HSE Procedures

SUEZ OIL COMPANY Cairo-HSE-P-18

Paper Copy Valid one month from Print Date

Control of Documents from External Sources

CairoHSEP18
1.0 Purpose

SUCO frequently receives documents from external sources that describe technical
recommendations or give instruction to the organization.

As these documents may require SUCO to make considerable efforts to implement

and occasionally some expense it is appropriate that they should be verified and
understood before acceptance.

The system includes methods of approval, document identification, distribution and

review.

2.0 Scope of application

This procedure applies to all documents that have an impact on the HSE
performance of SUCO including technical documents, those that affect plant
integrity, legal and insurance matters and instructions from shareholders.

In addition it includes external HSE documents needed by SUCO to manage the

system.

3.0 Responsibility:

This procedure is covered by the SUCO document control system in line with
OHSAS 18001 and ISO 14001 requirements.

Only approved copies of this procedure are to be used. No unauthorised

photocopying or amendment of any part of the procedure is allowed.

The Procedure Owner for this procedure is the HSE General Manager.

The HSE General Manager is responsible for reviewing this procedure and preparing
drafts for approval and reissue.

All external documents will have a nominated "Document Owner" or "Responsible

Person" who is responsible for the control for that document. All "Document
Owners" maintain a Master List of documents under their control with current status
and distribution list.

4.0 Procedure:

4.1 Documents to be Controlled

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 HSE Procedures
SUEZ OIL COMPANY Cairo-HSE-P-18
Paper Copy Valid one month from Print Date

A variety of documents need to be controlled within the HSE system. The level of
control applied to each depends on the type of document and the potential HSE risk.

In general, we have simple informational documents of external origin, such as laws,

industry standards and technical or manufacturers manuals where we operate a
library system.

However, we also have many documents, such as vendor reports, external audit
findings and reports from shareholders that require action on behalf of SUCO.

4.2 Document Receipt

Each Division Manager nominates a Document Co-ordinator for receipt and

processing of external documents in their Division.

Any external document that is introduced into the SUCO system is sent to the
relevant Document Co-ordinator who gives it a unique identifier in the system and
records the receipt.

Any document which is received by the Fields is also sent to the relevant Cairo
Division Document Co-ordinator.

4.3 Document Review

The Document Co-ordinator then arranges a technical review of the document if it

contains technical information. Any technical data and information should be
checked for accuracy and verified. Where any results are reported that may be
suspect, then these should be confirmed as accurate before acceptance. Where
necessary the organization producing

A file of any resulting correspondence is maintained. When this is completed then a

final version is recorded and identified. The document is also marked as Final
Version.

Where possible all final versions of documents should be scanned to PDF format and
retained in a central server location.

4.4 Document Acceptance and Approval

Once the document final version is obtained then any recommendations should be
reviewed in relation to the supporting information. Each recommendation should be
assessed and accepted or rejected as required. Any rejected recommendations
should be fully justified.

The recommendations should then be formally approved by the Division Manager.

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 HSE Procedures
SUEZ OIL COMPANY Cairo-HSE-P-18
Paper Copy Valid one month from Print Date

4.5 Document Issue

Final issues of Documents are given an index number by the Document Co-ordinator
and relevant copies or extracts are sent to defined users. Where necessary, local co-
ordinators maintain up-to-date files.

A covering memo stating acceptance of the findings and relevant actions is included.

4.6 Action Follow-up

Since most external documents of this type will require some actions then they are
introduced into the follow-up system.

For HSE improvements, the procedure for objectives setting and review, Cairo-HSE-
P17, should be followed.

For operational activities these are followed up by the Document Co-ordinator or

other Division nominee.

Where a budget is required then the Division Manager is responsible for including
these items in the budget process.

Where the document suggests that an HSE legal requirement is out of compliance
then this will be raised immediately to HSE and followed up at the HSE Committee
Meeting until compliance is resumed.

4.7 Monitoring System

Division Document Co-ordinators maintain a status report for all documents in their
Division and produce a monthly report of the status of those with outstanding
actions.

4.8 Electronic Documents

Where possible all final versions of documents should be scanned to PDF format and
retained in a central server location.

In addition, many external reports are now supplied in soft copy form. The local
Division Co-ordinator maintains the same process although the documents are held
electronically.

With the introduction of email in SUCO many emails could be considered to be

essential documents in reviewing external documents. These should also be printed
out and kept with the document file and electronic copy retained.

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