Set up the hard copy documentation system including coding, categories, document reference number…etc. to facilitate effective and secure access.
Follow-up the implementation of the document system by all employees and in accordance with the system.
Create a log for incoming / outgoing documents, CDs and correspondence and specifying date and time, update with latest versions and approval status, and ensure that they are stored / archived in hard copy and electronic form (Oracle) and retrieve as requested.
Use the correct stamp with each document as per company policy.
Submit/ deliver documents, letter…etc. to other parties and ensure the official receivable evidence.
Maintain the latest soft and hard version of the documents, drawings…etc. on the database and deliver controlled copies of latest approved documents and drawings to the appropriate party. (Client, consultant…etc.)
Follow-up delayed and non-replied tasks/documents with the consultant and the project/department team.
Report delayed and non-replied correspondences that exceeded the agreed review period to the Technical Manager.
Create and maintain copies of all documents on an external back up storage. (When Oracle is not applied).
Scan all letters, memos, documents, drawings...etc. and store using the applied coding and serial number system along with link (hyperlink) to the documents list to ensure easy access.
Circulate incoming documents, letters, … etc. to internal employees as per the Project /Department Manager instruction.
Apply document control procedures agreed upon with all external parties.
