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⟦75b0cc9ed⟧ Wang Wps File
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Types: Wang Wps File
Notes: Doc.Control Centre Std.
Names: »0082A «
Derivation
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…02…SD/STD/004
…02…KFL/800923…02…#
DOCUMENT CONTROL CENTRE STANDARD
…02……02…GENERAL
T̲A̲B̲L̲E̲ ̲O̲F̲ ̲C̲O̲N̲T̲E̲N̲T̲S̲
…02…1 GENERAL ................................... 4
…02…2 FILING .................................... 5
…02…3 INDICES ................................... 6
…02……02…3.1 LETTER INDEX .......................... 6
…02……02…3.2 DOCUMENTS ............................. 6
…02……02…3.3 KEYWORD ............................... 6
…02…4 DRAWINGS AND OTHER ODD-SHAPED DOCUMENTS ... 7
…02…5 ACCESS TO FILED COPIES .................... 8
\1̲.̲ ̲ ̲G̲E̲N̲E̲R̲A̲L̲
Copies of all official documents, drawings, letters
etc. shall be filed in a central archive called the
Document Control Centre.
The purpose of this centre is to ensure that all docu-
ments etc. will be available at any time even if working
copies are occupied or possibly lost.
Details will be found in "instruction for Document
Control Centre", SD/AUX/001
2̲.̲ ̲ ̲F̲I̲L̲I̲N̲G̲
A copy (or the original) of any document etc. is de-
livered to the document control centre for filing.
This copy shall be stamped on the front page with the
word ARCHIVE in bold capital letters within a frame
and using red stamp ink.
Furthermore a consecutive registration number is stamp-
ed on the front page.
One or more copies of the front page is made according
to the rules set down in chapter 3.
The documents are stored in binders in registration
number sequence.
The back of the binders shall bear the registration
number of the first document stored in it. When it
is full also the registration number of the last document
in it is written on the back.
3̲.̲ ̲ ̲I̲N̲D̲I̲C̲E̲S̲
A number of indices are kept in order to get easy ac-
cess to any document etc. The copies of the front pages
mentioned in chapter 2 are used for this purpose. The
indices are kept in binders.
3.1 L̲E̲T̲T̲E̲R̲ ̲I̲N̲D̲E̲X̲
Letters and telexes - both outgoing and incoming -
have their front page copies stored in addressee/sender
alphabetical order, within each addressee/sender in
chronological order.
3.2 D̲O̲C̲U̲M̲E̲N̲T̲S̲
Document front page copies are stored in two indices
a) document number sequence
b) document name alphabetical order.
3.3 K̲E̲Y̲W̲O̲R̲D̲
On request any document etc. may be indexed by key-
word(s). In such cases the keyword(s) must appear as
such on the front page of the document etc.
Front page copies are stored in keyword alphabetical
order, and within each keyword in chronological order.
4̲.̲ ̲ ̲D̲R̲A̲W̲I̲N̲G̲S̲ ̲A̲N̲D̲ ̲O̲T̲H̲E̲R̲ ̲O̲D̲D̲-̲S̲H̲A̲P̲E̲D̲ ̲D̲O̲C̲U̲M̲E̲N̲T̲S̲
Drawings and other documents etc. that do not fit into
A-4 size binders are stored separately .
In order to maintain conformity a special A-4 page
is produced. This might consist of the colophon of
the drawing or whatever uniquely identifies the drawing
or documents etc. The page must also point exactly
to the storage position, where the archive copy is
kept.
This special page is stamped according to the rules
in chapter 2 and is used instead of the front page;
hence the rules in sections 2 and 3 apply.
5̲.̲ ̲A̲C̲C̲E̲S̲S̲ ̲T̲O̲ ̲F̲I̲L̲E̲D̲ ̲C̲O̲P̲I̲E̲S̲
Any staff member with legal interest has access to
the copies filed in the document control center.
However, no document etc. must ever be removed from
its proper place in the file for other purpose than
im- mediate reading or copying. The red stamp on the
front page will identify the controlled copy.
