top - download
⟦2bccf9d5f⟧ Wang Wps File
Length: 10147 (0x27a3)
Types: Wang Wps File
Notes: Inst. for Doc. Cont. Cent
Names: »0126A «
Derivation
└─⟦84647c47a⟧ Bits:30005817 8" Wang WCS floppy, CR 0014A
└─ ⟦this⟧ »0126A «
WangText
…02…SD/AUX/001
…02…KFL/800923…02… …02…#
INSTRUCTION FOR DOCUMENT CONTROL CENTRE
…02……02…GENERAL
T̲A̲B̲L̲E̲ ̲O̲F̲ ̲C̲O̲N̲T̲E̲N̲T̲S̲
1 SCOPE & PURPOSE ..............................
4 to 4
1.1 SCOPE ....................................
4
1.2 PURPOSE ..................................
4
1.3 AFFECTED PERSONNEL .......................
4
2 MATERIAL TO BE FILED .........................
5 to 6
2.1 GENERAL ..................................
5
2.2 RESPONSIBILITY FOR CHOICE ................
5
2.2.1 Numbered Documents ...................
5
2.2.2 Letters and Telexes ..................
5
2.3 DELIVERY TO DCC ..........................
6
2.4 RETRIEVAL ................................
6
3 FILING INSTRUCTIONS ..........................
7 to 8
3.1 GENERAL ..................................
7
3.2 REGISTRATION .............................
7
3.2.1 Marking ..............................
7
3.2.2 Numbering ............................
7
3.3 INDEXING .................................
8
3.3.1 General ..............................
8
3.3.2 Numbered Documents ...................
8
3.3.3 Letters and Telexes ..................
8
3.3.4 Keywords .............................
8
3.4 RETRIEVAL ................................
8
3.5 PHYSICAL STORAGE .........................
8
4 TOOLS AND FORMS ..............................
9 to 10
4.1 MARKING TOOLS ............................
9
4.2 REGISTRATION BOOK ........................
9
4.3 INDEX COPIES .............................
9
4.3.1 Numbered Documents ...................
9
4.3.2 Letters and Telexes .................. 10
4.3.3 Keywords ............................. 10
1̲ ̲ ̲S̲C̲O̲P̲E̲ ̲&̲ ̲P̲U̲R̲P̲O̲S̲E̲
1.1 S̲C̲O̲P̲E̲
The scope of this instruction is a general instruction
for all pertinent personnel in the Systems Division
as to the maintenance of the Document Control Centre.
1.2 P̲U̲R̲P̲O̲S̲E̲
The purpose of this instruction is to ensure an adequate
certainty in the filing of all relevant material. Hence
all staff members must have a certain knowledge of
this instruction.
1.3 A̲F̲F̲E̲C̲T̲E̲D̲ ̲P̲E̲R̲S̲O̲N̲N̲E̲L̲
Personnel affected by this instruction is primarily
Document Control Centre Officer
Secretarial personnel
Book captains (document issuing personnel)
Other staff members need a brief knowledge of this
instruction.
2̲ ̲ ̲M̲A̲T̲E̲R̲I̲A̲L̲ ̲T̲O̲ ̲B̲E̲ ̲F̲I̲L̲E̲D̲
2.1 G̲E̲N̲E̲R̲A̲L̲
As a general rule all papers, i.e. documents, letters,
telexes, drawings, etc., produced by or received in
the division shall be filed in the Document Control
Centre.
Sketches, drafts, and internal memos of small importance
or very short endurance of validity need not be filed.
2.1.1 P̲r̲o̲j̲e̲c̲t̲ ̲S̲p̲e̲c̲i̲f̲i̲c̲ ̲F̲i̲l̲i̲n̲g̲
By agreement between Division management and Project
management a certain project can maintain its own document
control centre (which may be served by the same personnel
as division document control centre). Special instructions
for a project document control centre must not allow
deviation from rules set down in this instruction.
2.1.2 S̲p̲e̲c̲i̲a̲l̲ ̲F̲i̲l̲i̲n̲g̲
If a customer for one reason or another demands - implicitly
or explicitly - a deviation from the rules set down
in this instruction for all or parts of documents pertinent
to his project, and Christian Rovsing A/S has agreed
to this, such documents shall not be included in the
document control centre, and this instruction shall
be considered void towards those documents
2.2 R̲E̲S̲P̲O̲N̲S̲I̲B̲I̲L̲I̲T̲Y̲ ̲F̲O̲R̲ ̲C̲H̲O̲I̲C̲E̲
The person issuing or acting upon a paper is responsible
to decide if it shall be filed in the Document Control
Centre.
2.2.1 N̲u̲m̲b̲e̲r̲e̲d̲ ̲D̲o̲c̲u̲m̲e̲n̲t̲s̲
However, all documents and drawings bearing an official
number shall be filed. The secretary is responsible
for copying of the document, and is also responsible
for producing and delivering a copy to the Document
Control Centre. This applies also to revisions to existing
documents.
2.2.2 L̲e̲t̲t̲e̲r̲s̲ ̲a̲n̲d̲ ̲T̲e̲l̲e̲x̲e̲s̲
All letters and telexes sent from the division shall
- as a general rule - be filed in the Document Control
Centre.
An exception from this rule is material of minor importance
or of very limited endurance of validity, i.e. hotel
bookings, personal enquiries, etc.
The person signing the letter/telex makes the decision
to file or not.
Incoming letters and telexes are handled similarly.
Acquisition letters and leaflets received uncalled
from third parties may be destructed at the actionee's
choice.
2.3 D̲E̲L̲I̲V̲E̲R̲Y̲ ̲T̲O̲ ̲D̲C̲C̲
The person responsible for a paper to be filed shall
deliver a copy to the Document Control Centre.
If a paper consists of several pages it must be packed
in a way clearly indicating this, i.e. it must be laid
in a plast charteque or stapled.
More than one paper must never be packed in one charteque
or stapled or clipped together.
The DCC copy should never be bound in hard cover unless
the cover is produced especially for that paper. If
a paper is bound it should be punched according to
Danish standard with one hole 4 cm to each side of
the center line in the left margin.
If a paper cannot be filed in accordance with normal
procedure (see chapter 3) or the issuer demands special
filing this must be clearly stated in writing on an
accompanying slip (in English or Danish).
2.4 R̲E̲T̲R̲I̲E̲V̲A̲L̲
Retrieval of a paper from the Document Control Centre
may be done by any staff member with legal interest
in the paper. However, no paper may be removed from
the centre for other reasons than immediate reading
or copying, and only against a receipt. No changes
whichsoever must be made to the filed copy, and it
shall be reinserted in its proper place as soon as
possible, as a general rule on the same day as it was
removed.
3̲ ̲ ̲F̲I̲L̲I̲N̲G̲ ̲I̲N̲S̲T̲R̲U̲C̲T̲I̲O̲N̲S̲
3.1 G̲E̲N̲E̲R̲A̲L̲
Papers to be filed in the Document Control Centre will
be found in a box installed for this purpose.
It is the responsibility of the Document Control Centre
officer to register and file the contents of this box
as soon as possible and in accordance with
a) instructions in this chapter
b) special instruction accompanying certain papers
The filing sequence is not essential.
3.2 R̲E̲G̲I̲S̲T̲R̲A̲T̲I̲O̲N̲
3.2.1 M̲a̲r̲k̲i̲n̲g̲
The DCC copy is marked as such on the front page with
a red stamp. This is positioned in the upper right
fourth of the page.
If it is inconvenient to place the markings within
the upper right fourth (or close to it) a special registration
front page may be produced by copying the original
front page partly, possibly blinding some of the text,
but leaving the identification clearly visible. The
marking is made on this special registration front
page.
3.2.2 N̲u̲m̲b̲e̲r̲i̲n̲g̲
A registration number is stamped immediately below
the red stamp mentioned in sub-section 3.2.1.
The same number is stamped in the registration book
in which a brief description of the paper is also written.
3.3 I̲N̲D̲E̲X̲I̲N̲G̲
3.3.1 G̲e̲n̲e̲r̲a̲l̲
A number of indexing copies (one or more) is made of
the front page (or registration front page) according
to the demands for the particular paper.
3.3.2 N̲u̲m̲b̲e̲r̲e̲d̲ ̲D̲o̲c̲u̲m̲e̲n̲t̲s̲
For numbered documents two index copies are made.
3.3.3 L̲e̲t̲t̲e̲r̲s̲ ̲a̲n̲d̲ ̲T̲e̲l̲e̲x̲e̲s̲
For letters and telexes, one index copy is made.
3.3.4 K̲e̲y̲w̲o̲r̲d̲s̲
If it is clearly stated (on the front page or an accompanying
filing instruction) that this paper shall be keyword
indexed, a number of copies equal to the number of
keywords stated must be made in addition to those mentioned
above in sub-sections 3.3.2 and 3.3.3.
3.4 R̲E̲T̲R̲I̲E̲V̲A̲L̲
Retrieval of certain paper is done by using the indices
where the index copies will point to the registration
number of the filed copy (see section 4.3).
3.5 P̲H̲Y̲S̲I̲C̲A̲L̲ ̲S̲T̲O̲R̲A̲G̲E̲
All A-4 size papers are stored in binders in registration
number sequence. Each binder is marked on the back
with the first and the last registration number contained
in it.
4̲ ̲ ̲T̲O̲O̲L̲S̲ ̲A̲N̲D̲ ̲F̲O̲R̲M̲S̲
4.1 M̲A̲R̲K̲I̲N̲G̲ ̲T̲O̲O̲L̲S̲
To accommodate the marking of papers two types of stamps
are used.
a) A large rubber stamp identifying the paper as a
controlled copy. (Red stamp ink used for this)
b) An automatically advancing numbering stamp
4.2 R̲E̲G̲I̲S̲T̲R̲A̲T̲I̲O̲N̲ ̲B̲O̲O̲K̲
All papers are written in a registration book in registration
number sequence.
After the registration number, a brief description
of the paper is given, i.e. "SD/PLN/004" or "TX to
NN".
In case a certain paper disappears from the Document
Control Centre this will facilitate the identification
of the missing paper.
4.3 I̲N̲D̲E̲X̲ ̲C̲O̲P̲I̲E̲S̲
The index copies are handled as follows.
4.3.1 N̲u̲m̲b̲e̲r̲e̲d̲ ̲D̲o̲c̲u̲m̲e̲n̲t̲s̲
One copy has the document number underlined in red.
This copy is stored in document number sequence in
an index binder marked "Documents by Numbers".
The other copy has the document name underlined in
red and is stored in document name alphabetical order
in a binder marked "Documents by Name".
4.3.2 L̲e̲t̲t̲e̲r̲s̲ ̲a̲n̲d̲ ̲T̲e̲l̲e̲x̲e̲s̲
The index copy of a letter or telex has the sender/addressee
a̲n̲d̲ the date underlined in red and is stored in chronological
order per sender/addressee in binders marked "Letters/Telexes
Incoming" and "Letters/Telexes Outgoing", respectively.
4.3.3 K̲e̲y̲w̲o̲r̲d̲s̲
Keyword index copies have the keywords underlined in
red, one each, and are stored in keyword alphabetical
order in a binder marked "Keyword Index". Within each
keyword the index copies are stored in registration
number sequence.
