Templates
Document Control Templates
Aligned with KSA Construction Laws, Mega Project Frameworks, and International Best Practices
1. Introduction
The Document Control Templates at BEC Arabia ensure consistency, compliance, and efficiency in managing all project-related and corporate documentation. These templates are designed to streamline approvals, standardize submissions, and ensure regulatory compliance with KSA construction laws, ISO standards, and mega project frameworks.
All templates are stored in SharePoint for accessibility, version control, and real-time updates.
📂 Stored in SharePoint – Document Control Templates Repository
2. Document Control Templates and Their Purpose
2.1 Document Submission and Approval Templates
These templates standardize the submission, review, and approval of critical project and corporate documents.
2.1.1 Document Transmittal Template
Purpose: Standardizes the submission of documents between departments, external stakeholders, and project teams.
Key Inclusions:
Document reference number
Submission date and status
Approval tracking
Aconex submission reference
📂 Stored in SharePoint – Document Transmittal Template
2.1.2 Document Change Request (DCR) Template
Purpose: Formalizes the process of requesting modifications to controlled documents.
Key Inclusions:
Original document reference
Requested changes and justification
Review and approval workflow
Version control tracking
📂 Stored in SharePoint – Document Change Request Template
2.2 Compliance and Audit Templates
These templates support regulatory compliance, audits, and adherence to document retention policies.
2.2.1 Document Compliance Checklist Template
Purpose: Ensures documents meet KSA regulatory requirements (Etimad, NUPP, ISO 9001).
Key Inclusions:
Regulatory compliance checks
Approval and validation fields
Compliance risk assessment
📂 Stored in SharePoint – Compliance Checklist Template
2.2.2 Internal Audit Report Template
Purpose: Documents findings from internal document control audits, tracking compliance and corrective actions.
Key Inclusions:
Audit date and scope
Compliance findings and corrective measures
Risk categorization and resolution status
📂 Stored in SharePoint – Internal Audit Report Template
2.3 Document Tracking and Version Control Templates
These templates ensure version tracking, record-keeping, and audit trails for all controlled documents.
2.3.1 Document Version Control Log Template
Purpose: Tracks all modifications and versions of controlled documents.
Key Inclusions:
Document reference and revision history
Change description and approval details
Access control tracking
📂 Stored in SharePoint – Version Control Log Template
2.3.2 Document Retention and Disposal Request Template
Purpose: Ensures adherence to document retention policies and approvals for document disposal.
Key Inclusions:
Retention period tracking
Approval for document disposal
Legal and compliance review
📂 Stored in SharePoint – Retention and Disposal Template
2.4 Security and Access Control Templates
These templates enforce document security, access control, and confidentiality policies.
2.4.1 Document Access Request Template
Purpose: Standardizes the request process for accessing restricted or classified documents.
Key Inclusions:
Requester’s details and justification
Document security classification
Approval and access expiry tracking
📂 Stored in SharePoint – Access Request Template
2.4.2 Non-Disclosure Agreement (NDA) Template
Purpose: Ensures confidentiality of sensitive document access for internal and external stakeholders.
Key Inclusions:
Confidentiality clauses
Penalties for breaches
Approval workflow
📂 Stored in SharePoint – NDA Template
2.5 Dispute Resolution and Legal Documentation Templates
These templates ensure that all legal documents related to contracts, disputes, and regulatory compliance are managed effectively.
2.5.1 Legal Notice Template
Purpose: Provides a standardized format for issuing legal notices regarding document-related disputes or compliance failures.
Key Inclusions:
Reference to applicable regulations or contracts
Breach description and required corrective action
Legal escalation process
📂 Stored in SharePoint – Legal Notice Template
2.5.2 Dispute Resolution Documentation Template
Purpose: Ensures structured documentation of legal disputes related to document control.
Key Inclusions:
Summary of dispute and related documents
Stakeholders involved
Resolution status and final legal decision
📂 Stored in SharePoint – Dispute Resolution Template
3. Implementation and Usage Guidelines
All document control templates must be stored and updated in SharePoint to ensure version control and compliance tracking.
Templates must be used for all official submissions, approvals, and document changes to standardize workflows.
Document Control Teams are responsible for ensuring that all templates are adhered to and periodically reviewed for relevance.
📂 Stored in SharePoint – Template Implementation Guide
4. Conclusion
The Document Control Templates at BEC Arabia ensure standardization, compliance, and efficiency across all document-related processes. By leveraging Aconex for real-time tracking and SharePoint for storage and version control, these templates enhance the accuracy, security, and traceability of all controlled documents.
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