Project Document Control

RAJESH KUMAR

Mobile: 91-953*******(India) E-Mail: ***********@*****.**.**, **********@*****.***

DOCUMENT MANAGEMENT & CONTROL PROFESSIONAL

A dedicated professional, aspiring for senior level assignments in Documentation Control with the organization of high repute; preferably in Oil & Gas / Construction / Petrochemical / MNC / Chemical industry

Location Preference: INDIA / USA / UK / Australia / Singapore / Middle East / Uzbekistan / Kazakhstan / Russia / Kuwait

CAREER ABRIDGEMENT

A dynamic professional with over 16 years of experience in Document Control, EPC Document Management Administration and Project Document Management.

Instrumental in creating procedure, guidelines, templates, as-built document, central document library & distribution matrix

Demonstrated abilities in developing & implementing processes related to document control & management and working with project team in order to implement systems of control.

Pivotal in maintaining all engineering documents (FEED, design, construction, operation) & supplier (vendor/ consultant / contractor documents).

Adept in developing & facilitating work flow processes as they apply to document control / records management activities

Skilled in updating data to maintain departmental records / project records (final hardcopies) & databases with accuracy.

An innovative, loyal & result-orientated professional with strong planning, communication, team management, interpersonal & negotiation skills.

AREAS OF EXPERTISE

Project Document Management

Correspondence Management

Document Control

Record Management & Archiving

Business Process Management

Coaching & Training

Budgeting & Cost Control

Enterprise Content Management

Team Management

Developing master records of project/corporate documents, project document procedure & numbering system.

Managing various aspects of document control including document archiving and document imaging.

Handling over hard copies of approved procedures to clients, concern disciplines and de-gassing stations according to the requirements of client.

Looking after retention period of records, disposition of records / documents, document communication setup and document review process.

Handling document management activities, developing & executing procedures and ensuring documents reach the right members of the staff.

Overseeing distribution of documents in accordance with document distribution matrices (hard & soft copy) and securing storage of master documents.

Setting-up & ensuring document control by establishing project specific document control procedure including electronic data management system prescribed by the client/company.

Managing central correspondence, incoming & outgoing correspondence, internal memo and transmital handling.

Completing projects as per schedules within budget by proper planning of activities and deploying resources.

WORK EXPERIENCE

Aug’18– Till Date: Ayush Procon Pvt. Limited, Bhusawal, as a Sr. Project Document Controller

Project Description:

Four Laning of Chikhali to Tarsod section NH-6 from km 360.000 to km 422.700 in state of Maharashtra

Key Result Areas:

Focal point of contact for all Project Documentations internal & external.

To maintain, draft, distribute all Project Correspondence – Incoming & Outgoing.

To maintain all Technical & Admin documents at project site.

Setting up Document Control System at site for fill life cycle of document control.

Setting up Reprographic center at site for printing, scanning & binding documents.

Creating various document control Templates & Procedures as per contract requirements i.e Document Distribution Matrix, Document Cover Sheet, Document review system, storage & archive.

Centralized setting up all Project Documents:

-Liasoning Documents.

-Various Approval & NOC’s Letters

-Agreement & Sub-contact documents

-Technical Documents - Drawings (Road, Structure & Utilities)

-RFI (Request for Inspection), DPR, MOM, Progress Reports.

-Survey Documents - TBM & OGL data.

-Project Correspondence - Internal & External

-Prepare Document Control Procedure & Numbering System.

Delay analysis report of project documentation as per Macro Plan.

Maintaining document log, for correspondence, material approval, submittals, transmittal, RFI, NCR etc.

Daily routine activities of document control, including distribution, maintaining electronic folders & files, directories, tracking & retrieval of documents & drawings.

Weekly meeting & reports for management & project team.

May’17 – July ‘18: Enter Engineering Pty, Tashkent, as a Document Control Manager (UZGTL Project)

Project Description:

Uzbekistan Gas to Liquid Project for Design, Development, Engineering, Procurement, Supply of Equipment and Materials, Testing Erection and Construction, Pre Commission and Support to the Owner for Commissioning, start-up and Performance testing to produce GTL Kerosene, Diesel, Naphtha, and LPG with a nominal saleable product capacity of 38,000 barre/day.

Key Result Areas:

Focal point of contact for all internal and external organizations with respect to Document control issues at the project location.

Maintain the company EDMS and MDR.

The main responsibility & accountability is for tracking all contractors, designers, owners and vendor deliverables throughout the project lifecycle (i.e. registering revisions, uploading documents into 1C system, distribution and transmittal histories).

To make sure each applicable metadata field is accurately updated and maintained in each Master Deliverables Register.

Ability to accurately audit update and retrieve documents from Microsoft Share Point & 1C.

Create links to documents located in 1c so they can be made easily accessible through other sources

Control the issue, distribution and retention of all documents generated by the Project using appropriate matrices and tracking procedures.

Provide assistance to the project discipline groups in the preparation of ‘standard’ specifications and requirements for documentation to be supplied by contractors and suppliers.

Generate overdue reports Documents /Drawings – Internal & External.

Creation & Maintenance of LOI, Purchase Orders, Work Order in proper EDMS system.

Manage Third party documentation like WO, Invoice, Timely Payment of Sub-contractors

Manager all Vendor Documentation in central EDMS.

Manage all Project Correspondence – Incoming & Outgoing.

Produce various reports including analysis and trend observations of document and data development.

Cross checking the specifications of the materials as per BOM.

Codes classifies and catalogs published documents and other library materials based on subject matter or standard classification systems

Executes document management via cataloguing classifying circulating and maintaining documents

Moving documents from operations areas into the Document Repository Job Requirements

Ensuring that each applicable metadata field is accurately updated and maintained in each Master Deliverables Register.

Mentor team members for growth & development.

Focus on team building through support & encouragement.

Establish goals for continuous improvement of each team member.

Provide input on Annual Performance Assessment/Reviews

Write formal performance review.

Administer face-to-face performance reviews.

Recruitment of key technical specialists & consultants.

Direct & Review the contractor in the preparation of Final Documentation.

Jul’16 – Apr’17: Unique Chemoplant Equipment, Mumbai, India as an Asst. Manager - Document Control

Key Result Areas:

First point of contact for engineers on matters concerning Document Management and compliance with project standards.

Maintain the company EDMS and MDR.

Issuing of documents and receiving documents in accordance with the Project Document Management Procedure.

Checking engineering documentation to ensure it meets project standards in terms of document templates, document numbers, status descriptions and revision indicators.

Maintenance of hardcopy records and documents

Monitoring day-to-day DCC operations.

Issue documents for IDC/IFR/IFA etc.

Assist in preparing Documentation related deliverable for handover to the client

Perform multiple, related document controls tasks, and apply document controls procedures to resolve problems which may be non-routine in nature

Escalate complex problems as needed, and exchange information related to assignments and document controls procedures

Support the Project Manager in the scope of document control & related process through full life cycle of document Management.

Support members of a project delivery team by coordinating project files, preparing project progress reports, arranging meetings and conference calls, and maintaining files

Perform a variety of administrative tasks in support of document controls maintenance for project

Responsible for establishing and maintaining effective document control system.

Responsible to identify overdue documents internally & externally.

Delay analysis report of project documentation as per Macro Plan.

Maintaining document log, for correspondence, material approval, submittals, transmittal, RFI, NCR etc.

Daily routine activities of document control, including distribution, maintaining electronic folders & files, directories, tracking & retrieval of documents & drawings.

Weekly meeting & reports for management & project team.

Inter department co-ordination for project documentation lifecycle.

Interacting with client & vendors for issues resolution related to document management.

Apr’14 – Jun’16: Msheireb Properties, Doha Qatar as Supervisor – Document Management

Key Result Areas:

Designing, defining & implementing procedures and specifications to cover all aspects of the document control scope within a given capital project

Overseeing document control operation throughout the lifecycle of capital project supporting the execution of the project

Responsible for:

oSetting up & maintaining hard copy files of project documentation including controlled access and temporary removal as required

oSolving documents issues related to quality, physical quantities, discrepancies & other associated matters with contractor in consultation with Sr. Document Controller in order to ensure that parties meet expected requirements

Executing project handover procedure and ensuring necessary information gathered & controlled

Preparing & issuing weekly overdue/status reports related to MDD project documents/drawings, vendor documents to Lead/Senior Project Engineer and Head Project Control Engineer, as necessary and carry out follow up action as required

Assuring that:

oStaffing numbers are held at a level to maintain efficient and timely processing of project documentation

oDocument control staff of contractor fully comply with contract requirements and their functioning is in line with company procedures

oMaximum space utilization is to the core and delegating to other warehouses as well

Assessing final project documentation for company acceptance and distribution to end user & data centre

Undertaking activities related to:

oArchiving of project documents in liaison with contractor, data centre & other stakeholders to ensure safe custody and retrieval of documents for any future business use

oSetting up of MP Document Library Center to keep all records centrally, easily access and smoothly handling

Analyzing & verifying monthly inspection checklist of all in house corporate & project records

Extending support in:

oImplementation of Project HSE & QA/QC process/procedures & activities by participating in quality audits and other internal & externals audits with the aim of achieving safe and successful execution of the project, with products that meet project requirements

oQatari development activities by ensuring that Qatari Nationals receive proper job training & development in order to realize the full potential for local talents and maximize contribution to project success

Highlights:

Played a key role in:

oConceptualizing & executing Correspondence Management System to ensure accurate & timely receipt, control, distribution and continuity of technical information through business units

oStreamlining internal workflow by establishing electronic policies & procedures

oDesigning and performing company-wide training for web viewing and other document systems

Significantly fostered enthusiasm, team spirit, confidence and a reputation for excellence through training, coaching and effective resolution of employee concerns

Steered efforts in setting up:

oMP mail room for all incoming & outgoing correspondence internally & externally

oMP Central Library to store all corporate & project records

Efficaciously achieved 100% on-time delivery of assigned / requested documents

Significantly coordinated with different business users for implementing ECM (Enterprise Content Management) to control, automate process and reports on the ever growing content of structured & un-structured data based on:

oDocument Management, Record Management, Correspondence Management and Rights Management

oCapital Projects Management, Workflow & Business Process Management and Intelligent Capturing - Scan & Archive

Mar’10-Mar’14: Linde Engineering India Pvt. Ltd., Vadodara – Gujarat (India) / Munich – Germany as Dy. Manager – Documentation & Data Control

Key Result Areas:

Handled Acrylic Acid Plant Project through proper and accurate final documentation (Electronic & Hardcopy)

Designed & executed metrics which would be used to measure activity of Document Controllers; supervised document movement and reported events which would be assessed against agreed target figures

Accountable for maintaining & updating different logs i.e. Drawings Log (design, construction & as-built drawings), Material Submittals Log, NCRs logs, RFIs Log and other required logs by Project Director

Highlights:

Significantly handled installation, maintenance and troubleshooting of document management system software to meet the organizational engineering needs

Essayed a stellar role in establishing a totally electronic database and numbering system

Efficaciously promoted, setup & implemented a document management department and system, made it appropriate to the needs of the project through the project lifecycle

Efficiently advised & coordinated for document control requirements with respect to the implementation of EDMS System (Documentum)

Dec’07-Feb’10: Cairn Energy Pte. Ltd., India as Lead Document Controller at Viramgam Terminal - Gujarat (India) for Mangala Development Pipeline Project (MDPL)

Key Result Areas:

Created site documentation procedures to enhance communication performance

Functioned as contact person for sub-contractors and vendors

Accountable for managing reports, writing performance reviews, conducting audits & managing office supply inventory

Highlights:

Holds the distinction of managing entire document control at Project Site (Viramgam) from Mangala to Salaya

Efficaciously handled development, implementation and ongoing operation of various company facilities like:

oElectronic Technical Document Management System

oTechnical Reference Library

oDrawing office and Print Room

PREVIOUS EXPERIENCE

Sep’05 - Nov’07: Rasgas Company Limited, Doha, Qatar as Document Controller (Information Technology Department)

Apr’04 - Aug’05: Qatar Gas Company Limited, Doha – Qatar as Document Controller (Documentation & Standard Section of Information Technology Department)

Apr’99 - Mar’04: Datamation Consultant Private Limited, Delhi – India as IT Manager – Operations

Apr’98 - Mar’99: New T & T, Hong Kong as Team Leader

Nov’96 - Mar’98: Paradise Plastic Ltd., Noida as EDP Executive

Feb’94 - Oct’96: LML Fibres Ltd., New Delhi as EDP Officer

Mar’92 - Jan’94: Dainik Jagran, Noida as Programmer

ACADEMIC CREDENTIALS

B.E (Computer Science) from Gulbarga University, Gulbarga in 1991

PROFESSIONAL ENHANCEMENTS

Technical Training of Documentum /FileNet Document Management System/SharePoint

Correspondence Management System Training

Supervisory Skills Training

Communication & Presentation Skills Training

Negotiation Training

ISO 9001 Training

MAJOR PROJECT EXPERIENCE

UZGTL Project - Gas to Liquid Project - 2017 – till date - Current Working here.

Downtown Doha Project – With Msherieb Properties – 2014-2016

Al-Jubail Acrilic Acid Project - Saudi Arabia/Germany/ India with Linde Engineering - 2010-2014

Mangala Development Pipeline Project (MDPL) – India with Cairn Energy – 2007-2010

TECHNICAL PURVIEW

Well versed with:

oEDMS - Documentum, SharePoint, FileNet, Construct Ware, Livelink, Aconex and 1c.

oIPIX, Project Management and SAP MM

oMS Office (Excel, Word & PowerPoint), Visio and Access

oAdobe Acrobat and AutoCAD

PERSONAL DETAILS

Date of Birth: 31st December, 1966

Languages Known: Hindi and English

Present Address: Currently on Tashkent, Uzbekistan

Permanent Address: Flat 4A/3015 Vasundhara, Ghaziabad, UP - 201012

Passport No.: M6165635 (Expired on 10/06/2025)

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