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INFORMATION

APPROVAL
The signatures below certify that this IMS procedure has been reviewed and
accepted, and demonstrates that the signatories are aw/ are of all the requirements
contained herein and are committed to ensuring their provision.
Name Position

Prepared by SHEQ Information Design

Name Position Signature Date

Approved by Managing Director

AMENDMENT RECORD
This IMS procedure is reviewed to ensure its continuing relevance to the systems
and process that it describes. A record of contextual additions or omissions is given
below:
Page No. Context Revision Date

CONTENT

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INFORMATION

1. OBJECTIVE

2. SCOPE

3. REFERENCES

4. RESPONSIBILITIES

5. DEFINITIONS

6. METHOD

1. OBJECTIVE

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The purpose of this procedure is to ensure that all relevant documented

information and organisational knowledge which forms an integral part of our
integrated management system is managed under controlled conditions and
that all documented information is reviewed and approved by authorized
personnel prior to issue.

2. SCOPE

Documented information is retained to provide evidence of conformity to the

requirements specified by ISO 9001, 14001 and 45001 standards, customer
requirements and of the effective operation of our IMS. Amibase(ME) uses
standard forms and templates which are accessed via a Cloud service
system. This documented procedure defines the controls for:

 Approving documents for adequacy prior to issue;

 Reviewing and revising as necessary and re-approving documents;
 Ensuring that changes and current revision status of documents are
identified;
 Ensuring that relevant versions of applicable documents are available
at points of use;
 Ensuring that documents remain legible and readily identifiable;
 Ensuring that documents of external origin are identified and their
distribution controlled;
 Preventing the unintended use of obsolete documents;
 Ensuring that mandatory documented information is retained or
maintained;
 Ensuring that documents of external origin are identified and their
distribution controlled.

This procedure applies to all IMS documentation and is to be followed by all

personnel where appropriate.

3. REFERENCES

 ISO 9001:2015- Clause 7.5

 ISO 14001: 2015- Clause 7.5
 ISO 45001:2018- Clause 7.5
 AM F007A -Change Request (CR)
 AM F007B- Document Issue sheet
 AM F007C- External Origin Control

4. RESPONSIBILITIES

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SHEQ Management System Representative, Manager/Supervisor, Systems

Co-ordinator and Authors of the various controlled documents shall be
responsible for the compliance to this Management Procedure.

Recipients of controlled copies of Policies, Procedures and Work Instructions

are responsible to properly maintain such documents, ensuring no
unauthorised changes are made and that superseded copies are destroyed.

5. DEFINITIONS

Integrated Management System (IMS) Documents:

All documents related to the Quality, Health, Safety and Environmental
Management Systems

Controlled Copy:
A controlled copy is a formal copy of the latest, correct issue (approved
version) of a document; an identified issue of a document to an individual or
location of record. A controlled copy must be officially tracked, updated and
stored for use.

Uncontrolled Copy:
An informal copy of a document for which no attempt is made to update it
after distribution. Copies of documents made by users (in paper or electronic
form) are considered “uncontrolled copies”. The responsibility of making sure
the uncontrolled copy is the most current approved document is with the user
of the document.

Documented Information:
Information required to be controlled, and retained or maintained.

Record:
Document stating results achieved or providing evidence.

Retain:
To preserve documented information as a record - the document is not
updated.

Maintain:
To actively update documented information when revisions are required.

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6. METHOD

6.1 General Requirements

6.1.1 Top management ensures that when we create documented

information it is appropriately identified and described (e.g. title, date,
author, reference number) and is available in an appropriate format
(e.g. language, software version, graphics, etc.) and on appropriate
media (e.g. paper, electronic). All documented information is reviewed
and approved for suitability and adequacy.

6.1.2 An electronic document management system, which is backed up and

updated as required, is used to retain documented information ensuring
only the current versions are available to users. Records from process
outputs are generated and maintained by the departments responsible
for their creation. For electronic records, server back-up procedures are
established. Employees are responsible for backing up their data.

6.2 Creating, Updating & Controlling Documented Information

Amibase applies the following criteria to all types of ‘documented

information’ in order to assess whether the information is necessary for
demonstrating the effectiveness of our IMS, and whether it should be
formally controlled.

 Communicates a message internally or externally;

 Provides evidence of process and product conformity;
 Provides evidence that planned outputs were achieved;
 Provides knowledge sharing.

6.2.1 General

All documents and data are reviewed and approved by authorized

personnel prior to issue. Each department issues and maintains its own
documents. Current revisions of appropriate documents are available
at locations where they are used. A Master Document & Record Index
is maintained and circulated. Documents controlled by this procedure
include but are not limited to the following:

 Specifications and drawings;

 Integrated management System Procedures;
 General and Operational procedures, reports and forms;
 Management review and design review minutes;
 External documents.

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6.2.2 Document & Data Identification, Approval and Use

6.2.2.1 All documents are identified with a title, revision level and
document number. Certain work instructions have a revision
level. Only original forms, which are stored on file, are
identified with the issuing authority.

Revision Number Document No

LOGO Revision Document

Number: 001 No:
ME IMS.P002
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number:
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Revision/Originated
Title Date

6.2.2.2 The following abbreviations will be used when compiling the

various Intergraded Management System Documents:

Level 1 – Management System Procedures:

All standard requirements procedures numbers related to the

Integrated Management System (IMS) within Amibase will include a
standard prefix (ME IMS) and a unique numeric identifier for a type
of document. For example:

Procedure: AM IMS-P003

Initial release of all procedures will be .001

Second version of all procedures will be .002

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Level 2 – General Procedures

All general procedures supporting implementation of IMS numbers

within Amibase will include a standard prefix (AM), process
owner/Department and a unique numeric identifier for a type of
document. For example:

Procedure: AM QC-P004
AM SHE- P001
AM HR-P002, etc.

Level 3 – Operational Procedure:

All operational procedures supporting the control of operational

processes within will include a standard prefix Amibase(AM)(CTC)
process owner/Department and a unique alphanumeric identifier for
a type of document. For example:

Work Instruction: AM QC-WI003

: AM HR-W002
: AM SHE-W009

Safe Working Procedure: ME SHE-SWP002

Level 4 – Forms and Records:

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A unique alpha-numeric identifier assigned by the System

coordinator or assigned person used to differentiate forms and their
versions. The Form Number consists of a prefix “F” (Form) followed
by three digits and alphabet. The first two digits designate the
procedure the form is associated with. The alphabet indicates the
sequential number of the form. For example, the first form
associated with the procedure AM IMS-P005 would be:

ME F005a

Records and Forms will be those used to record specific activities

performed/ evidence at Amibase will

Note: If the form reaches alphabet “Z”, they will start from A1
“F022A1”

6.2.2.3 All documents are reviewed and approved (signed and

dated) prior to issue.

 Prior to issue and release, documents are reviewed

for correctness and compliance to quality,
environmental, and health and safety requirements.
 Documents that require more than one approval
signature indicate how many and which signatures are
required for approval and issue.
 The IMS Manager is responsible for ensuring that the
IMS System Procedures are reviewed, approved and
distributed as required.
 Copies of the IMS System Procedures are serialized
and issued on a controlled distribution basis.
 Uncontrolled copies will be marked
‘UNCONTROLLED’ and will be provided for use
outside of the company, although a controlled copy
can be issued to customers upon customer request.
 Customer documents (e.g. standards, specifications
and drawings) and external documents (e.g. changes
received from customers) are reviewed by the IMS
Manager.
 If any ambiguities or errors are detected, the customer
is notified.
 Only documents approved may be used for production
and service operations.
 Each department uses Document Issue Sheets when
issuing documents to external parties.

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 Each department maintains its own documents and

produces a master document index of all documents
and their current revision.
 Current revisions of appropriate documents are
available at locations where they are used.
 When documented information is transmitted external
parties; the initiating person identifies its distribution to
the System Coordinator who will generate a document
issue sheet.
 The printed date will appear in the bottom right hand
corner of the document, to indicate when it was
printed. Document printed before revised date is not
approved to be used.
 If a hardcopy document was not printed on the day of
use, it is the responsibility of the user to review the
electronic copy of the document on the cloud service
and verify that the printed document is the same as
the electronic document on the Cloud. Should the
documents be the same, then the user should print his
/ her initials and surname with the current date below
the Amibase’s logo on the first page of the procedure
or form and the user should sign below his / her
details as proof that the document has been reviewed
and that it is a valid copy.

6.2.3 Revising a Controlled Document

Controlled documents may be temporarily amended by authorised

personnel through a yellow-highlighting process and includes hand-
written amendments which are initialled and dated by the authorised
person. Current revisions of appropriate documents are available at
locations where they are used by staff. Where permanent changes to a
document are required, a Document Change Request form is
completed and submitted for the document owner to consideration and
implementation.

6.2.4 External Documents

The IMS Manager and the System Coordinator periodically verifies the
current revision of external documents (e.g. international standards,
customer specifications, etc.) and amends the documents and master

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document index accordingly when new revisions are available.

Notification of revision changes is given to those departments shown in
the distribution list.

The Process owner will also sign and date the title page or the contents
page to signify the approval for use.

6.2.5 Uncontrolled Documents

Copies of documents issued to personnel and outside parties for

information only (are not affected by the documents) are stamped or
marked ‘UNCONTROLLED’ across the front page. Such documents
are not under revision control. Uncontrolled copies of documents may
not be issued to personnel or outside parties who manage, perform, or
verify work that is directly affected by the document.

6.2.6 Document Change Requests

Changes to a document are requested using the Document Change

Request form if a document is found to be deficient. Any employee can
request a change to a document but the review and approval must be
performed by the same functions that performed the original review and
approval.

6.2.7 International Standards & Specifications

The IMS Manager maintains a controlled and up to date set of relevant

International Standards and specifications relevant to our operations,
for the purpose of reference and to assist compliance to company and
client requirements. Controlled copies of such standards maybe
distributed as required and/or placed on the company cloud service.

6.2.8 Obsolete Documents

Obsolete documents are removed from points of use and may be

retained for reference or for legal obligations are marked ‘OBSOLETE’
and kept separate from active documents. Obsolete documents are
stored and retained in accordance this procedure.

Filing cabinets containing obsolete documents are segregated and

labelled ‘OBSOLETE’. Obsolete electronic documents are removed
from the cloud and are stored in media that is accessible upon request.
Any obsolete documents that need to be reactivated must be reviewed,
approved and released in the same manner as newly established
documents.

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6.3 Management System Records

6.3.1 General

Records are retained to attest to the proper implementation of various

aspects of the IMS. Records are stored as secured computer files or in
designated filing cabinets to prevent deterioration and damage. Such
records are easily accessible for use and are made available for review
upon request.

Master forms are signed by the initiator and date indicated to evidence
their authority. Forms are controlled via their document number and
revision status. Standard forms comprise, e.g. pre-printed materials
that are listed in the appropriate procedure or work instruction.

Archival records and data retained for legal or knowledge preservation

purposes, or both, are suitably identified. All records contain sufficient
data to attest to satisfactory completion of the recorded activity and at a
minimum, must be signed and dated by the individual responsible for
completing the record.

6.3.2 Protection, Storage and Retrieval of Documented Information

Documented information may exist in either hard copy of electronic

formats. Hard copies are stored where they are protected from physical
deterioration, loss and damage due to environmental conditions.
Electronic back up data and contract documents are stored in a
lockable cabinet which is located Managing Director’s office, system
coordinator will be responsible for backing up electronic on external
hart drive on monthly basis.

Documented information is labelled and indexed for ease of retrieval

and for proper referencing. All filing cabinets, containers, and devices
are clearly marked and labelled to identify their contents. Retained
documented information is indexed and grouped for expedient retrieval.
Retained documented information must not be stored on personal
storage drives or files.

6.3.3 Retention Period for Records

Item Record Storage Location Minimum

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No Retention
Period
1. Purchasing Records; Supplier Purchase Computer/ Cabinet 3 Years
Orders
2. Customer orders, correspondence change Computer/ Cabinet 3 Years
documentation
3. Calibration Records Computer/ Cabinet 3 Years
4. Internal Audits; Schedule and Audit Results Computer/ Cabinet 3 Years
5. Corrective Action(s); Internal, Supplier and Computer/ Cabinet 3 Years
Customer
6. Customer surveys Computer/ Cabinet 3 Years
7. Training Records Training File 10 Years
8. Legal Register Computer/ Cabinet 10 Years
9. Management Review Report Computer/ Cabinet 2 Years
10. SDS’s Computer/ Cabinet 3 Years (Review
for relevance)
11. Project Quality Control Plan Computer/ 3 Years
Cabinet/ On site
12. SHE Plan Onsite Duration of the
project
13. Employee Medical Report Computer/ Cabinet 40 Years
14. Occupational Hygiene survey Computer/ Cabinet 2 Years
15. Permit to work System Onsite 2 Years
16. Emergency Preparedness Plans and Computer/ Cabinet 10 Years
Records
17. Baseline Risk Assessment and Computer/ Cabinet 10 Years
Environmental Aspect and Impact Register
18. Legal Appointment Letter Computer/ Cabinet 5 Years
and onsite minimum/ until
duration of the
project
19. DMR/DoL Inspection Report Computer/ Cabinet 5 Years
20. Safety Officer Report Computer/ Cabinet 2 Years
21. SHE Rep inspections Computer/ Cabinet 2 Years
22. Process Monitoring and Inspection Computer/ Cabinet 5 Years
Records
23. Accident, Incident and Near Miss Records Computer/ Cabinet 10
24. Compensation Claim Computer/ Cabinet Life on the
System
25. External Audit Report Computer/ Cabinet 2 Years
26. Certificate of Compliance (Electrical) Computer/ Cabinet Life on the
System
27. All monthly SHE checklist (Vehicle, Ladder, Computer/ Cabinet 2 Years
etc) minimum

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6.3.4 Disposal of Records

Upon expiration of the retention period, the IMS Management

Representative and Process owner will dispose of such records in an
appropriate manner. Confidential records are shredded.

6.4 Organisational Knowledge

6.4.1 General

Amibase recognizes that organisational knowledge is a valuable

resource that supports our management activities and ensures
continual product and service conformity. There is a strong link
between organisational knowledge and the competence of our people,
the latter being peoples’ ability to apply knowledge to their work.
Amibase will performs the following organisational knowledge activities:

 Assigned roles, authority and responsibilities to manage

organisational knowledge;
 Identified, obtain, accumulate, store, maintain, and protect
organisational knowledge;
 Communicated, used and evaluated the performance of
organisational knowledge;
 Identified the scope of organisational knowledge relevant to our
business and related risks and opportunities;
 Determined competency requirements and provided appropriate
training and awareness for all employees using organisational
knowledge;
 Verified the achievement of organisational knowledge goals and
objectives;
 Determined the nature and extent of documentation required to
manage organisational knowledge;
 Identified any applicable regulatory and other requirements;
 Established processes for communication, participation and
consultation in regard to organisational knowledge activities.

6.4.2 Sources of Organisational Knowledge

Organisational knowledge is defined as information combined with

experience, context, interpretation, and insight that are useful in making
decisions and taking action specific to our business and its IMS.

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Sources of internal knowledge include our organisation’s intellectual

property; knowledge gained from experience; lessons learned from
failures and successes; capturing and sharing undocumented
knowledge and experience; the results of improvements in processes,
products and services.

Sources of external knowledge also include other ISO standards;

research papers; conferences; or knowledge gathered from customers
or external parties. Amibase will considers internal and external
sources, such as:

 Specific technical and procedural information required to

produce conforming products and services and for controlling
IMS processes needed to produce them;
 Novel, unique, highly creative and innovative ways of doing
things that are formally encoded in business processes,
practices, methods, etc.;
 Lesson learnt from non-conformities and corrective actions, near
miss situations and successes;
 Gathering knowledge from customers, suppliers and partners;
 Capturing and disseminating knowledge that exists within the
organisation, e.g. through mentoring, coaching or succession
planning;
 Benchmarking against competitors;
 Sharing organisational knowledge with relevant interested
parties to ensure the sustainability of the organisation;
 Updating the necessary organisational knowledge based on the
results of improvement;
 Knowledge from conferences, attending trade fairs, networking
seminars, or other external events

6.5 Process Activity Map

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With what With who

 Retained information  System Coordinator

 Maintained information  IMS Manager

Input Activity Output

 IMS documents Controlling documented  Document approval

 Organizational knowledge information and organisational  Process control
 Customer drawings knowledge  Continual improvement
 Specifications  Document changes
 Process changes  Record control

How With what measure

 Documented information  No. of incorrect documents

register  No. of document errors
 Disaster recovery  No. of document changes

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