Fully Developed Element

DOESTD107393

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

program element.

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.

2.3.2.1 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.

2.3.2.2 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

responsibilities.

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

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