Data Storage & Access

Document Control Department – Data Storage & Access

Overview

The Document Control Department at BEC Arabia follows a structured SharePoint-based data storage system to ensure secure, organized, and compliant document management for all project-related, corporate, and regulatory documents.

• All document control files must be stored in SharePoint to maintain data integrity, compliance, and accessibility.

• Emails, USBs, and external storage should not be used for document sharing.

• Department employees have automatic access to the Document Control SharePoint folder based on their roles.

• Cross-department access requires approval from the Document Control department head before requesting access from the Business Technology (BT) team at [email protected].

Need access to a folder? Contact your department head or email BT support for approvals.

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Quick Access to Document Control SharePoint Folders

Click on a folder name to open it directly in SharePoint.

📁 Document Control Department Main Folders

Folder Name	Description	Access Link
📜 Policies & Procedures	Document control policies, standard operating procedures, and governance documents.	Open Folder
📊 Reports & Analytics	Document tracking reports, audit logs, and compliance records.	Open Folder
📝 Forms & Templates	Standardized document control forms, approval templates, and submission logs.	Open Folder
📂 Project Documentation	Drawings, specifications, project manuals, and client-submitted documents.	Open Folder
✅ Compliance & Audit Records	Regulatory compliance reports, internal and external audits, and ISO certifications.	Open Folder
🎓 Training & Development	Document management training materials, best practices, and certifications.	Open Folder
✉️ External Correspondence	Communication with consultants, regulatory authorities, and project stakeholders.	Open Folder

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📁 Additional Document Control Subfolders

Folder Name	Description	Access Link
📑 Submission Logs & Approvals	Document submission tracking, approval workflows, and version history.	Open Folder
📈 Controlled Documents & Versioning	Officially approved versions of project documents, revisions, and metadata tracking.	Open Folder
📜 Client & Consultant Documentation	Contracts, project agreements, and document transmittals.	Open Folder
🎤 Archive & Historical Records	Legacy project documentation, old versions, and reference materials.	Open Folder

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Data Governance & Compliance

• All document control records must remain in SharePoint to ensure security, compliance, and accessibility.

• Quarterly audits will be conducted to track document access and ensure compliance.

• Unauthorized document modifications, transfers, or external sharing will be subject to IT and legal policies.

Need access? If you require access to a document but do not have permission:

1. Request approval from the Document Control department head.

2. Submit an access request to [email protected] with department head approval.

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Important Notes for Document Control Team

• Do not store official documents in personal storage, USBs, or external cloud services.

• Use the SharePoint folders above for all document control-related files.

• Ensure proper version control and metadata tagging to facilitate AI searchability.

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Need Help?

For technical support or access requests, contact [email protected] Approval is required from the Document Control department head before submitting IT requests.