To effectively enhance the document management for EPC projects, thoroughly implement Huatai’s regulations over project document management, and continuously improve the quality of project document archiving and the professional competence of project secretaries, the Archives and Printing Office, in accordance with company requirements, organized instructors from relevant departments to provide a professional training for project secretaries on the company’s ongoing projects. This initiative aims to deepen their understanding of the company’s corporate culture, ensure the implementation of relevant company policies, clarify their responsibilities in archive management, and improve their professional competence and work efficiency, enabling them to better fulfill their roles as project secretaries in documentation management for engineering projects.

The training began on November 16, 2021, and lasted for three days. A total of 12 project secretaries, excluding those involved in projects classified as medium or high risk, participated in the training.

This training session received strong support from company leadership. General Manager Han Dong delivered an important speech, emphasizing the importance of the archiving work for EPC projects. He stressed that each project must establish authentic, complete, and accurate project archives in real time and in a timely manner as the project progresses. He also proposed the “three synchronizations” requirement covering “the start, execution and end of the project”, which stipulates that the project documentation collection plan must begin simultaneously with project initiation, the collection of project records must proceed in tandem with construction, and the acceptance of project records must be conducted concurrently with the final project acceptance. This ensures that construction process management documents keep pace with the construction schedule, avoids the need for post-construction compilation or last-minute collection, and guarantees the originality, timeliness, and authenticity of the project documentation.

The instructors for this training came from five different departments within the company, including Li Jinghong, Chen Renmei, Zhang Hairong, Zong Hua, Zhang Kunyou, Yang Zhiwei, and Zhao Ji. They provided comprehensive and multi-faceted presentations and explanations covering a wide range of topics, including archival management requirements, company overview, human resources management, engineering construction, filing requirements, and construction safety documentation. The instructors were well-prepared, provided detailed explanations with emphasis on key points, and actively engaged with the project secretaries during the training, encouraging everyone to voice their opinions. The training was divided into five sections: the company’s development history, the job responsibilities of project secretaries, the scope and quality requirements for archiving documents in EPC projects; detailed rules for document management in EPC projects (including daily management documents, on-site management documents for equipment and materials, construction process records, safety and environmental management documents, and the compilation and handover of as-built documentation), and the Administrative Department’s various management regulations regarding general contracting projects. Following the training, an exam was administered, with all project secretaries achieving excellent results.

In the discussion session following the training, Li Na, the secretary for the Taihang Project, as a representative for outstanding projects of the company this year, presented an overview of the current status of engineering document archiving for the Taihang Project and shared valuable insights from her practical work experience. By strictly enforcing a system requiring construction companies to sign and stamp on drawings upon handover, financial losses can be avoided for the company.

This training significantly enhanced the project secretaries’ overall understanding of the archiving work for EPC projects and laid the foundation for the continued improvement of their professional competence.

Speech by General Manager Han Dong

Active Participation by Project Secretaries in the Discussion

Experience Sharing by Li Na, Secretary of Taihang Project