Vipul Sathvara
Document Controller
Ahmedabad
Summary
Dynamic leader in document control and management, recognized for developing efficient systems that drive project documentation excellence. Extensive experience in major power plants, including Adani Power and L&T Power, has facilitated successful handling of large-scale project document control activities, ensuring accuracy, compliance, and seamless document flow across engineering, construction, and QA/QC teams. Currently enhancing document accessibility and strengthening ISO documentation compliance at Highly Electrical Appliances India Pvt. Ltd., leveraging expertise in EDMS and effective coordination skills. Detail-oriented Assistant Manager with a proven track record of leadership, adept at establishing clear guidelines and maintaining consistent policies to align teams with key project objectives while excelling in relationship-building, multitasking, and strategic decision-making.
Overview
20
20
years of professional experience
3
3
Languages
Work History
Assistant Manager – Document Control
Highly Electrical Appliances India Pvt. Ltd.
10.2013 - Current
- Primary objective: develop and manage the company's projects' document management system for all major departments.
- Manage the supplier's documents and drawings as per the system.
- To manage and coordinate ISO 9001:2015 and 14001:2015 documentation work.
- Manage all internal and external components and parts drawings as per the system.
- To coordinate with the Process and Design teams regarding technical documents and drawings.
- Ensure all relevant department documentation is collated and disseminated appropriately within the time frames of each schedule.
- Take a proactive approach in ensuring that documents issued for internal and external review have been returned in accordance with timeframes.
- Develop and maintain an effective and user-friendly document management system and ensure that managers are implementing this where necessary.
- Ensuring technical documents are properly controlled, and both electronic and hard copies are stored within the correct disciplines.
- To improve work practices and processes within the Document Control area.
- Communicating relevant information, including resources, progress, forecasts, and schedules to team members and management.
- Monitor the filing organization in the company.
- To support staff in the use of databases, like Oracle and MES.
- To ensure all engineering documentation is in accordance with the company's quality standards and stored at a common point for easy access by the team.
- Manage and control hotel and travel bookings, bill payments, and my other responsibilities given by the company.
- Assisted in the development of operational strategies to ensure efficient and productive operations.
- Resolved conflicts between team members in an effective manner.
- Maintained up-to-date knowledge of company products and services.
- Improved customer satisfaction by addressing and resolving complaints promptly.
- Developed strong working relationships with staff, fostering a positive work environment.
Sr. Document Controller
Adani Power Limited
07.2009 - 10.2013
- Maintain and manage all documentation-related issues and discrepancies for various projects of Adani.
- Develop the new document numbering procedures for all packages.
- Total coordination with all domestic vendors and consultants for all BOP packages.
- Generate the document transmittal for commented drawings/documents, and forward it to the Vendor for resubmitting drawings/documents, and forward it to the Site office for execution.
- Managed over 5,000 engineering drawings and vendor documents, ensuring 100% compliance with project documentation standards.
- Total tracking via transmittals and configurable workflows.
- Maintain inward/outward logs for all drawings, documents received from vendors, as well as consultants.
- Maintain drawings, documents, and ensure they are stored for future review purposes in a structured manner, as per standard procedures for all projects.
- Maintain documents, drawings, and EDMS, SAP-based documentation software.
- Creating folder structures in the EDMS system for various vendors for uploading the drawings, documents, and reviews.
- Provide online training facilities for vendors for the EDMS C-Folders system.
- Downloading and uploading the drawings/documents from the FTP server for review purposes.
- Provide total guidance to the IT department for the FTP server folder structure, and the FTP server access list.
- Maintain approved drawings and documents for execution in soft copies on the secured server. Also, maintain hard copies for future reference purposes.
- Provide access rights to the local server for end users, and maintain the access control list through the IT department.
- Maintain hard copies of pre-award and post-award technical bids, and technical specifications.
- Maintain hard copies, and provide document numbers as per documentation standard practice. Also, maintain an archival log for the same.
- Maintain as-built drawings in a structured manner for future review purposes.
- Incoming documents are distributed to disciplines according to procedures received from vendors.
- Develop and implement a new procedure for hard-copy archival received from vendors and consultants.
- Checking drawing and document quality, legibility, document numbering, and providing comments on discrepancies to the vendors and consultants.
- Coordination with vendors, consultants, and engineers in case of any queries regarding documentation-related discrepancies.
- Increased efficiency in managing large volumes of documents through the implementation of electronic filing systems and automation tools.
- Implemented effective tracking mechanisms for monitoring progress on key deliverables and milestones within projects.
- Safeguarded sensitive information with strict adherence to confidentiality protocols and data protection regulations.
- Collaborated with cross-functional teams, facilitating clear communication on document requirements and updates.
- Optimized document management software usage, training team members on best practices for file organization and version control.
- Reduced errors in documentation with thorough quality checks and attention to detail.
- Ensured compliance with regulatory requirements by diligently maintaining up-to-date records of controlled documents.
- Supported smooth project execution, ensuring timely distribution of essential documents to stakeholders.
Document Controller
Larsen & Toubro Power Limited
10.2008 - 07.2009
- Maintain the filing system and record copies of all project documents according to the company's procedures.
- Maintain the Documents Control Index (DCI) file to record all types of Power System documents, such as customer submissions, procurement documents, and vendor documents.
- Maintain Power System Documents for items like DCDs, calculations, P&IDs, datasheets, QA/QC documents, turbine GA drawings, vendor documents for steam turbine generators and auxiliaries, condensers, deaerators, feed water heaters, BFPs, CEPs, CPUs, etc.
- With discipline, maintain the DTN and date-wise entries in the DCI index file.
- Maintain the Project Correspondence System in Lotus Notes software to generate and update the records of Document Transmittal Notes (DTN), internal correspondence, outgoing letters, email correspondence, and incoming correspondence.
- Generate or update the minutes of meetings (MOM) in the Project Correspondence System, which includes meetings with clients, customers, and vendors for project document discussions held at the site or other locations.
- Maintain the record of notes received from the teleconference and video conference meeting with the client, customer, or vendor.
- Make a weekly report to record all submitted documents to the client, received documents or comments from their side, documents awaiting approval and response, and also plan to submit the documents.
- The report is submitted to the client every week by mail and also by fax.
- Every month, make an activity report with a record date for how many times meetings were held, and submitted and received reports from clients/vendors in a structured manner.
- This will help to plan a meeting every month and receive and submit the report in a proper time frame.
- Classifying the documents into their respective categories, allocating proper category codes, logging them into the Project Correspondence System (APPDCL), generating a Document Transmittal Note (DTN), and sending the documents for review to the respective review engineers.
- Vendor documentation includes receiving the documents from off-shore and on-shore vendors, either hand-carried or received via electronic post office.
- Responsible for record control and handling electronic files for register.
- Maintaining the filing system for drawings (plot plan, isometric, P&ID), control and construction procedures, and specifications according to the company's procedure.
- Performed daily document control activities, such as filing, scanning, photocopying and archiving documents.
- Organized and maintained the document database to ensure accuracy and completeness of records.
Document Controller
Reliance engineering Associates ltd.
09.2007 - 10.2008
- Maintaining the IDF/PDF files log register, as well as the rejection log, and coordinating with the engineering contractor/consultant for isometrics.
- Electronic document transfer (uploading and downloading) with engineering consultants like Bechtel (London), KPGI, Foster Wheeler (Singapore and USA), UOP, and other equipment vendors through FTP-VPN servers and internet sites.
- Processing of documents right after receiving them from the Field Design Centre, London - Electronic Post Office via Project Net, to populating the server, populating Infoworks, Docbase, and generating transmittals, which are distributed to the site.
- Co-ordination with the engineering contractor, consultant, vendors, and design cells for documentation related to technical matters.
- Providing maintenance support to departmental computer systems for network, hardware, and software-related problems.
- Co-ordination with the IT department on technical matters.
- Classifying the documents into their respective categories, allocating proper category codes, logging them into Infoworks, generating internal transmittals, and sending the documents for review to the respective review engineers. Once reviewed, the documents are then properly coded for construction or otherwise, logged onto Infoworks, and an external transmittal is generated after the completion of the review cycle. The documents are then sent to the construction site, and a copy is sent back to the vendor.
- Digitization of engineering and vendor documents, as well as large-volume equipment final record books, such as manufacturing record books and operating and maintenance manuals.
- Generating a Management Information Report (MIS) for incoming and outgoing documents and circulating it to the respective heads of department every 15 days.
- Generating transmittals of all isometric drawings and circulating them to the Piping Department.
- Import and Export Document in Document 5.3 software for better traceability.
- Generating weekly, monthly, and annual reports from documentation software such as Infoworks 1.7, 3.04, and Documentum 5.3.
- Document distribution to site engineers through transmittal in Documentum 5.03.
- Online access to documents (files, CDs, manuals, emails, feed packages, etc.) to different departments through the Internet.
- Upload a soft copy of documents (drawing, datasheets, P&IDs, material requisition, calculation design basis, equipment list, etc.) on the server.
Librarian
Aradhana college of education
06.2006 - 07.2007
- Maintain an Acquisition Register for all books, and other related reference sources.
- Classification of Books, Periodicals, and Other Reference Sources.
- Stocktaking of all assets, books, and resources of the library.
- Provide documents, books, and reference sources to related persons who are searching for information in the library.
- Manage interlibrary loan for external books.
- Subscribed to the magazines and maintained clip and newspaper records for future reference.
- Selection and purchase of books and other reference sources.
- Developed and maintained library collection by selecting, ordering, cataloguing, and classifying books and other materials.
- Organized book displays and coordinated special events such as author visits.
- Provided reference services to students, faculty, staff and community members using print and electronic resources.
Education
MBA - Operation Management
ICFAI University
Sikkim06-2016
Master of Science - Library & Information Science
Gujarat Vidhyapith
Ahmedabad 04.2001 -
Bachelor of Accountancy - Accounting
Gujarat University
Ahmedabad, India 04.2001 -
Diploma in Information Technology - Information Technology
Azure Technologies
Ahmedabad 04.2001 -
Skills
Acconex Certified Associate
Internal Auditor for ISO 9001:2015 and 14001:2015
Interpersonal skills
Communication skills
EDMS
SAP C-Folder
Infoworks 17 & 304
Documentum 53
MS Office
VB 60
Oracle
Project management
Workload management
Business development
Budgeting and finance
Interests
Music, Sports, Reading, Travelling
WEBSITES, PORTFOLIOS, PROFILES
www.linkedin.com/in/vipul-sathvara-71990b36
Timeline
Assistant Manager – Document Control
Highly Electrical Appliances India Pvt. Ltd.
10.2013 - Current
Sr. Document Controller
Adani Power Limited
07.2009 - 10.2013
Document Controller
Larsen & Toubro Power Limited
10.2008 - 07.2009
Document Controller
Reliance engineering Associates ltd.
09.2007 - 10.2008
Librarian
Aradhana college of education
06.2006 - 07.2007
Master of Science - Library & Information Science
Gujarat Vidhyapith
04.2001 -
Bachelor of Accountancy - Accounting
Gujarat University
04.2001 -
Diploma in Information Technology - Information Technology
Azure Technologies
04.2001 -
MBA - Operation Management
ICFAI University