Policies and Procedures
Document Control Policies and Procedures
Aligned with KSA Construction Standards, Mega Projects, and International Best Practices
1. Introduction
The Document Control Policies and Procedures at BEC Arabia ensure the secure, efficient, and structured management of all project-related and corporate documents.
As a leading construction company managing mega projects, proper document control is essential for compliance, version control, access management, and regulatory adherence.
All documents are managed through Aconex, ensuring seamless document storage, retrieval, version tracking, and workflow approvals.
📂 Stored in SharePoint – Document Control Policies and Procedures
2. Objectives of Document Control
Ensure compliance with KSA construction laws, project specifications, and ISO 9001 documentation standards
Establish centralized document storage using Aconex, ensuring data integrity and accessibility
Implement version control, approval workflows, and access restrictions
Protect sensitive information by restricting unauthorized access
Maintain a full audit trail of document modifications, submissions, and approvals
📂 Stored in SharePoint – Document Control Objectives
3. Document Control Scope
These policies apply to all documents generated, received, or processed within BEC Arabia, including:
Project-related documents (drawings, contracts, specifications, RFIs, submittals, transmittals, progress reports)
Corporate governance documents (policies, procedures, compliance reports, audits)
Legal documents (contracts, agreements, regulatory filings)
Procurement and financial documents (purchase orders, invoices, vendor contracts)
All official project documents must be uploaded and maintained within Aconex for tracking, approval, and compliance purposes.
📂 Stored in SharePoint – Document Scope
4. Document Classification and Categories
4.1 Document Categories
All documents at BEC Arabia are classified into three main categories:
Category
Description
Examples
Controlled Documents
Require formal approval, version control, and controlled distribution.
Contracts, project drawings, policies, procedures, legal agreements.
Reference Documents
Used for general reference and do not require formal approval.
Meeting minutes, reports, specifications, standards.
Confidential Documents
Restricted access due to sensitive or proprietary information.
Financial statements, legal notices, HR records.
📂 Stored in SharePoint – Document Classification
4.2 Document Numbering and Version Control
Each document must have a unique identifier to track versions and approvals.
Standard Document Numbering Format: [Department Code] – [Document Type] – [Project Code] – [Revision Number]
Example: CON-AGM-NEOM-REV02 → Contract Agreement for NEOM Project, Revision 2
📂 Stored in SharePoint – Document Numbering Policy
5. Document Control System – Aconex
5.1 Aconex Document Management
BEC Arabia uses Aconex as the official Document Control System (DCS) to manage project documentation.
Key Features:
Secure cloud-based document repository
Automated version control to track changes
Role-based access control ensuring confidentiality
Approval workflows for document submissions
Audit logs to track document modifications
📂 Stored in SharePoint – Aconex Document Control Guide
5.2 Document Approval Workflow in Aconex
All controlled documents follow a structured approval process before being issued for use.
Approval Steps:
Document Submission – The responsible department uploads the document to Aconex.
Initial Review – Document Control Team checks formatting, numbering, and classification.
Approval Workflow – Documents are sent to project managers, legal, or finance for approval.
Final Approval and Distribution – Approved documents are locked and released for official use.
Version Tracking – Any revisions are saved as new versions, maintaining a full audit history.
📂 Stored in SharePoint – Approval Workflow
5.3 Document Access Control in Aconex
Access to documents is role-based, ensuring only authorized personnel can view or modify files.
Access Level
Description
Read-Only
View documents but cannot edit or delete.
Editor
Modify existing documents and submit revisions.
Approver
Review and approve documents before finalization.
Administrator
Full control over all document settings and permissions.
Aconex automatically tracks all user activities, ensuring accountability.
📂 Stored in SharePoint – Document Access Policy
6. Document Retention and Archiving Policies
6.1 Document Retention Periods
All documents must be retained for a specified period based on regulatory requirements, contractual obligations, and company policies.
Document Type
Retention Period
Storage Location
Contracts and Agreements
10 years after project completion
Aconex & SharePoint
Project Drawings and Specifications
10 years
Aconex
Regulatory Compliance Documents
7 years
SharePoint
Financial Records (Invoices, POs)
5 years
SharePoint & ERP System
HR and Employment Records
5 years after employee departure
HR System
Audit Reports and Compliance Records
5 years
SharePoint
📂 Stored in SharePoint – Document Retention Policy
6.2 Document Archiving Procedures
Once documents reach the end of their active lifecycle, they are archived in Aconex and SharePoint under controlled access.
Archiving Process:
Review and Classification – Identify documents due for archiving.
Transfer to Archive Folder – Move files to designated archive storage in Aconex or SharePoint.
Access Restriction – Set documents to read-only to prevent unauthorized modifications.
Final Retention Review – Ensure compliance with legal and contractual retention periods.
Disposal of Expired Documents – Documents exceeding retention periods are securely deleted (if permitted by law).
📂 Stored in SharePoint – Archiving Procedures
7. Document Distribution and Communication
7.1 Controlled Document Distribution
Officially approved documents are distributed through Aconex with tracking enabled to ensure recipients acknowledge receipt.
Distribution Methods:
Aconex Transmittals – Used for distributing controlled documents such as contracts, RFIs, and submittals.
Project Correspondence Logs – Maintain logs of document distribution for reference.
Restricted Access Links – Provide read-only access to sensitive documents where necessary.
📂 Stored in SharePoint – Document Distribution Logs
7.2 External Document Submission and Receiving
All documents received from clients, subcontractors, vendors, and government authorities must be logged in Aconex before further processing.
Procedure for External Document Handling:
Document Submission via Aconex – All external parties must submit official documents through Aconex.
Review and Classification – The Document Control Team verifies compliance with submission requirements.
Approval Workflow – Documents are forwarded to relevant departments for approval.
Response and Storage – Approved documents are stored in Aconex and tracked for future reference.
📂 Stored in SharePoint – External Document Handling Guide
8. Document Change Control and Revisions
8.1 Document Change Request (DCR) Procedure
All modifications to controlled documents must follow a structured approval process to ensure traceability and compliance.
Change Control Workflow:
Initiate Document Change Request (DCR) – The requester submits a change request in Aconex.
Review and Impact Assessment – The Document Control Team assesses the impact of the change.
Approval Workflow – Relevant department heads approve or reject the change.
Revision Update and Versioning – Approved changes are implemented, and a new version is issued.
Distribution of Revised Document – The latest version is distributed through Aconex, ensuring all stakeholders are informed.
📂 Stored in SharePoint – Document Change Request Form
8.2 Version Control and Document History
All documents must be version-controlled to track changes over time and prevent outdated documents from being used.
Version Control Guidelines:
New versions must be labeled sequentially (e.g., REV01, REV02, REV03).
Previous versions must be archived but remain accessible for audit purposes.
Aconex maintains an automated version history to track modifications.
📂 Stored in SharePoint – Document Version Control Policy
9. Compliance with KSA Regulations and Audit Requirements
9.1 Legal and Regulatory Compliance
BEC Arabia follows Saudi Arabia’s construction and corporate documentation regulations, ensuring compliance with:
Etimad and NUPP procurement documentation requirements
KSA Tax Authority document retention laws (VAT, Zakat, Withholding Tax)
ISO 9001 document control standards
📂 Stored in SharePoint – Regulatory Compliance Guidelines
9.2 Document Audit and Internal Review
To ensure compliance with document control policies, quarterly audits are conducted to review:
Adherence to document retention policies
Accuracy of document classifications and numbering
Proper version control and change tracking
📂 Stored in SharePoint – Document Audit Reports
10. Incident Management and Disaster Recovery
10.1 Document Loss or Corruption Handling
If a document is lost or corrupted, the following steps must be taken:
Report the issue to the IT and Document Control Teams.
Restore from Aconex or SharePoint backup repositories.
Investigate and document the root cause of the issue.
Implement corrective actions to prevent recurrence.
📂 Stored in SharePoint – Document Loss Management Plan
10.2 Disaster Recovery and Backup Strategy
To prevent document loss due to cyber incidents or system failures:
Aconex maintains cloud-based automatic backups of all documents.
SharePoint and local backup systems provide additional redundancy.
Regular testing of backup restoration is performed to ensure reliability.
📂 Stored in SharePoint – Disaster Recovery Plan
11. Key Performance Indicators (KPIs) for Document Control
The effectiveness of document control policies is measured through KPIs, ensuring compliance and efficiency.
KPI Name
Measurement Criteria
Target Benchmark
Document Retrieval Time
Average time to retrieve a document upon request
≤ 5 minutes
Compliance Audit Pass Rate
Percentage of documents meeting compliance requirements
98% or higher
Version Control Accuracy
Percentage of documents with correct version tracking
100%
User Access Compliance
Percentage of unauthorized access incidents
Zero incidents
📂 Stored in SharePoint – Document Control KPI Dashboard
12. Conclusion
BEC Arabia’s Document Control Policies and Procedures ensure structured document classification, retention, security, and compliance with KSA construction industry regulations. By utilizing Aconex as the primary document management system, the company ensures version tracking, workflow approvals, and secure access control.
All policies are fully aligned with ISO 9001 and regulatory requirements, ensuring operational efficiency and compliance in mega construction projects.
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