PROJECT DOCUMENTS MANAGEMENT POLICY  


1. Purpose  

The purpose of this policy is to ensure that all project-related documents are  properly prepared, authenticated, controlled, and shared  in a timely manner  for effective project management, compliance, and audit requirements.  

 

2. Scope  

This policy applies to  all project-related documents  generated,  maintained , or used at:  

  • Client sites  

  • Project offices  

  • Head Office (CLIDE)  

This includes documents prepared by:  

  • Project teams  

  • Trainers  

  • Site personnel  

  • Coordinators  

 

3. Types of Project Documents  

Project documents include, but are not limited to:  

  • Minutes of Meeting ( MoM )  

  • Attendance records  

  • Training reports and feedback forms  

  • Leave records and reliever rosters  

  • PPE, asset, and inventory registers  

  • Any client or statutory compliance documents  

 

4. Document Authenticity & Signatures  

  1. All project documents must be:  

  • Accurate, complete, and authentic  

  • Prepared using approved formats  

  1. Mandatory requirements:  

  • Date of preparation  

  • Project / Site name  

  • Name and designation of preparer  

  • Signatures of concerned persons  (employee, supervisor, client where applicable)  

  1. Unsigned or incomplete documents shall be treated as  invalid records .  

 

5. Timely Sharing of Documents  

  1. All project documents must be:  

  • Shared with  CLIDE Head Office / Project Coordinator  whenever  required .  

  1. General timelines:  

  • MoM , attendance, and daily records  → within 24 hours  

  • Training reports and feedback  → within 24–48 hours  

  • Incident / emergency reports  → immediately  / same day  

  1. Documents shall be shared via:  

  • Official email  

  • Approved digital platforms  

  1. Delay in document submission without valid reason shall be considered  non-compliance .  

 

6. Document Control & Storage  

  1. Original signed documents shall be:  

  • Maintained at site in proper files/registers  

  1. Scanned copies shall be:  

  • Stored digitally for backup and audit purposes  

  1. Documents shall:  

  • Not be altered without proper authorization  

  • Be protected from loss or damage  

 

7. Confidentiality  

  1. Project documents may  contain :  

  • Client-sensitive information  

  • Internal company data  

  1. Such documents shall:  

  • Be shared only with authorized persons  

  • Not be  disclosed  to unauthorized parties  

 

8. Responsibility  

  • Site In-charge / Project Lead  

  • Responsible for document accuracy, signing, and  timely  submission  

  • Project Team Members  

  • Responsible for preparing and supporting documentation  

  • CLIDE Management / HR  

  • Responsible for review and audit  

 

9. Non-Compliance  

The following shall be treated as  policy violations :  

  • Failure to prepare project documents  

  • Submission of unsigned or false documents  

  • Delay in sharing documents  

  • Unauthorized modification or sharing  


Such violations may attract  disciplinary action , including warnings, recovery, or termination, as per company policy.