Document Code HSE-GUI-0001
GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
Page No. Page 2 of 14
TABLE OF CONTENTS
1.0 Purpose - page 3
2.0 Scope - page 3
3.0 Definition of Terms - page 3
4.0 References - page 4
5.0 Responsibilities - page 4
6.0 Guidelines - page 4
7.0 Documented Information Standard Coding System - page 5
8.0 Documented Information Standard Template - page 6
9.0 Documented Information Classification - page 13
This document is UNCONTROLLED unless otherwise stamped as CONTROLLED COPY.
Document Code HSE-GUI-0001
GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
Page No. Page 3 of 14
1.0 PURPOSE
1.1 This document aims to establish coding guidelines for maintaining a consistent and
efficient system for organizing documented information.
1.2 This document also aims to establish a consistent and effective approach to classifying
documented information within FDC Misamis Power Corporation.
2.0 SCOPE
2.1 These guidelines apply to all documented information created, received, or maintained
by FDC Misamis Power Corporation, regardless of format (e.g., physical, electronic).
2.2 These guidelines also apply to documented information at all levels within the
organization.
2.2.1 Level 1: Sectional
Individual sections within departments, with specific responsibilities and
information relevant to their tasks.
2.2.2 Level 2: Departmental
Departments containing multiple sections or units, with broader information
encompassing their combined functions.
2.2.3 Level 3: Plantwide
Information relevant to the entire organization and operations of FDC Misamis
Power Corporation.
3.0 DEFINITION OF TERMS
ACRONYMS
3.1 FDC – Filinvest Development Corporation
3.2 FDCUI – FDC Utilities, Inc.
3.3 MPC – Misamis Power Corporation
3.4 RMS – Records Management Staff
TERMS
3.5 Controlled Copy – documents necessary and automatically updated and re-issued in
accordance with the latest revised edition.
3.6 Document Custodian – person responsible for performing the safekeeping and control of
his/her department’s records and other documented information.
3.7 Documented Information – refers to any information that is recorded and can be
referred to, such as documents, records, data, and knowledge needed for the effective
operation of FDC Misamis Power Corporation.
3.8 Effectivity date – refers to the specific date when a document officially starts to take effect
or becomes enforceable.
3.9 External Documents – reference documents that are obtained from sources outside FDC
Misamis Power Corporation.
3.10 Internal Documents – refers to documents and records that are created and used within
FDC Misamis Power Corporation. Internal documents are not intended for public
consumption and are primarily meant for FDC MPC internal operations.
3.11 Originator – person who initiated document creation/revision who shall fill out the
‘Prepared by’ portion of the document.
3.12 Process Owner – the person responsible for creating, developing, revising, and
sustaining a procedure and a work instruction.
3.13 Records – refers to documented information created as a result of an activity or process
and serve as evidence of that activity or process having taken place.
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Document Code HSE-GUI-0001
GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
Page No. Page 4 of 14
3.14 Records Management Staff – acts as a document controller, person responsible for
performing the safekeeping and control of documents.
3.15 Revision Number – signifies how many times a document has been updated.
3.16 Standard Template – a pre-designed, reusable format or model that serves as a guide for
creating consistent and standardized documents, processes, or outputs.
4.0 REFERENCES
4.1 Document/Records Management and Controls, MPC-ADM-PRO-2019-02-400-001
4.2 Occupational health and safety management systems – Requirements with guidance for
use, ISO 45001:2018 (Section 7.5 Documented Information)
5.0 RESPONSIBILITIES
5.1 Document Custodians: coordinate the implementation of this procedure within their
respective section or department.
5.2 Process Owner: creates, develops, and revises the documented information needed by
his/her section or department.
5.3 Records Management Staff: ensures that all documented information is properly
identified, updated, approved, and made available in relevant areas for use.
6.0 GUIDELINES
DOCUMENT CONTROL
6.1 Identification: Process owners shall have the ultimate responsibility to identify, control,
cascade and manage their respective documents, including those from external origin
that is relevant to its business process.
6.2 Distribution: Release of documents, either physical or electronic, shall be controlled.
Only the RMS is authorized to distribute controlled documents.
6.3 Review and Updating: Documents shall be reviewed after 3 years or as needed to
ensure applicability. RMS shall trigger and monitor the review process.
6.4 Revision control: The changes on the latest version shall be reflected in the document.
Superseded (obsolete) documents shall be retained according to the documented
information procedure (refer to HSE-PRO-0001, Documented Information Procedure).
RECORD CONTROL
6.5 Identification: Process owners shall identify their records, including those from
external origin. A document custodian shall be assigned to ensure records are properly
filed and maintained.
6.6 Storage, Retention and Archiving: Records, either physical or electronic, shall be
stored according to the type of information.
6.6.1 Physical records shall be in the custody of the process owner or designated
document custodian. Protection of the said record shall be the responsibility
of the process owner or designated document custodian.
6.6.2 Electronic records shall be stored or uploaded in SharePoint.
6.6.3 Retention period of active records shall be defined by the process owner.
6.6.4 Archive records shall be archived according to its retention schedule and stored
in the archive records storage room.
6.7 Disposal: Records beyond the identified archiving period shall be disposed in
accordance with the approval of the department head or plant manager.
6.7.1 Physical records with confidential or sensitive information shall be shredded or
physically destroyed prior to final disposal.
6.7.2 Electronic records shall be permanently deleted.
This document is UNCONTROLLED unless otherwise stamped as CONTROLLED COPY.
Document Code HSE-GUI-0001
GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
Page No. Page 5 of 14
7.0 DOCUMENTED INFORMATION STANDARD CODING SYSTEM
7.1 The document code shall be according to the established coding system. The
responsibility for the coding will be as follows:
7.1.1 For controlled documents (e.g. Manuals, Policy, Procedures, Forms, etc.) and
internal communications.
The Originator may obtain a document code from the Document Custodian to
initially identify/classify the document.
7.1.2 For external documents and external communications.
External documents/communications may have been assigned with their
respective document reference codes at source, in this event, process owners
shall stamp the document in accordance with their established external
document stamping process. In the absence of a document code, external
documents shall be coded according to Section 6.1 of this document. Document
Custodian shall maintain a separate record master list to register external
documents.
7.2 The Documented Information code is a three (3) segment unique code assigned to
documented information, located at the upper right box of the document header. The
document code contains the following:
1st 2nd 3rd
Sequential
Number
Document
Type
Department/
Section Code
where:
7.2.1 Department/Section Code – a 3-letter code that defines the operating
department or section within the company that owns and maintains the
document.
ADM : Administration
CSE : Corporate Sustainability and External Affairs
FID : Facilities Improvement
FNA : Finance & Accounting
HRD : Human Resources
LGT : Purchasing & Logistics
ITS : Management Information and Technology Services
MKT : Marketing
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GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
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OPM : Office of the Plant Manager
TTD : Technical Training
WRH : Warehouse
OPS : Operations
MPB : Main Power Block (Operations)
WTP : Water Treatment Plant (Operations)
CAH : Coal & Ash Handling (Operations)
MNT : Maintenance
MEC : Mechanical (Maintenance)
ELC : Electrical (Maintenance)
INC : Instrumentation & Controls (Maintenance)
PLN : Planning (Maintenance)
HSE : Health, Safety, Security and Environment
ENV : Environment (HSSE)
SEC : Security (HSSE)
SAF : Safety (HSSE)
HEA : Health (HSSE)
7.2.2 Document Type – a 3-letter code that defines the type of documented
information.
CEX : External Communications
CIN : Internal Communications
EXT : External Documents
FRM : Forms
LEG : Legal
MAN : Manuals
MEM : Memorandum
MOM : Minutes of Meeting
POL : Policy
PRO : Procedure
REC : Records
REP : Reports
REF : Reference
WOI : Work Instruction
GUI : Guidelines
7.2.3 Sequential Number – a 4-digit number starting at 0001 that indicates the
number of a document that is created within the same department.
8.0 DOCUMENTED INFORMATION STANDARD TEMPLATE
8.1 The creation of documents shall adhere to the standard template provided.
8.2 Documents shall follow the structured format in the downloadable standard template
file, including font style, font size and spacing to ensure the document readability unless
deemed necessary to use other fonts and sizes. Font style details are as follows:
For controlled documents (e.g., Policy, Manuals, Procedure, Guidelines, Forms):
8.2.1 Font type : Cambria
8.2.2 Font size : 11
8.2.3 Date syntax : [Link] (e.g., 2022.03.15)
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Document Code HSE-GUI-0001
GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
Page No. Page 7 of 14
For internal and external communications (e.g. Internal Memorandums, External
Correspondence):
8.2.4 Font type : Arial
8.2.5 Font size : 11
8.2.6 Date syntax : date/month/year (e.g., 15 / March / 2022)
8.3 The creation of documented information includes header, body, and footer that contains
the following information for:
8.3.1 POLICY, MANUALS, AND PROCEDURES
[Link] Cover Page
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GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
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where:
A – FDC Misamis Power Corporation Official Logo
B – Documented Information Title
C – Document Code
D – Revision Number
E – Effectivity Date ([Link])
F – Page Number; where x is the page number, and y is the total number pages.
G – Document Type
H – Document Title Name
I – Area of applicability
J – Department Owner of the document
K – Review due date ([Link]) – a pre-determined date subjected after 3
years
L – Writer of the document
M – Reviewer of the document
N – Approver of the document
Footer – A standard footer stating the slogan of the company together with the
company address and stating that the document is an uncontrolled copy unless
otherwise stamped as controlled copy.
[Link] Table of Contents
This document is UNCONTROLLED unless otherwise stamped as CONTROLLED COPY.
Document Code HSE-GUI-0001
GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
Page No. Page 9 of 14
where:
Header – Standard header
Body – Table of contents standard template
Footer – A standard footer stating that the document is an uncontrolled copy unless
otherwise stamped as controlled copy.
[Link] Main body of the document
where:
Header – Standard header
Body – Document contents standard template
Footer – A standard footer stating that the document is an uncontrolled copy unless
otherwise stamped as controlled copy.
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Document Code HSE-GUI-0001
GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
Page No. Page 10 of 14
[Link] FORMS
where:
A – FDC Misamis Power Corporation Official Logo
B – Documented Information Title
C – Document Code
D – Revision Number
E – Effectivity Date ([Link])
F – Page Number; where x is the page number, and y is the total number
Footer – A standard footer of forms stating the Privacy Notice and stating the slogan
of the company together with the company address
This document is UNCONTROLLED unless otherwise stamped as CONTROLLED COPY.
Document Code HSE-GUI-0001
GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
Page No. Page 11 of 14
[Link] INTERNAL COMMUNICATIONS
where:
Header – FDC Misamis Power Corporation Official Logo
Body – Content of the document
Footer – A standard footer stating the slogan of the company together with the
company address
This document is UNCONTROLLED unless otherwise stamped as CONTROLLED COPY.
Document Code HSE-GUI-0001
GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
Page No. Page 12 of 14
[Link] EXTERNAL COMMUNICATIONS
where:
Header – FDC Misamis Power Corporation Official Logo
Body – Content of the document
Footer – A standard footer stating the slogan of the company together with the
company address
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Document Code HSE-GUI-0001
GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
Page No. Page 13 of 14
9.0 DOCUMENTED INFORMATION CLASSIFICATION
9.1 Types of Documented Information
9.1.1 External Communications
External communications include incoming/outgoing emails, memorandums,
and letters, which involve the exchange of information between FDC Misamis
Power Corporation and external entities, such as customers, suppliers,
investors, government agencies, and the public. FDCUI communications are
classified as external communications since FDCUI falls outside the scope of the
FDC MPC OSH Management System.
9.1.2 Internal Communications
Internal communications include internal emails, letters, and memorandums
which involve members, employees, or departments of FDC Misamis Power
Corporation.
9.1.3 External Documents
External documents refer to documented information coming from outside of
FDC Misamis Power Corporation such as equipment manuals, test results,
external calibration certificates, and other documents provided by
engineering technical services (ETS) of FDCUI.
9.1.4 Forms
Forms include structured documents used for data collection, reporting, or
standardized processes within FDC Misamis Power Corporation.
9.1.5 Legal
Legal documents refer to written instruments from legal authorities that
express legal rights, duties, or obligations and are used to record or formally
convey legal information. Legal documents can take various forms and may
include contracts, deeds, wills, court pleadings, affidavits, leases, and many
others.
9.1.6 Manuals
Manuals refer to comprehensive documents providing in-depth information,
guidance, and procedures on specific processes, systems, or operations within
FDC Misamis Power Corporation.
9.1.7 Minutes of Meeting
Minutes of Meeting includes records capturing key discussions, decisions, and
actions during meetings held within FDC Misamis Power Corporation.
9.1.8 Policy
Policy refers to official statements, which are created within FDC Misamis
Power Corporation, outlining organizational rules, principles, and guidelines for
decision-making.
9.1.9 Procedure
Procedure refers to detailed instructions on how to perform specific tasks or
processes within the departments of FDC Misamis Power Corporation.
9.1.10 Reports
Reports include comprehensive documents presenting findings, analyses, and
recommendations based on research or observations within FDC Misamis
Power Corporation.
9.1.11 Reference
Reference documents refer to documents that provide supplementary
information or act as a resource for specific tasks or projects such as standards
and internal calibration certificates.
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Document Code HSE-GUI-0001
GUIDELINES FOR CODING AND Revision No. 0
CLASSIFICATION Effectivity Date 2024.04.02
Page No. Page 14 of 14
9.1.12 Work Instruction
Work Instructions are detailed step-by-step instructions guiding individuals on
how to perform specific tasks within their roles.
9.1.13 Guidelines
Guidelines refer to documents offering recommendations or best practices for
specific activities or areas within FDC Misamis Power Corporation.
9.2 Sensitivity Level
The classification of information as confidential or non-confidential is often determined by
the nature of the content and the policies of the individuals or departments within FDC
Misamis Power Corporation handling that information. Whether the information is
confidential or non-confidential, it shall only be in the custody of the department that
owns the documented information.
9.2.1 Confidential Information
Confidential information is typically sensitive or proprietary and may involve
matters that require protection to maintain security, privacy, or prevent
unauthorized access. Confidential information or data, if disclosed, could
reasonably be expected to cause harm to FDC Misamis Power Corporation, its
employees, customers, or partners. Confidential documents shall be labelled
(watermark, if possible) with the word CONFIDENTIAL and shall be in the
custody of the process owner or designated document custodian.
9.2.2 Non-Confidential Information
Non-confidential information is not subject to restrictions on access or
disclosure. Non-Confidential documents may or may not be labelled
(watermark, if possible) with the word NON-CONFIDENTIAL and shall be in the
custody of the process owner or designated document custodian.
9.3 Records Status
9.3.1 Active Records
Records that are currently being maintained, controlled and used for daily
operations. These records are normally accessible and integral to ongoing
processes.
9.3.2 Semi-active Records
Records that are not frequently accessed or used in day-to-day operations but
are still considered important enough to be retained for a certain period. These
records have already served their purpose but must be kept just the same for
legal requirements or some compelling reasons. After 2 years of inactivity, the
department head shall decide whether the records will be categorized as semi-
active or moved to the archives.
9.3.3 Archive Records
Records stored for long-term preservation, typically retained because they have
historical, legal, or cultural significance and may be important for reference,
research, or regulatory compliance. Inactive semi-active records with 1 year of
inactivity shall be moved to the archives. The archiving of records shall be in
accordance with the department’s established archiving procedures.
9.3.4 Dead Records
Records at the end of their retention period, with no legal or operational value,
shall be disposed of in accordance with Section 6.7 of this document, together
with the approval from the department head or plant manager. Records are
subject for disposal after 3 years of inactivity.
This document is UNCONTROLLED unless otherwise stamped as CONTROLLED COPY.
