Storing Documents

DOE-STD-1073-2003

Configuration Management

After identifying which specific documents need to be controlled, the following

information on each document should be recorded in the document databases to facilitate

tracking and control:

document type,

unique document number (document control number),

document uses and priority,

document owner,

revision level,

current status (approved, draft, cancelled, superseded, etc.),

information regarding pending changes, and

other information needed for control and tracking, such as location and

outstanding Document Change Notices (DCNs).

This information should be retained in an easily retrievable manner. Selected document

information should also be entered into the configuration management equipment

database to establish a cross-reference or link between configuration management

systems and components and the associated documents.

As new documents are generated, they should be reviewed for inclusion in the controlled

document database. One factor to consider in determining if a document should be

controlled is whether the new document supports a CM SSC. The appropriate data on the

document should be entered into the controlled document database with the appropriate

data fields completed. The completeness and accuracy of the controlled document

database is essential to the control and tracking and the retrieval functions of document

control.

In order to ensure that the efforts and resources of document control are appropriately

focused, contractors should review the list of controlled documents periodically and

strive to consolidate and reduce the volume of controlled documents.

6.2

Storing Documents

The objective of temporary and long-term storage facilities for documents is to preclude

damage or loss from deterioration, larceny, or vandalism. The 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. Contractors should

assign specific individuals the responsibility to ensure those records (active and inactive)

and other documents are protected, preserved, and stored such that they can be retrieved

within defined retrieval times. A central document control organization may be assigned

these storage responsibilities.

6-3