Controlled Document
It is a reference document that is likely to be revised
and re-issued at a later date. Examples are:
A
Controlled Document must have a:
Drawing
It is a pictorial view of an object. Very often it consists
of views from different directions (eg Front, Left,
right, top etc) called elevations. It is usually drawn
to scale. It needs to have a Drawing Number to identify
it uniquely, a Revision Number (see Rev Number below)
and a Title to describe what its is about. A Drawing
is the commonest a type of Controlled document.
Rev
Number of a Drawing
Revision numbers help identify
Status of Drawing/Document
The Status of a Document usually reflects the where
the document is in it’s life cycle Examples are: Draft,
For Approval, Approved, For Comments, Rejected … etc
Master Document Register
This is a register of documents or drawings that shows
only the latest Rev (Revision) of every drawing. It
is very rare to have drawings that have never been revised
and some drawings may be revised over 10 times. The
Master Document Register therefore helps to easily identify
the latest Revision.
Document History File
It is a register showing each revision of every drawing
for historical purposes. It is typically accessed if
someone wants to know what changes have taken place
and what the costs of these changes are.
Transmittal
A Transmittal is a List of Document Numbers and their
corresponding Rev numbers that are being sent to a recipient
as hard copies attached to the transmittal or as attachments
to an eTransmittal (electronic Transmittal). It also
generally includes:
Submittal
A Submittal is very similar to a Transmittal, but it's
use is generally restricted to a submission for approval
or comment. However a Transmittal is more general and
can include approved drawings or documents for construction.
Recipient
The person who recieves a drawing
Distribution Matrix
This is a Matrix showing the recipients of various drawings
on the X axis and a List of Drawings on the Y axis
Acknowledgement
This is a signed copy of a transmittal or submittal
returned by the recipient to the originator of the transmittal
to acknowledge receipt of the transmittal and the drawings
it contains.
Pending Transmittal
After drawings have been transmitted to a recipient,
there is still a high likelihood of them being revised.
If some of them are revised, then these revised copies
need to be re-transmitted to the recipient. Such a transmittal
that needs to be sent is called a "Pending Transmittal".
Audit Trail
This is a list of stages (workflow) something (typically
a drawing) goes through that can be tracked for historical
purposes. For instance Rev A was submitted for approval
by John on 15 January, it was reviewed by Peter and
Henry on 16 January and Approved by .... |
