Procedure for Control of Documented

Information
ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007

This manual is the Property of

SEA SAFE MARINE SHIPS AND BOATS MAINTENANCE

SERVICES CO. LLC
Shed #96, Drydocks World, Al Jadaf, Dubai, UAE
TEL: +971 522522766/+971 43582605
E-mail: [email protected],
Website: www.seasafetymarine.com

Ref. No.: SSMS-IMS-PRO-05

Version: 1.0
Issue Date: August 1, 2024

Master Copy
 Table of Contents
Amendment History..................................................................................................................3
Document Approval..................................................................................................................3
1.0 PURPOSE.....................................................................................................................4
2.0 SCOPE..........................................................................................................................4
3.0 RESPONSIBILITIES....................................................................................................4
4.0 TERMS AND DEFINITIONS.........................................................................................5
5.0 PROCEDURE................................................................................................................5
5.1. TYPES OF IMS DOCUMENTED INFORMATION........................................................5
5.1.1. Policy Statement............................................................................................................5
5.1.2. Quality and HSE MS Manuals........................................................................................5
5.1.3. Quality, Health, Safety and Environment (QHSE) Objectives........................................5
5.1.4. Procedures/Safety Operational Controls Procedures/Methods of Statements/Work
Instructions...............................................................................................................................6
5.1.5. Blank Forms Related to Procedures..............................................................................6
5.1.6. Guidelines/Codes...........................................................................................................6
5.1.7. Records......................................................................................................................6
5.1.8. Other Forms of Documented Information..................................................................6
5.1.9. Medium......................................................................................................................6
5.2. CONTROL OF IMS DOCUMENTS...............................................................................6
5.2.1. Identification and Control Status of Documents.........................................................6
5.2.2. IMS Documents Control Numbering/Referencing......................................................7
5.2.3. Creation, Review and Approval of Documents..........................................................7
5.2.4. Issuance, Storage and Access of Documents...........................................................8
5.2.5. Revision and Handling of Obsolete Documents........................................................9
5.3. CONTROL OF RECORDS............................................................................................9
5.3.1. Record Generation..................................................................................................10
5.3.2. Identifying Records..................................................................................................10
5.3.3. Storage, Retrieval, Retention and Disposal of Records..........................................10
5.4. CONTROLLING DOCUMENTS OF EXTERNAL ORIGIN..........................................11
5.5. CONTROLLING OUTGOING DOCUMENTS..............................................................12
5.5.1. Hard Copy Documents............................................................................................12
5.5.2. Emails......................................................................................................................12
6.0 RELATED DOCUMENTS/FORMS.............................................................................12
7.0 REFERENCES...........................................................................................................13

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Amendment History

Summary of Issue Approved

Version Date Issued by
Changes By
Management
1.0 August 1, 2024 Initial Release CEO
Representative

Document Approval

Prepared By
Name: Mr. Subash Chandra
Designation: Management Representative

Signature & Date: July 25, 2024

Reviewed By
Name: Mr. Akbar Khan
Designation: General Manager
Signature & Date August 1, 2024
Approved By
Name: Mr. Hassan Ali Novin
Designation: CEO
Signature & Date: August 1, 2024

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 1.0 PURPOSE
The purposes of this procedure are:

 To control the Integrated Management System (IMS) documents of SSMS.

 To define the methods used in ensuring the creation, review, approval and
control of the IMS documents.
 To ensure that valid documents with latest control status are in use.
 To maintain records of evidences of the quality, health and safety, and
environment management and operational activities of SSMS.

2.0 SCOPE
This procedure is applicable to all documented information of the IMS which
includes:

 Documents that are to be maintained

 Records that are to be retained

The documents shall include written Quality and HSE Policies, QHSE MS Manual,
Procedures & with associated forms, guidelines, organizational charts, process flows
charts, etc. The records refer to all written evidences of compliance of the IMS
processes, procedures and activities which may include filled up forms, reports, charts
and tables, pictures, etc.

The documented information may be made available and stored in hard copy,
electronic copy or automated copy, whichever is applicable.

3.0 RESPONSIBILITIES

3.1. The CEO is responsible for:

 Providing resources for the implementation of this procedure;
 Ensuring that the related departments/sections/personnel perform their roles
and responsibilities in the realization of this procedure;
 Ensuring that all documented information of SSMS is controlled accordingly.

3.2. The Management Representative (MR) and/or the Admin. Officer is

responsible for:
 Establishing, maintaining, updating and ensuring the implementation of
this procedure within SSMS;
 Ensuring and overseeing the control of documented information and all other
related departments/sections/process owners.
 Reviewing document change requests;
 Keeping the Master Copy of all documents and distributing controlled
documents;
 Reviewing and processing the document change requests;
 Maintaining the Master List and Distribution LIs of documents;
 Ensuring that the latest version of documents are in the point of use;
 Keeping documents and records of all activities related to her
department/section.
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3.3. The concerned Department/Section Heads and their employees are
responsible for:
 Ensuring that the latest version of the documents are in use in their own area
of responsibility;
 Ensuring that all employees comply with the conditions set in this procedure;
 Keeping documents and records of the activities related to their
departments/sections.

4.0 TERMS AND DEFINITIONS

4.1. DOCUMENTED INFORMATION

The term documented information refers to information that must be controlled

and maintained and its supporting medium.

Documented information can be in any format and on any medium and can come
from any source.

Documented information includes information about the management system and

related processes (documents). It also includes all the information that organizations
need to operate and all the information that they use to document the results that
they achieve (records).

5.0 PROCEDURE

5.1. TYPES OF IMS DOCUMENTED INFORMATION

SSMS’s documented information includes the following:

5.1.1. Policy Statement

This states the Top Management’s leadership and commitment toward Quality,
Health, Safety and Environment.

5.1.2. Quality and HSE MS Manuals

This describes the scope of the IMS and all related processes. The manual may also
provide guidance for sets of policies, procedures and related instructions.

5.1.3. Quality, Health, Safety and Environment (QHSE) Objectives

This sets the aims and targets of SSMS for Quality, Health, Safety, Environment and
those for related to its operational processes.

5.1.4. Procedures/Safety Operational Controls Procedures/Methods of

Statements/Work Instructions

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These contain the detailed description, activities and steps to be undertaken in order
to meet the ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007 requirements
and SSMS’s operational processes.

5.1.5. Blank Forms Related to Procedures

These are used to record details of the activities conducted within the IMS. Once
filled/used, these serve as evidences compliance of the procedures/processes
required by the IMS. These also include checklists, questionnaires, logs and
registers, etc to be used.

5.1.6. Guidelines/Codes

These provide guidance for SSMS employees how to act and perform their duties
and responsibilities.

5.1.7. Records

These are evidences of SSMS’s compliance to the IMS. These may include for
example: Training Attendance Sheets, Employee Performance Records, Minutes of
HSE meetings, Internal Audit Reports, Incident Reports, Client Satisfaction Reports,
etc.

5.1.8. Other Forms of Documented Information

These refers to any other forms of documents and records necessary to provide
information and records of evidences of the IMS such as statistical data, reports,
charts, pictures, plans, letters, etc.

5.1.9. Medium

SSMS’ documented information shall be in hard copy, electronic copy or automated

copy whichever is applicable.

5.2. CONTROL OF IMS DOCUMENTS

5.2.1. Identification and Control Status of Documents

 Generally, the documents shall be identified and controlled with the following:
 Document title
 Document reference number
 Issue date
 Version/Revision number
 Page number/number of pages
 SSMS Logo and Company Name and Details (optional in other
documents)
 Document Approval and Amendment History
 Preparer’s/Author’s Signature
 Reviewer’s Signature
 Approver’s Signature
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  Blank forms do not need signature.
 SSMS shall use, in general, English as a language of all documents unless
there is a requirement to write a document in other language (e.g., Arabic).
 As much as practicable, similar format of the title page, header, footer, font
size and style, colour, logo, etc. shall be used for all documents.

5.2.2. IMS Documents Control Numbering/Referencing

SSMS’s IMS documents are referenced as follows:

SL No. Description Referencing

1 Code for SSMS SSMS
Integrated Management System (QHSE
2 IMS
MS)
3 Code for Document Types:
 Policy POL
 Manual MAN
 Objectives and Targets OBJ
 Procedures PRO
 Forms, checklists, questionnaires,
FRM
logs, registers
 Work Instruction WI
 Method of Statement MS
 Guidelines, Codes GUID
 Charts CHT
4 Serial Number of the document Starting from 01
Example: Procedure for HSE Risk
5 SSMS-IMS-PRO-02
Management

5.2.3. Creation, Review and Approval of Documents

 The documents of SSMS are prepared by the concerned process owners.

Process owners may be referred to as the MR/Head of Department/.Section
or any designated personnel.
 These documents are reviewed by the General Manager.
 All documents are approved by CEO before distribution.
 All documents which are approved for distribution are listed in the Master List
of Documents.
 In case that, personnel identify a need to add a document in the existing
system, he/she shall fill-up the Document Change Request Form to request
the creation of a new document. The form shall be submitted to the concerned
Head of Department/Section for review and initial approval.
 The MR shall review the request and seek the final approval of the CEO.

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  Once approved, the concerned process owner will prepare the contents of the
document. The General Manager shall be consulted for reviewing the
contents.
 The CEO shall approve the newly created document before publishing or
distribution.
 Upon approval, the MR will:
 Create the applicable document control number
 Check the document for correct formatting
 Include document in the Master List of Documents
 Amend relevant documents, if required
 Ensure document is available in place of work
 Issue new document to all concerned users
 Maintain the evidence of issue of document using the Document
Distribution Register.

5.2.4. Issuance, Storage and Access of Documents

 Only approved and latest version documents are made available to all users.
 The MR shall issue approved documents and shall use Document Distribution
Register to control issuance.
 All documents are saved in the IMS files of the SSMS’s shared folder with the
following controls:
 The IMS Folder shall be divided into two structures namely Master
Copy and Controlled Copy.
 The master copy of the documents is saved in Microsoft Word and
shall be marked as Master Copy. Whereas, the controlled copy of
documents is saved in non-editable PDF (except for forms) and
marked as Controlled Copy.
 The master copy of documents can only be accessed by the MR,
Department Head and the Executive Director. Whereas, the
controlled copy is made available to all personnel.
 The MR shall also keep one (1) hard copy of the master copy of documents.
 The distribution of the documents can be done in the following manner:
 Email informing all users that the documents can be accessed in
SSMS shared folder as controlled copy or attaching the controlled
copy of the relevant documents; or the controlled copy maybe
distributed in hard copy.
 The MR shall secure acknowledgement from the recipients by email
or by signing the Document Distribution Register.
 The MR ensures that after issuing the latest version of the document, the old
version has been collected and destroyed or removed from the place of use,
replaced with the new version.
 If in electronic means, the old version is removed from the folder and replaced
with new one.
 Any modification to exiting documents without authorization of the CEO is
deemed as invalid.
 Any printed document or electronic document that does not have “Master
Copy” and “Controlled Copy” mark shall be considered as uncontrolled
document and it shall be removed from the place of work.
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5.2.5. Revision and Handling of Obsolete Documents

 All personnel are encouraged to highlight the need for any update or
amendment of documents to their concerned Head of
Department/Section/process owner or the MR.
 Amendments may also be identified following Internal/External Audits, new
legal or regulatory requirements, compliance to international standards,
results of Management Review Meeting, etc.
 Request for change or amendments shall be accomplished using the
Document Change Request Form and shall follow the same process stated in
Section 5.2.3 for review and approval of the request.
 The document shall amended/revised by the concerned process owner and
shall follow process of review and approval of the contents.
 Upon approval, the MR shall update the version control of the documents as
follows:
 Version Number starts with 1.0
 Change the date of the document according to the latest version date
 Version number is change when the document replaced its contents
and aligned with a new standard requirement.
 The MR shall also update the Master List of Documents.
 The new revised document shall be issued to all concerned users and
maintain the evidence of issue of document in the Document Distribution
Register.
 Superseded document shall be identified as “Obsolete Document” and
ensured that it is removed from the place of work or in SSMS shared folder.
 In case an obsolete document is to be retained for the purpose of information
preservation or for any legal requirement, then stamp them as Obsolete Copy
to clearly identify such document.

5.3. CONTROL OF RECORDS

 Records are generated within SSMS to demonstrate compliance to the

requirements of IMS, processes, laws and regulations, clients. Etc.
 Each process owner is responsible to control storage, preservation, retrieval
and disposal of records.

5.3.1. Record Generation

 The process owner or the employee assigned for a particular task/activity

ensures that task or activity is recorded to maintain evidences of compliance
or completion.
 The assigned employee shall use the forms, checklist, questionnaire, logs and
registers provided to account the activities; or shall gather all related records
in any form.
 When using forms, checklist, questionnaires, logs, registers, the employee
assigned shall ensure that all required details and signatories (fi applicable)
are filled-in or completed.
 Once records are generated, the assigned employee shall properly identify
and file the records.

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  The employee shall fill the record details in the Master List of Records which
includes record name, date of record generation, owner, details of retention
period and retrieval authority and other detail that is considered necessary to
control the record.

5.3.2. Identifying Records

 The process owners shall ensure that hard copy and electronic records of
compliance to IMS requirement, processes and activities and all other
related SSMS records are maintained in suitable condition (legible and
readable and protected) and identify them with proper reference and
labeling.
 Similar records are filed in one filer according to activity with the following
labeling items on the front cover:
 Company Logo
 Department/Section/Process Owner
 File Name/Code
 Inclusive dates (Starting and Closing Dates)
 Person Maintaining the Records
 The Master List of Records (which gives description of the specific details of
the records contained in a particular filer) shall be attached to the filer.
 For electronic records, they shall be saved by the process owners in
appropriate folders in the SSMS shared folders with proper naming and
referencing.

5.3.3. Storage, Retrieval, Retention and Disposal of Records

 All records shall be stored in a suitable environment to minimize the risk

of deterioration or damage, to prevent loss or breach to confidentiality
(e.g. hard copies in filers and filing cabinets, electronic records in
computers, USB or in the service). For automated records, they are
automatically saved in the system.
 Storage of records shall be such that information can be easily, readily
retrieved and analyzed to demonstrate the effectiveness of the IMS and
SSMS’s operations.
 Records can be retrieved from electronic, paper form or automated files by an
authorized person who will utilize the file for business purposes only.
 The employee who needs the file shall send an official request to his/her
Head of Department/Section or process owner stating the reason of the
retrieval. Electronic copy of records shall be released only to authorized
person upon the approval of the CEO.
 Borrowed hard copy records and/or released electronic copy records shall be
recorded by the concerned personnel in a Log signed by the authorized
person for release and/or return.
 The retention period of the records shall be approved by the CEO or as per
legal, regulatory, client requirements. If no other requirement is required,
SSMS records will be retained up to five (5) years.
 The retention period shall be updated in the Master List of Records.
 Once the retention period expires, the records shall be destroyed in a
controlled manner with the initial approval of the Head of
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 Department/Section or process owner (depending on the record to be
disposed) and the final approval of the Executive Director. The approval shall
be listed in the Records Disposal Register before the actual disposal.
 Disposal method of the hard copy records is preferably by shredding machine
or as per legal requirements. The actual disposal shall be done by the
authorized personnel.
 Electronic records are not deleted. Instead, they are saved in a separate
folder, hard disk, USB or any electronic or automated location, whichever is
applicable, once the retention period expires.

5.4. CONTROLLING DOCUMENTS OF EXTERNAL ORIGIN

 The MR establish the need to acquire external documents necessary for

SSMS’s IMS and operations.
 SSMS may receive documents from external parties related but not limited to:
 Client complaints
 Invitation to quote
 Legal notices, HSE alerts, announcements
 Copies of standards and legal requirements
 Client inquiries/other interested parties’ inquiries
 Equipment manuals
 Others
 Hard copy letters or any other documents from external parties maybe be
received by the concerned department/section head or personnel and shall be
handed over to the MR and to be consulted with the CEO before deciding to
respond or act on it.
 The MR or designated personnel shall maintain a log of all hard copy
documents received from and a log for all hard copy documents.
 All emails received are saved in SSMS server for records keeping and
retrieval.

5.5. CONTROLLING OUTGOING DOCUMENTS

5.5.1. Hard Copy Documents

 Outgoing documents of SSMS can be channeled through faxes, emails or

handed by hardcopies.
 For sending out hard copy documents, the concerned personnel forward the
document to the MR for documentation and duplicate keeping if required.
 The MR or designated personnel sends the document to external party either
by fax, post or any applicable means. The CEO’s approval shall be sought
before sending out the document.
 The MR or designated personnel shall maintain a log of all documents send
out/submitted to external parties.

5.5.2. Emails

 Any employee can send official emails to external parties. When sending, the
following will be followed:
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  Secure approval from the MR or CEO before sending.
 Ensure that the email shall be sent to the correct recipient. Double
checking of email addresses shall be done.
 CC the concerned head, MR and the CEO.
 The subject of the email should be clear and follow a consistent
format as required by SSMS management for easy traceability.
 Contents of the email should be accurate, concise, business like and
should comply with email etiquette and official format at all times.
 All employees should only use SSMS accounts for official purposes.
 All emails are saved in SSMS server for records keeping and retrieval.
 Emails shall be retained as prescribed by the management or as per legal and
other requirements.

6.0 RELATED DOCUMENTS/FORMS

 Master List of Documents (SSMS-IMS-FRM-06)

 Document Distribution Register (SSMS-IMS-FRM-07)
 Document Change Request Form (SSMS-IMS-FRM-08)
 List of Records (SSMS-IMS-FRM-09)
 Records Disposal Register (SSMS-IMS-FRM-10)

7.0 REFERENCES

 ISO 9001:2015 (Quality Management System)

 ISO 14001:2015 (Environmental Management System)
 OHSAS 18001:2007 (Occupational Health and Safety Management
System)

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