F. Document, Data & Quality Record Control¶
1. Purpose¶
This procedure defines the methods that will ensure that the right document is in the right place at the right time. Revision control, standardized approval and methods for making controlled changes contribute to this goal. These procedures also define the methods to control quality records.
2. Definitions¶
For readability, this section uses the following definitions and abbreviations.
- 2.1 LOT: A cover document used to formally send submittals, drawings, or other contract documents between Seacoast and the customer.
- 2.2 RFI: A formal communication from Seacoast to the customer asking for clarification on a topic.
- 2.3 RFM: A formal communication from Seacoast to the customer asking for approval to use a material that is a change from original specifications.
3. References¶
- 3.1 Seacoast Inc. Quality Control Plan (Section A)
4. Responsibilities¶
- 4.1 Owner of Process: The Quality Control Manager is responsible for the quality manual. The manual is reviewed annually at a minimum.
- 4.2 Quality Control Manager: The Quality Control Manager is responsible for reviewing and approving this procedure, as well as, ensuring procedures are followed.
- 4.3 Customer Requirements: Seacoast, Inc. will record all customer requirements, as they occur, throughout the detailing and fabrication process for each project.
5. Quality Records¶
Unless otherwise noted, all Quality Records follow the Seacoast "Policy for Maintenance of Quality Records" documented in the QCM Quality Control Plan (Section A-page 13)
- 5.1 Seacoast, Inc. Quality Manual: Permanent binder
- 5.2 Revision Log (REV01): 2 years
- 5.3 Transmittal Log (LOT1): 2 years
- 5.4 Letter of Transmittal Cover Document (LOT2): 2 years
- 5.5 Request for Information (RFI1): 2 years
6. Documentation¶
6.1 Revising the Quality Manual¶
The quality manual contains both the Quality Control Plan and Procedures. From time to time revisions are required in the quality manual:
- A change in a shop process
- A Management Review session identifies a new need or a required change
- During the annual internal audit a need for revision is identified.
- During the AISC audit a need for revision is identified.
| Step | Description |
|---|---|
| 1 | A need for change is identified |
| 2 | The DRAFT changes are delivered to the Management Representative |
| 3 | The Quality Control Manual - Revision Control Log is updated and the Quality Control Manager approves the changes by signing and dating the document |
| 4 | All of the Quality Manuals are updated with the approved changes |
Step 3 — Approval Details:
| If | Then |
|---|---|
| Document is approved as written | Proceed to next step |
| Edits are required before approval will be granted | Edit the DRAFT and repeat this step |
Step 4 — Manual Update Details:
| Step | Description |
|---|---|
| 1 | Remove the Quality Control Manual - Revision Control Log and destroy |
| 2 | Remove any outdated pages and destroy as documented in the new Revision Control Log. |
| 3 | Insert the new signed and dated Quality Control Manual - Revision Control Log |
| 4 | Insert any new pages as documented in the revision control log. |
6.2 Transmittals Overview¶
During the fabrication process shop drawings must be approved by customers. Sometimes clarification is required by a customer so requests for information are required. These Seacoast, Inc. submittals and Engineer of Record (customer) approvals must be tracked for version control purposes. The only way to be sure to produce the product Customers require is to ensure outdated drawings/information are destroyed and current drawings/information are communicated throughout Seacoast Inc. For this reason all Letters of Transmittal (LOT) are logged.
6.3 Create a Letter of Transmittal (LOT)¶
| Step | Description |
|---|---|
| 1 | Seacoast has need to send a transmittal |
| 2 | Locate the Transmittal Log (LOT1) on the Seacoast Google shared drive. |
| 3 | Open the file "(LOT1) Transmittal Log" |
| 4 | Open the tab "LOT" |
| 5 | Enter the required information |
| 6 | Print the letter of transmittal as a ".pdf" file to your hard drive. This is the cover page required for the transmittal. Name the file "LOT WWWW-XXX, SUBYYY to ZZZ". |
| 7 | Use a pdf program to create the transmittal package that includes the LOT1 cover sheet and any drawings or other information being transmitted. |
| 8 | Save the file "LOT WWWW-XXX, SUBYYY to ZZZ" to the correct job folder. |
| 9 | See procedure logging in the (LOT1) Letter of Transmittal Log. |
File Naming Convention:
| Code | Description |
|---|---|
| WWWW | Seacoast, Inc. job number |
| XXX | The transmittal number |
| YYY | The first submittal number corresponding to this transmittal |
| ZZZ | The last submittal number corresponding to this transmittal |
6.4 Create a Request for Information (RFI1)¶
| Step | Description |
|---|---|
| 1 | Seacoast has need to send a request for information or a request for material |
| 2 | Locate the Transmittal Log (LOT1) on the Seacoast Google shared drive. |
| 3 | Open the file "(LOT1) Transmittal Log" |
| 4 | Open the tab "RFI" |
| 5 | Enter the required information |
| 6 | Print the request for information/material as a ".pdf" file to your hard drive. This is the cover page required for the transmittal. Name the file "LOT WWWW-XXX, SUBYYY to ZZZ". |
| 7 | Use a pdf program to create the transmittal package that includes the RFI/RFM cover sheet and any drawings or other information being transmitted. |
| 8 | Save the file "LOT WWWW-XXX, SUBYYY to ZZZ" to the correct job folder. |
| 9 | See procedure Logging in the Letter of Transmittal Log (LOT1) in this section. |
File Naming Convention:
| Code | Description |
|---|---|
| WWWW | Seacoast, Inc. job number |
| XXX | The transmittal number |
| YYY | The first submittal number corresponding to this transmittal |
| ZZZ | The last submittal number corresponding to this transmittal |
6.5 Logging in the Letter of Transmittal Log (LOT1)¶
All Letters of Transmittal between the customer and Seacoast, Inc. are logged for document control purposes. The following information is captured on the Letter of Transmittal Log:
Types of Communication:
| Type of communication | Description |
|---|---|
| Letters of Transmittal | From Seacoast, Inc. to the customer. |
| Request for Information (RFI) | From Seacoast, Inc. to the customer asking for clarification on a topic. |
| Request for Material (RFM) | From Seacoast, Inc. to the customer asking for approval to use a material that is a change from original specifications. |
| Communication from Customer in response to a Letter of Transmittal | From the customer to Seacoast, Inc. approving Shop Drawings, Requests for Information or Request for Material. |
| Drawings released to the Seacoast, Inc. shop | After drawings are approved or approved as noted the drawings are released to the shop for fabrication. |
Logging Procedure:
| Step | Description |
|---|---|
| 1 | All Letters of Transmittal between the customer and Seacoast, Inc. are logged for document control purposes. |
| 2 | A new Transmittal is generated for a Seacoast, Inc. job |
| 3 | Locate the Transmittal Log (LOT1) on the Seacoast Google shared drive. |
| 4 | Open the tab "Transmittal Log (LOT1)" |
| 5 | Enter the transmittal information |
Transmittal Log Fields:
| No | Label | Description |
|---|---|---|
| 1 | Job | Seacoast, Inc. Job Number |
| 2 | Transmittal | The transmittal number being sent "XXXX-YYY". Where XXXX is the Job number and YYY is the unique transmittal number. A link to the file sent is also included. |
| 3 | Submittal | The submittal numbers that apply to the transmittal in the format "SUB-ZZZ". Note each submittal included with the transmittal receive their own entry, i.e. one transmittal can have multiple rows or just one. |
| 4 | Type | Select the type that best describes the submittal |
| 5 | Description | A short description of what the transmittal is for |
| 6 | Reference | A drawing reference if applicable |
| 7 | Date Submitted | The date the transmittal was sent |
| 8 | To | Who the transmittal was sent to |
| 9 | Date Received | Date returned submittal was received |
| 10 | Response | What the response was: Approved, Approved as Noted, Resubmit or Notification Only (no response required) |
| 11 | Open/Closed | If the transmittal is complete or not |
| 12 | Response File Name | The name of the file returned with a link to that specific file. |
7. Revision History¶
| Revision Date | Approved By |
|---|---|
| 2026-05-12 | Quality Manager |
Summary of Change: Reformatted to standard procedure template.