HSE Document
Document control
Approved by:
HSE Vice President
Owner:
Corporate HSE
Rev: 0
Ref: PG-MSC-HSE-0002
Date: 11/15/2013
P a g e | 1 of 7
Amendments issued since publications
Amd. No.
Date
0
11/15/2013
Comments
Initial release
Document control
This document remains controlled while it resides within the Matrix Service Company information
Intranet. If you are using a copy of this document, it is your responsibility to ensure you are using
the current version. For a current copy, please refer to:
http://portal.matrixservice.com/safety/default.aspx. For further document control and revision
information, please contact the Corporate HSE Department.
The policies and procedures set forth in this HSE manual are intended to represent Matrix
Service Company and all subsidiaries of Matrix Service, Matrix SME, Matrix North American
Construction and Matrix PDM Engineering, herein referred to as the “Company.”
LEGAL DISCLAIMER
Copyright © 2013 Matrix Service Company. All rights reserved.
This work contains confidential and proprietary information of the Company and may not be
used, distributed, translated, copied or stored in an information repository system in any form or
by any means without the express written consent of the owner.
Trademarks and service marks
The Company logotype and other words or symbols used to identify the products and services
described herein are either trademarks or trade names of the Company. These marks may not
be imitated, copied or used, in whole or in part, without the express prior written consent of the
Company.
In addition, covers, page headers, custom graphics, icons and other design elements may be
service marks, trademarks and/or trade dress of the Company and may not be copied, imitated
or used, in whole or in part, without the express prior written consent of the Company.
Reference#: PG-MSC-HSE-0002 | Rev 0 | Issued Date: Nov.15, 2013 | Matrix Service Company © 2013 uncontrolled copy if printed. All rights reserved.
Corporate HSE Document
Document control
Ref: PG-MSC-HSE-0002
Approved by:
HSE Vice President
Page | 2 of 7
Table of contents
1.0
2.0
3.0
4.0
5.0
6.0
7.0
8.0
9.0
10.0
Purpose ................................................................................................................ 3
Scope.................................................................................................................... 3
Definitions ............................................................................................................ 3
Responsibilities ................................................................................................... 3
Procedure............................................................................................................. 4
Documents / Records Management ................................................................... 5
Control of Documents Changes......................................................................... 6
Document Review ............................................................................................... 6
Attachments ......................................................................................................... 7
References ........................................................................................................... 7
Reference#: PG-MSC-HSE-0002 | Rev 0 | Issued Date: Nov.15, 2013 | Matrix Service Company © 2013 uncontrolled copy if printed. All rights reserved.
Corporate HSE Document
Document control
Ref: PG-MSC-HSE-0002
Approved by:
HSE Vice President
Page | 3 of 7
1.0 Purpose
This document describes the process to be followed for the identification,
collection, revision, indexing, access, filing, storage maintenance and disposition of
Health, Safety and Environment Management System documents and records.
2.0 Scope
This program applies when creating, approving, revising, filing, storing and/or
disposing of a Health, Safety and Environment Management System (HSEMS)
document or record. The program applies to the lifetime of the document or
record, beginning with the creation or identification of a HSE document or record
and ending with its disposal. This program applies to all employees responsible
for HSE documents and records within the HSEMS
3.0 Definitions
Document: Information and its supporting medium.
HSE: refers to Health, Safety and Environment
SharePoint: secured and centrally controlled internal website and document
repository.
Procedure: A set of instructions for an established way of doing things.
Management system: HSE Management System
Record: Document which furnishes objective evidence of activities performed or
results achieved.
HSEMS record: Records identified by the HSEMS that are maintained to
demonstrate conformance to specified requirements and the effective operation
of the Health, Safety and Environment Management System.
4.0 Responsibilities
Health, Safety and Environmental (HSE) Document Control Coordinator
(DC) - responsible for the development, authorization and maintenance of this
program and process.

The Corporate HSE Director for Matrix Service Company will be
responsible and accountable for maintaining and overseeing the
management of all HSE documents, thus assuming the role of HSE
Document Control Coordinator.
Reference#: PG-MSC-HSE-0002 | Rev 0 | Issued Date: Nov.15, 2013 | Matrix Service Company © 2013 uncontrolled copy if printed. All rights reserved.
Corporate HSE Document
Document control
Ref: PG-MSC-HSE-0002
Approved by:
HSE Vice President
Page | 4 of 7

The HSE DC identifies HSEMS documents and records to be maintained
to assure that the requirements of these standards are met and that
required documentation is effectively implemented.

Upon any revision to a document, the HSE DC will sent out a alert
identifying the document name, document number, new revision number
as well as highlighting the change that was made.
HSE Directors/Managers – responsible for approving the specific content of
procedures, forms, work instructions, etc. developed in their scope of
responsibility. It is important to note that approval does not indicate exclusion of
operations playing a major role with the development and final agreed
submission of the document.
Employees - employees associated with a specific task are responsible for
ensuring compliance with this procedure and for maintaining the accuracy of
the information contained within it, ensuring that they use only the current
version of documents
5.0 Procedure
5.1 Format for HSE Documents
All controlled documents and records will adhere to the following
requirements:
5.1.1 Document Control Code: A Document Control Code (DCC) must be
assigned to every HSE document by the HSE DC Coordinator. The DCC is a
twelve digit alphanumeric code with a format of XX-XXX-HSE-XXXX (e.g.,
PL-MSC-HSE-0001) where the first two digits identify the type of document;
the next three digits define the company, followed by three digits identifying
HSE and the last four digits represent the sequential document number.
Each document will be identified to a document type code, as follows:
•
“PG” for Program documents
•
“PL” for Policy documents
•
“PR” for Procedure documents
•
“ST” for Standard documents
•
“FM” for Form documents
•
“GL” for Guidelines documents
•
“PN” for Plan documents
Reference#: PG-MSC-HSE-0002 | Rev 0 | Issued Date: Nov.15, 2013 | Matrix Service Company © 2013 uncontrolled copy if printed. All rights reserved.
Corporate HSE Document
Document control
Ref: PG-MSC-HSE-0002
Approved by:
HSE Vice President
Page | 5 of 7
Specific document numbers will be assigned sequentially within a document
type code series as new documents are added, beginning with 0001.
The company identifier portion of the Document Control Code for all HSE
documents covered by this procedure, are as follows:
•
“MSC” for Matrix Service Company
•
“SME” for Matrix SME
•
“MSI” for Matrix Service
•
“PDM” for Matrix PDM
•
“NAC” for Matrix North American Construction
•
“CMS” for Matrix Service Canada documents
5.1.2 Document Identification: Except as noted below, all documents will
include the following information in the header of the cover page :
•
•
•
•
•
•
Reference number
Revision #
Date
Approved by
Owner
Page number
The following information will be located in the footer section of each page:
•
•
Reference number
Issue Date
The Document Controller may determine that it is inappropriate for some
documents, such as policy statements or the expectations document, to be
labeled with this information in the header; however the footer section will
remain. In these instances, the Document Controller will note this decision,
as well as a description of the document, on a memo in the MSC HSE Master
Document Register.
6.0 Documents / Records Management

All HSE documents and records are stored and maintained in such a way
as to minimize damage, deterioration or loss and to ensure ease of
retrieval.
Reference#: PG-MSC-HSE-0002 | Rev 0 | Issued Date: Nov.15, 2013 | Matrix Service Company © 2013 uncontrolled copy if printed. All rights reserved.
Corporate HSE Document
Document control
7.0
Ref: PG-MSC-HSE-0002
Approved by:
HSE Vice President
Page | 6 of 7

A copy of each controlled document is maintained either in the Matrix HSE
SharePoint intranet site or on a controlled HSE CD by the HSE Document
Controller.

Only the most up to date version of the controlled documents will be
available in the HSE SharePoint site on the intranet. The HSE CD will be
updated and distributed periodically (revision number and revision date of
the HSE CD will be identified on the CD cover).

Previous versions of documents and/or records will be obsolete.
Electronic versions will be secured in a location for obsolete files.

A master list of controlled documents and records will be kept
electronically by the HSE Document Controller.

Copies made of controlled documents will be “uncontrolled”
unless otherwise stated.

HSEMS documents and records are available for client review upon
request and approval by the HSE Document Controller or upper
Management.

Documents of external origin which are necessary for the planning and
operation of the HSEMS will be identified and controlled under this
document control program.
Control of Documents Changes
All new issues or changes to documents shall be approved and controlled in the
Document change request form, which will be completed by the responsible party
for the new issue/changes and submitted to the HSE DC for documents control.
The applicable Director/Manager approves the specific content of the document
and the HSE DC approves the document to be included in the HSEMS. The final
approved changes are communicated and recorded on the form and updated in
the Master Document Register.
8.0
Document Review
The current versions of active documents should be reviewed periodically
(typically on an annual basis), either by the Document Controller or someone
who is designated by the controller, to determine their continued adequacy,
suitability and relevance. This designated responsible person is to be identified
and documented within the document control review process. Documents that
Reference#: PG-MSC-HSE-0002 | Rev 0 | Issued Date: Nov.15, 2013 | Matrix Service Company © 2013 uncontrolled copy if printed. All rights reserved.
Corporate HSE Document
Document control
Ref: PG-MSC-HSE-0002
Approved by:
HSE Vice President
Page | 7 of 7
are no longer needed should be retired in accordance with program.
9.0 Attachments
Master Document Register
Document change request form
10.0 References
9001: 2004 Standard ISO
14001: 2004 Standard ISO
18001: 2007 Standard OHSAS
Reference#: PG-MSC-HSE-0002 | Rev 0 | Issued Date: Nov.15, 2013 | Matrix Service Company © 2013 uncontrolled copy if printed. All rights reserved.