Document Control Administration

DOE-STD-1051-93

5.3 Guidelines

5.3.1 D ocument Control A dministration

A document control sy stem should provide for the timely receipt, processing,

distribution, retention, storage, and retrieval of documents originating both within

and outside the maintenance organization. The responsibility for document control

may be shared by more than one department. For example, one department may be

responsible for the control, updating, and distribution of drawings. Another

department may be responsible for maintaining maintenance procedures and retention

and storage of maintenance documents. In either case, controls should be

established outlining the responsibilities and authorities of individuals or groups

associated with document control. A master control file of maintenance documents

should be maintained, with access limited to designated personnel. Satellite files of

controlled maintenance documents such as procedures, drawings, and technical

manuals should be established as necessary to support maintenance operations.

Responsibility for maintaining satellite files should be clearly defined.

5.3.2 Procedures

Controls should be established for the preparation, review, approval, distribution,

and revision of maintenance procedures. A sy stematic program should be used to

ensure the review and updating of maintenance procedures at regular intervals that

are not to exceed a specified period (normally two years). Guidelines for procedure

review should address the scope and depth of the review in areas such as technical

and administrative content and human factors. DOE Standard W riter's Guide f or

T echnical Procedures may be of assistance in this area.

A uniform procedure format should be used for all maintenance procedures. A

maintenance administrative procedure should be developed that provides guidance in

the prescribed methods of format, content, and numbering. Departmental procedures

should provide the detailed guidance regarding the conduct of maintenance activities.