The document outlines the duties and responsibilities of a Project Management Office (PMO) Document Controller. Key responsibilities include establishing and maintaining PMO information and document management systems, controlling incoming and outgoing correspondence through logging, filing and archiving, and ensuring proper documentation for all PMO and project-related activities according to standardized procedures and filing structures. This includes tasks like developing document registers, checklists, and logs to track project documentation submittals and ensure complete handover packages. The goal is to facilitate efficient information management and flow for both the PMO team and project stakeholders throughout each project's lifecycle.

1. Project Management Office (PMO)
Duties & Responsibilities
Duties & Responsibilities Project Management Office (PMO) Page 1 of 5
Document Controller (PMO and Projects)
Status 2015/09/24 – Rev.00
Document Controller (PMO and Projects)
Applicable to:
o Mohammed Zoroub
1. General Duties
a. Be responsible for the distribution and the receipt of PMO related information and
communication, both internal and external.
b. Assure that all received and generated documents / records are being properly
identified, stored, protected, retrieved, retained, administrated, and finally archived,
as well as being readily identifiable and retrievable by the PMO team and other
stakeholders, internal and external.
c. Establish PMO’s Information and Document Management System, which is related
to the collection, storage, transmission, archiving and appropriate destruction of
project information, from one or more sources and the distribution of that
information to one or more parties, which includes organizing, retrieving, acquiring
and maintaining the information.
d. PMO data management system (M-Files) is handling information, such as:
i) Correspondences (letter, email, fax);
ii) Drawings;
iii) Contractual documents (LPOs, POs, Contracts, Agreements, Offers, Proposals,
Quotations, and related correspondence);
iv) Enquiries and requests;
v) Claims;
vi) Reports, etc.;
vii) Minutes of Meetings
e. Create / develop an appropriate PMO filing structure / system and maintain those
files to meet above mentioned criteria
2. Control and Record of Documents
2.1. Incoming Correspondence
a. Documents of external origin that are PMO and project related, shall be controlled
according to the needs and the importance of the document being handled. They
are stored in the appropriate location, hardcopies in folder, and softcopies on the
server.

2. Project Management Office (PMO)
Duties & Responsibilities
Duties & Responsibilities Project Management Office (PMO) Page 2 of 5
Document Controller (PMO and Projects)
Status 2015/09/24 – Rev.00
2.1.1. Hard Copy
a. Receive correspondence;
b. Sort to segregate project related documents / correspondence;
c. Stamp project related correspondence with date, time received and initial;
d. Log all incoming project correspondence on the PMO Document Register, (to be
established by Document Controller based on provided template), thus ensuring
traceability;
e. Route correspondence that is not project related or marked ‘Confidential’,
‘Personal’ or ‘Private & Confidential’, etc., as well as circulars, catalogues etc.
directly to the recipient;
f. Check the integrity of the record to ensure that it is legible, and of acceptable
contrast;
g. Reject unsatisfactory documents by return to sender with a request for new copies,
copy the intended recipient;
2.1.2. Soft Copy
a. Forward or copy applicable PMO or project related correspondence to Recipient or
Project Document Controller;
b. Ensure the project number and file reference are clearly stated on the document;
c. Print the email, if required;
d. Distribute electronically to the addressee (if forwarded with instruction for
distribution);
e. File the hard copy in accordance with PMO’s Filing System, and save the soft copy
into the appropriate folder on the server;
f. Documents shall be put into a “read-only” format to prevent records from being
changed;
2.2. Outgoing Correspondence
2.2.1. Hard Copy
a. Create applicable, project related, outgoing correspondence using the respective
PMO templates, if available, if not request PMO S&P for provision;
b. Create documents ensuring that the following information are contained:
i) Title/Subject
ii) Author / Initials
iii) Project Name/Number
iv) Contract Number
v) Originating Company
vi) Destination Company

3. Project Management Office (PMO)
Duties & Responsibilities
Duties & Responsibilities Project Management Office (PMO) Page 3 of 5
Document Controller (PMO and Projects)
Status 2015/09/24 – Rev.00
vii) Original Reference No.
c. Deliver the document with Transmittal-Form
d. File a copy in accordance with PMO’s Filing System
2.2.2. Soft Copy
a. Ensure the project number and file reference are clearly stated on the document;
b. Distribute electronically to the addressee;
c. Print the email; stamp with the date; ensure circulation is included;
d. File a hard copy in the project files, in accordance with PMO’s Filing System, and
save the soft copy into the appropriate folder on the sever;
e. Documents shall be put into a “read-only” format to prevent records from being
changed;
3. Document Register (Document Reference)
a. Record all incoming and outgoing project related correspondence on PMO
Document Register,
b. Each piece of correspondence shall be registered by allocating a unique reference
number (Document Reference Number – DRN) to ensure traceability;
c. The Document Reference Number (shall contain following information):
i) Date
ii) Project name (Abbreviation of three (3) letters / Project number
iii) Subject
iv) Version/Status (if applicable)
v) Action
vi) File Location
d. The data entered in the Document Reference Number – DRN will be used as search
criteria to integrate a comprehensive reporting system. All correspondence shall
then be transferred to the relevant Project File.
4. Document Filing System
a. A PMO Filing System shall be developed and implemented, incl. PMO Project Files,
with the commencement of an individual project. This implementation is seen as a
critical success factor in setting up an efficient document control and document
storage system which will facilitate the availability and flow of information within the
project team, throughout the project’s life cycle.
b. The filing system shall be set up for hard copy documents as well as soft copy
documents.
i) The project document filing system and filing structure is divided into the
“PMO Project Filing System” and the “Project Office / Site Office Filing

4. Project Management Office (PMO)
Duties & Responsibilities
Duties & Responsibilities Project Management Office (PMO) Page 4 of 5
Document Controller (PMO and Projects)
Status 2015/09/24 – Rev.00
System”, the contents of the individual filing systems are outlined in Forms xxx
and Form xxx respectively.
ii) This filing system shall define the hardcopy and electronic filing system
applicable for all Gulf Drug projects.
iii) This list is a generic list with standard file numbers that must not be changed.
Some numbers are not covered to allow flexibility in adding files as necessary
to suit the specific requirements of the project.
iv) The project filing system is a standard and should be used for all projects as a
template by the Project Manager / Project Engineer.
v) If the project is broken down into subprojects (i.e. zones or areas), an
additional digit shall be added to the corresponding files.
vi) Several files should remain as overall files for the project and not broken down
into components (e.g. General and Commercial files).
vii) If a file is not used for a specific project, the number should be kept with a
note stating it as “Not Applicable (N/A)”.
5. PMO Project Filing System
a. The PMO Project Filing System (please refer to Form xxx) shall contain at least the
following listed documents:
i) 100 – General Information
ii) 200 – Project Administration and Document Control - Reports
iii) 300 – Design Documents (if required)
iv) 400 – Contractual Documents incl. Procurement (LPOs, POs, Contracts,
Agreements, Offers, Proposals, Quotations, and related correspondence)
v) 500 – Cost Management Documents
vi) 600 – Scheduling Management Documents
6. Project Specific Tasks
6.1. Project Document Filing
a. Assure that PMO’s filing system will be established at an early stage of each project,
to ensure proper contract administration and efficient information handling is
implemented.
b. Ensure correct and latest information is distributed and used for a project
accordingly.
c. Furnish project teams with PMO standard forms and procedures which have to be
used in a project as a tool to efficiently manage a project.
d. Whenever applicable and required down- and upload project documentation from
and to Aconex system, used in various projects of Gulf Drug LLC.

5. Project Management Office (PMO)
Duties & Responsibilities
Duties & Responsibilities Project Management Office (PMO) Page 5 of 5
Document Controller (PMO and Projects)
Status 2015/09/24 – Rev.00
e. Coordinate all activities related to established Document Control procedure,
related to technical documents (CIR, RFI, MIR, PQN, MST, Shop Drawings, etc.) and
maintain respective registers / logs, whenever required or requested.
6.2. Project Documentation
a. Prepare standard check-list for project “hand over documentation”
b. List all standard documents and documentation to be provided by GD in a
respective Log / Register, identify who has to provide respective documentation,
data and or information
c. Track status of submission / compilation of Project Documentation via respective Log
/ Register
d. Follow up on pending submittals / provisions as per GD’s Project Documentation Log
and inform Project Manager / Project Engineer about status on regular basis,
monthly (during Project Phases 1 – 4) and weekly (during Project Phase 4 – T&C –
and 5)
Gulf Drug LLC / PMO, Dubai 24-09-2015