Each identified document control process should be reviewed against the expectations for the fully
developed program. Deficient document control processes should be upgraded as necessary. For
example, if piping and instrument drawings (P&IDs) are to be included in the CM document control
element and it is determined that little formal control exists, the existing P&ID document control process
should be enhanced consistent with the requirements established by the CM document control element.
Various document control processes may also need to be consolidated to provide a consistent, reliable
approach. A centralized document control process is often the most efficient and effective, particularly
for the storage, tracking, and retrieval functions. A centralized approach should include satellite
document distribution stations if needed for user support.
The establishment of an effective document database should begin during the initial development stage.
As discussed in connection with the program management element, this involves a review of existing
databases, consolidation and upgrades as necessary, and the addition of any missing document data.
The document database is integral to the control and tracking function and the retrieval function of this
2.3.2 FULLY DEVELOPED ELEMENT
The following discussion presents recommended methods for and features of the basic document
control functions reflected in Figure 211.
188.8.131.52 Identification of Documents
The process for evaluating newly identified documents is similar to that outlined in Section 2.3.1. As new
documents are generated, they should be reviewed for inclusion into the CM program. To accomplish
this, the document owner determines if the new document supports an SSC within the CM program or
satisfies other scope criteria established for inclusion.
Once included, the document owner should categorize the new documents according to document type
and identify their uses and establish importance to users. Either the document owner or document
control organization should uniquely number each document and prioritize that document consistent
with its importance. The appropriate data on the document should be entered into the document
database with the appropriate data fields completed.
New types of documents may also emerge and have to be identified for inclusion in the CM program.
The identification of new document types for inclusion into the CM program should be considered
whenever new document types are established.
184.108.40.206 Storage of Documents
The objective of temporary and long-term storage facilities is to preclude damage or loss from
deterioration, larceny, or vandalism. Methods of storage should be based on the particular
characteristics of the document. Special consideration should be given to light-, pressure-, or
temperature-sensitive documents (e.g., radiographs, photographs, film) consistent with applicable
industry standards. Responsibilities should be assigned to ensure that records (active and inactive) and
other documents are protected, preserved, and stored such that they can be retrieved within defined
retrieval times. For example, a central document control organization may be assigned storage
Storage and retention of documents should be in accordance with DOE Orders, specific commitments
to DOE, national standards, and the needs of the document owners and users. Many of these storage