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f.4.6 As a rule all obsolete quality system documents will be removed form all
places of distribution and destroyed. Should managers or engineers decide
that any obsolete documents need to be retained for legal, contractual or
knowledge preservation purposes, such documents will be stamped
“Obsolete” and filed separately.
f.4.7 New or revised forms will be distributed with appropriate changes to
procedures or individually if urgently required. And should be used from
the date of receipt. Stocks of forms printed externally may be used up
unless otherwise expressly stated on the transmittal note.
f.5 Control of Contract Correspondence
f.5.1 All incoming and outgoing contract (not general) correspondence, such as
faxes and letters, shall be distributed to the relevant location, be that files
staff member of externally. Incoming correspondence should indicate the
date of receipt and once it has been read and / or acted upon shall be filed
in accordance with that detailed on the head office or site specific filing
list.
f.5.2 Head office or each site will set up their own filing system and maintain
such so as to ensure that file content is clearly identifiable. A filing list shall
also be established using the filing list form
f.5.3 All incoming or outgoing contract correspondence must be traceable to
the contract in question. This can be achieved by any means provided
traceability can be provided. A log book may be established for both
incoming and outgoing correspondence at main office as well as sites.

f.6 Control of internal and customer drawings
f.6.1 All drawings use, whether they be shop drawings produced in-house or
drawings received from the customers representative, shall be controlled
to ensure that pertinent issue are being used.

f.6.2 All in-house shop drawings shall have a unique identification and a means
of identifying the latest revision and should show that they have been
reviewed for correctness prior to issue those responsible for producing
such drawings shall ensure that the head office drawings register,
maintained by the Chief estimator, is updated so as to ensure control,
f.6.3 All originals o f external drawings received by the Head office shall be
passed to the chief estimator who shall mark the mark the date of receipt
on the drawings or on the register. The relevant function / site shall be
informed of the drawings so as to endure that original are collected (by
transmittal) and issued to relevant locations as required (recorded in
register). Any originals of drawings received on site shall be passed to
head office for the aforementioned purposes. Note “Original’ means any
first issue, be that new drawings or a revision to an existing drawings.
f.6.4 Copies of obsolete drawings should be withdrawn from use and any that
are kept for reference purposes should be clearly marked to ensure that
the status is know (e.g. marked “Obsolete” or Superseded”)
f.6.5 Any sections of drawings that are photocopied should have a clear means
of identification, should show the revision status, and should be traceable
back to the original from which the copy was made.

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AL HABBAI - QUALITY MANUAL