE: SIGNATURE: CHANGE REVIEW : MANAGEMENT REPRESENTATIVE DECISION : AGREEMENT DISAGREEMENT DISAGREEMENT REASON : HSE GEN. MGR / MANAGEMENT REPRESENTATIVE APPROVAL: Rev 2 HSE Document Control Procedure Page 14

15 HSE IMS Procedure No 26 Page 15 of 16 Appendix 3 Ref. HSE F REGISTER OF DOCUMENT CHANGE Request No. Document Name Document Code Old Issue / Issue Date Modification Summary Modified Pages New Issue Effective Isssue Date Rev 2 HSE Document Control Procedure Page 15

16 HSE IMS Procedure No 26 Page 16 of 16 Appendix 4 Ref. HSE F DOCUMENTS DISTRIBUTION LIST DESCRIPTION COPY SERIAL No. No. of Rev 2 HSE Document Control Procedure Page 16