Procedures Manual Procedure Number: 1.09 Revision Level: G Date: 01.Dec.2013 Originator: M.Arun Approver: J. Bharathan Page: 1 of 2

TITLE : DOCUMENTS AND RECORDS CONTROL.

SCOPE : This procedure defines the documents which are to be controlled, which departments are responsible for their control, and minimum requirements for all documents. For individual requirements of controlled documents, refer to the appropriate procedures contained within this manual.

1.00 Controlled Documents:-

1.01 The following departments shall control the below documents ( not limited ) as follows:

a) Quality Department. 1. Quality assurance policy, manual and procedures. 2. Material certificates. 3. Calibration records for inspection, measuring & test equipment. 4. Inspection reports, including nondestructive test reports, plans, heat treatment records, and

goods received records. 5. Codes of practice, standards and specifications. 6. Quality assurance documentation packages. 7. Inspection & test (quality) plans. 8. Vendor Questionnaires. 9. Audit reports. 10. Nonconformance reports. 11. Corrective action reports. 12. Annual management reviews. 13. Customer complaints. 14. Process specification. 15. Weld procedure specification. 16. Welding procedure qualification records. 17. Welder qualification records.

b) Sales Department.

1. Customer supplied "invitation to bid" documents. 2. Tender documents, including quotations. 3. Estimates. 4. Customer purchase order, Contract reviews, including analysis. 5. Delivery note copies, Invoice copies 6. All facsimile, letters, and memoranda which is used to communicate with vendor or customer.

c) Engineering Department.

1. Engineering Drawings, including OEM / customer owned. 2. Bills of materials, including OEM / customer owned. 3. Design review 4. Design packages 5. Original operation & maintenance manuals for Sigma manufactured equipment.

Procedures Manual Procedure Number: 1.09 Revision Level: G Date: 01.Dec.2013 Originator: M.Arun Approver: J. Bharathan Page: 2 of 2

d) Human Resources Department

1. Training records & qualifications.

e) Purchasing Department. 1. Purchase orders. 2. Inquiries to vendors, relating to purchase orders.

f) Warehouse/Store.

1. Goods Receiving Records (GRN’s & GRR’s). 2. Stores Demand and Issue Vouchers. 3. Delivery notes.

2.00 Minimum Requirements:-

2.01 Each Department shall be responsible for the documents mentioned above. QA/QC Document controller is responsible for the collation of required reports/records into Quality dossier where ever applicable. Each Department shall provide suitable storage in such a manner that the documents are readily retrievable and provide suitable protection to prevent deterioration. Where documents have been archived, a suitable index shall be compiled to identify the Archive contents.

2.02 The retention of records to the API specifications are as follows:

API 5CT - 3 years

6A - 10 years

7-1 - 7 years

16A - 10 years

16C - 5 years

16D - 5 years

4F - 5 years

2.03 OEM Records : 10 years

All other records : 5 years minimum

3.00 References:-

3.01 All other operating procedures.