Documentation & Records Control
The document-control backbone of the entire AGL Forms system — the 25 registers, transmittals, reviews, approvals, and archive records that let any controlled document be traced from Creation → Identification → Review → Approval → Issue → Revision → Distribution → Use → Archive → Retention → Retrieval → Audit. Every division from 01 to 19 feeds into it.
Where this fits — every other division produces a document, test result, or record; Division 20 is where that document gets an ID, a revision, a reviewer, an approver, and a final resting place. Treat it as the single source of truth: if a drawing, certificate, or report isn't traceable through these 25 forms, it isn't controlled.
A · Master Document Registers
10 of 10 formsDOC-01 Document Register Register
Purpose
The master index of every controlled document on the project — giving each one a single identity, current revision, and a full chain of responsibility from preparation through approval and distribution.
Key Fields
- Document ID and title
- Document type and discipline
- Project and system
- Originator
- Revision and revision date
- Document / review / approval status
- Prepared, checked, reviewed, approved by
- Distribution recipient, location, and date
DOC-02 Drawing Register Register
Purpose
Maintains the master register of all engineering drawings — AGL layout, lighting, PAPI, signs, CCR, circuits, cable routing, earthing, ALCMS, control architecture, single-line, panel, and as-built drawings.
Key Fields
- Drawing number and title
- Revision and date
- Status
- Prepared / checked / approved by
- Related document
- Superseded revision
DOC-03 Technical Submittal Register Register
Purpose
Controls technical submissions made to the consultant, client, or airport authority, from first submission through review to final approval or rejection.
Key Fields
- Submittal ID
- Material / equipment, manufacturer, model, vendor
- Technical datasheet and compliance statement
- Drawing reference
- Submission and review date
- Status (Submitted / Under Review / Approved / Approved with Comments / Rejected / Resubmitted)
- Comments
- Resubmission number
DOC-04 Test Report Register Register
Purpose
Maintains a master index of all testing records — insulation resistance, continuity, earthing, cable, CCR, transformer, fixture, PAPI, sign, ALCMS, photometry, FAT, SAT, and functional testing.
Key Fields
- Test report ID
- Equipment / circuit and test type
- Date and test location
- Test equipment and calibration reference
- Result
- Approval status
- Document reference
DOC-05 Inspection Report Register Register
Purpose
Maintains traceability of all inspections carried out across the project, from finding through corrective action to final closure.
Key Fields
- Inspection ID and type
- Equipment / system and location
- Date and inspector
- Finding
- Defect reference / NCR reference
- Corrective action
- Closure status
DOC-06 NCR Register Register
Purpose
The master register of all Non-Conformance Reports, tracking each one from the requirement it violated through root cause, corrective action, and verified closure.
Key Fields
- NCR number, date, and location
- Discipline and equipment
- Description and requirement violated
- Severity and immediate action
- Root cause and corrective action
- Responsible party
- Target and actual closure date
- Verification and status (Open / Under Corrective Action / Submitted for Closure / Closed)
DOC-07 Certificate Register Register
Purpose
Controls all certificates received or issued during the project — conformance, material, factory test, calibration, warranty, inspection, acceptance, and test certificates.
Key Fields
- Certificate number and type
- Equipment / material and manufacturer
- Serial / batch number
- Issue date and validity
- Related document
- Status
DOC-08 Calibration Register Register
Purpose
Maintains document control of calibration certificates for testing and measurement equipment, linking directly with Division 14 — Calibration & Measurement Forms.
Key Fields
- Equipment ID, type, manufacturer, model, serial number
- Calibration certificate number
- Calibration date and due date
- Calibration laboratory
- Status (Valid / Due / Expired / Out of Calibration)
DOC-09 Asset Document Register Register
Purpose
Links every technical document to an individual AGL asset (e.g. CCR-001) — datasheet, drawing, FAT, installation and SAT records, maintenance, warranty, calibration, failure, and replacement history in one place.
Key Fields
- Asset ID
- Equipment type, manufacturer, model, serial number
- Datasheet and drawing
- Installation record and test report
- Maintenance record
- Warranty and calibration
- Failure history
- Replacement record and O&M manual
DOC-10 Revision Register Register
Purpose
Maintains the complete revision history of controlled documents. No controlled document should ever be revised without retaining its revision history here.
Key Fields
- Document ID and title
- Previous revision and new revision
- Revision date
- Change description and reason
- Prepared / reviewed / approved by
- Status
B · Document Transaction & Review
5 of 5 formsDOC-11 Document Transmittal Record
Purpose
Formally transmits controlled documents between parties, recording exactly what was sent, why, and whether it was received.
Key Fields
- Transmittal number and date
- Sender and recipient
- Project
- Document numbers and revision
- Purpose of issue (information / review / approval / construction / record / handover)
- Number of documents and delivery method
- Acknowledgement — received by, date, remarks
DOC-12 Document Review Form Review Form
Purpose
Records the technical review of a submitted document against compliance, consistency, compatibility, and safety criteria before it can move to approval.
Key Fields
- Document ID, revision, reviewer, review date
- Review criteria (technical / design / specification / standard compliance)
- Drawing and calculation consistency
- Equipment compatibility and safety requirements
- Comment number, observation, required action
- Responsible party and closure status
DOC-13 Document Approval Form Approval Form
Purpose
Provides formal, tiered authorization for a controlled document's release — from preparation through QA/QC and client review to final approval.
Key Fields
- Approval levels (prepared, checked, technical reviewed, QA/QC reviewed, client/consultant reviewed, approved)
- Status (Approved / Approved with Comments / Rejected)
- Approval date
- Signature / electronic authorization
- Revision
- Distribution status
DOC-14 Document Return Form Record
Purpose
Records documents returned after review or rejected during document-control processing, with the reason and the deadline for resubmission.
Key Fields
- Document ID and revision
- Return date and returned by
- Reason (technical deficiency, missing information, incorrect revision, non-compliance, etc.)
- Comments
- Required revision
- Resubmission deadline
DOC-15 Document Status Tracker Tracker
Purpose
Provides a live, project-level dashboard of document progress — what's submitted, under review, approved, overdue, or awaiting approval — at a glance.
Key Fields
- Document ID, title, revision
- Submission and review date
- Current status and reviewer
- Comments
- Resubmission and approval date
- Ageing and responsible person
C · As-Built & Operations Documentation
3 of 3 formsDOC-16 As-Built Drawing Register Register
Purpose
Controls the final drawings representing the actual installed AGL system. As-built documentation must reflect real installed conditions, not merely the original design.
Key Fields
- Drawing number and final revision
- As-built status
- Field verification
- Redline incorporation
- Approval and issue date
DOC-17 O&M Manual Register Register
Purpose
Controls all Operation & Maintenance manuals delivered to the airport — AGL system, CCR, transformers, fixtures, PAPI, signs, ALCMS, and test/special equipment.
Key Fields
- Manual ID and equipment
- Manufacturer and model
- Revision and language
- Submission date
- Approval
- Final handover status
DOC-18 Vendor Document Register Register
Purpose
Controls technical documents received from manufacturers and vendors — datasheets, GA drawings, wiring/circuit diagrams, certificates, FAT reports, spare-parts lists, warranty, and configuration files.
Key Fields
- Vendor
- Document number and title
- Equipment and revision
- Submission date
- Review status
- Approval status
D · Project Closeout & Handover
2 of 2 formsDOC-19 Project Closeout Document Checklist Checklist
Purpose
Ensures all required documentation — design, procurement, installation, testing, quality, asset, and O&M — has been completed before the project is closed out.
Key Fields
- Design — approved drawings, calculations, revisions
- Procurement — material approvals, datasheets, certificates, warranty
- Installation — installation, cable, equipment, as-built records
- Testing — test reports, FAT, SAT, functional tests, photometry
- Quality — NCRs, observations, corrective actions, final inspection
- Asset — asset register, serial numbers, warranty, lifecycle records
- O&M — manuals, spare parts, training, maintenance information
DOC-20 Handover Document Checklist Checklist
Purpose
Ensures the airport receives a complete operational document package — as-builts, registers, reports, manuals, warranties, and an outstanding-item register — before final sign-off.
Key Fields
- Approved as-built drawings
- AGL equipment and asset registers
- Test, inspection, and photometric reports
- ALCMS, PAPI, sign, cable, and earthing records
- O&M manuals and spare-parts register
- Warranty and calibration certificates
- Training records and outstanding-item register
- Final status (Complete / Incomplete)
E · Record Retention & Archiving
5 of 5 formsDOC-21 Record Retention Register Register
Purpose
Establishes how long each type of controlled record must be retained, based on the applicable contract, airport requirements, regulatory requirements, and approved organizational procedure — not a single universal period.
Key Fields
- Record ID and type
- Department and project
- Creation date
- Retention period and expiry date
- Storage location
- Responsible custodian
- Disposal authorization
DOC-22 Obsolete Document Register Register
Purpose
Prevents obsolete documents from being unintentionally used, tracking each one through Current → Superseded → Obsolete → Archived.
Key Fields
- Document ID, title, revision
- Obsolete date
- Replacement document and revision
- Reason
- Removed from circulation by
- Archive reference
DOC-23 Document Archive Record Record
Purpose
Provides traceability of archived documents, confirming they remain readable, complete, correctly revisioned, and retrievable for the length of their retention period.
Key Fields
- Archive ID
- Document ID, title, revision
- Archive date and location
- Digital / physical, file / reference path
- Custodian and retention period
- Archive verification (readable, complete, correct revision, metadata, retrieval tested)
DOC-24 Document Revision Summary Reference Sheet
Purpose
Provides a concise, at-a-glance history of significant changes made to a document across its revisions — a quick read companion to the fuller Revision Register.
Key Fields
- Document ID and title
- Revision and date
- Description of change
- Reason
- Prepared / reviewed / approved by
DOC-25 Document Audit Checklist Checklist
Purpose
Periodically verifies the effectiveness of document and records control across identification, approval, distribution, technical records, closeout, and archive.
Key Fields
- Document identification — numbering, title, revision
- Approval — review completed, authorized personnel
- Distribution — correct recipients, obsolete copies removed
- Technical records — drawings, calculations, inspection, testing, photometry
- Project closeout — as-built, O&M, certificates, warranty, handover complete
- Archive — retention defined, records retrievable
- Audit result (Compliant / Observation / Non-Conformance)
How Division 20 Connects
Division 20 is not another isolated set of forms — it is the document-control backbone that every other division's records ultimately flow through, from creation to final disposal.
Master Document Control Flow
Related Divisions
- Division 01 — Project Management Forms (feeds the Document Register from kickoff onward)
- Division 02 — Design & Engineering Forms (drawings, calculations reviewed and approved here)
- Division 03 — Procurement & Material Approval Forms (submittals, vendor documents, certificates)
- Division 04 — Installation Forms (installation records feeding the Asset Document Register)
- Division 10 — QA/QC and Division 14 — Calibration (NCR and Calibration Registers)
Frequently Asked Questions
Quick answers about the 25 Division 20 Documentation & Records Control forms, how they are grouped, and how they connect to the rest of the library.
Q1What is Division 20 — Documentation & Records Control Forms in the AGL Engineering Forms & Templates library?
Division 20 is a set of 25 documentation & records control forms (DOC-01 to DOC-25) in the AGL Engineering Forms & Templates library. It is the document-control backbone of the AGL Forms system, using registers, transmittals, reviews, approvals and archive records so that any controlled document can be traced from creation through review, approval, issue, revision, distribution, archive and retrieval. The forms are grouped into 5 categories: Master Document Registers, Document Transaction & Review, As-Built & Operations Documentation, Project Closeout & Handover and Record Retention & Archiving.
Q2Which forms are included in Master Document Registers?
Master Document Registers (10 forms): DOC-01 Document Register, DOC-02 Drawing Register, DOC-03 Technical Submittal Register, DOC-04 Test Report Register, DOC-05 Inspection Report Register, DOC-06 NCR Register, DOC-07 Certificate Register, DOC-08 Calibration Register, DOC-09 Asset Document Register, DOC-10 Revision Register.
Q3Which forms are included in Document Transaction & Review, As-Built & Operations Documentation and Project Closeout & Handover?
Document Transaction & Review (5 forms): DOC-11 Document Transmittal, DOC-12 Document Review Form, DOC-13 Document Approval Form, DOC-14 Document Return Form, DOC-15 Document Status Tracker; As-Built & Operations Documentation (3 forms): DOC-16 As-Built Drawing Register, DOC-17 O&M Manual Register, DOC-18 Vendor Document Register; Project Closeout & Handover (2 forms): DOC-19 Project Closeout Document Checklist, DOC-20 Handover Document Checklist.
Q4Which forms are included in Record Retention & Archiving?
Record Retention & Archiving (5 forms): DOC-21 Record Retention Register, DOC-22 Obsolete Document Register, DOC-23 Document Archive Record, DOC-24 Document Revision Summary, DOC-25 Document Audit Checklist.
Q5What is the difference between the Document Register, Drawing Register and Revision Register?
The Document Register (DOC-01) is the master index of every controlled document on the project. The Drawing Register (DOC-02) is the master register of engineering drawings, and the Revision Register (DOC-10) maintains the complete revision history of controlled documents. The other master registers cover submittals, test reports, inspection reports, NCRs, certificates, calibration and asset documents (DOC-03 to DOC-09).
Q6What is the document transaction and review process in Division 20?
The Document Transmittal (DOC-11) formally transmits controlled documents between parties, recording what was sent and why. The Document Review Form (DOC-12) records the technical review, and the Document Approval Form (DOC-13) provides formal tiered authorization for release. Returned or rejected documents are recorded on the Document Return Form (DOC-14), and the Document Status Tracker (DOC-15) is a live project-level view of document progress.
Q7How does Division 20 handle retention, obsolete documents and audit?
The Record Retention Register (DOC-21) sets how long each type of controlled record must be kept. The Obsolete Document Register (DOC-22) prevents obsolete documents from being used unintentionally, and the Document Archive Record (DOC-23) gives traceability of archived documents. The Document Audit Checklist (DOC-25) periodically verifies the effectiveness of document and records control.
Q8Can the forms in Division 20 be downloaded and filled in?
Yes. Each form has a Download as Word button that produces an uncontrolled sample Word template with letterhead, a document-control block, ruled entry fields and a three-tier approval table, ready to print or fill on-screen. Checklist-format forms such as Project Closeout Document Checklist (DOC-19) download with a checkbox and a verified-by line for each item. The forms can also be searched by keyword or form ID.
Q9How does Division 20 connect to the other divisions?
Every other division produces a document, test result or record, and Division 20 is where that document gets an ID, a revision, a reviewer, an approver and a final resting place. The page treats it as the single source of truth: if a drawing, certificate or report is not traceable through these 25 forms, it is not controlled. Division 01 feeds the Document Register from kickoff onward.
CONTROL THE RECORD. UNDERSTAND ITS PURPOSE.
A document register keeps files organized — but real records control means understanding what each document proves, how revisions are traced, and why traceability matters when a compliance question comes years later.
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