DOCUMENT MANAGEMENT

Revision of 11 September 2026

Document and data control

Preparation of Documents

The person responsible for preparing new documents, or amending existing ones, is designated by the Director of each Department, and is indicated in the administration part of each document.

Quality Documents (MPGs and ISMs) are set out as follows :

  • General page with titles of document, and table of content,

  • Substantial content of last amendment, through revision sheet

  • Number and date of revision and date of application,

  • Each Section and Annex is numbered.

Submission and validation of Quality Documents (MPG and ISM)

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The submission and validation of the revised procedure is a two-stage process: - the first stage involves the EDITOR modifying the text and forwarding the procedure to the APPROVAL MANAGER - the second stage involves the APPROVAL MANAGER reviewing the DRAFT, and either validating the document or rejecting it if additional corrections are required. If rejected, the document is returned to the EDITOR; if validated, the document changes status to IN FORCE and is published online. The Editor and Approval Manager cannot be the same person. In the event of unforeseen emergencies and when the Approval Manager is unavailable, the procedure can be validated by M&O Admin action, with a special note "on behalf of" and appropriate comments for traceability reasons provided that QHSSE Department is informed of this necessaity by the Approval Manager. NOTA: Special rights for EDITORS and APPROVAL MANAGERS in M&O Quality Documentation Database SharePoint are assigned by ASMS SUPPORT and by QHSSE Department agreement on the request of the departments' Directors.

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Unless otherwise stated in specific ISM, signatures are as follows :

  • MPG

    • Submission: Managers / or quality specialist of the unit in charge of the edition of the document

    • Validation : M&O Quality Manager (or delegate)

  • Other department Procedures

    • Submission : Manager of the unit in charge of the edition of the document,

    • Validation : Director of the unit (or delegate).

  • Work Instructions

    • Submission/validation : in principle same as Procedures.

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Any document involving an alteration that affects the M&O Product Line Policy is subject to acceptance by the M&O President.

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Those responsible for reviewing or validating documents have access to all information necessary for their comments (administration, details, titles, acronyms, revision sheets, attachments, publishing sections, validation & rejection comments).

Revision of Quality Documents (MPG and ISM)

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No uncontrolled alteration is permitted. Documents in process of revision or creation are identified with status IN HAND in the WORKSPACE area of the Quality Documentation database SharePoint - visible only for EDITORS.

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In liaison with the different Departments in charge of procedures and Instructions, QHSSE Department monitors the procedures and instructions which have been revised. Each department is responsible for updating of their procedures / instructions.

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Alterations to documents are detailed in a revision sheet available for each quality document. This revision detail is displayed in the automatic message notification for each revised procedure to all employees from M&O Quality Documentation system.

Other Documents

External documents

In-coming external documents and data submitted for review are logged and controlled/distributed as per the provisions of specific ISMs, as applicable.

Distribution and handling of documents

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Departments are responsible for distributing the documents that they control.

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Quality documents are accessible to all M&O staff through M&O Quality Documentation Database SharePoint.

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Rules and other Regulation documents are available through the different documentary tools of M&O Product Line. Specific documents not available in these tools are made available, according to the needs in the different Departments in Head Office and in Areas / Countries, under their own responsibilities, and in compliance with the existing requirements dedicated to property rights.

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For each type of Classification and Statutory service, where a form/certificate/report is provided, it generally includes at least reference to the Marine & Offshore Product Line General Conditions.

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Obsolete internal and external documents are :

  • destroyed if no longer used, or

  • suitably identified if retained for legal or knowledge preservation, or

  • withdrawn & archived (eventually cancelled) with an appropriate, safe and securised manner, with traceability.

Quality documents stored in data base are considered as Master documents. (no paper copy is kept for reference).

NOTA: The relevant rights to withdraw, cancel or delete procedures from M&O Quality Documentation Database SharePoint are strictly assigned to M&O Admin located in QHSSE Department.