Master Document Register Policy

1Purpose

The Master Document Register (“the register”) is the single index of every term, policy and governing document of every Eurabelt site. It lets anyone find the document that applies, cite it precisely and see where its authoritative text is held. The register is kept on eurabeltfuels.uk, in the Library, by Eurabelt Fuels Ltd.

2Register numbers

Every document entered in the register receives a permanent number in the form EBF-DOC-NNN. A number is never changed, never reused and never given to a different document, even if the document is renamed or withdrawn.

Numbers are issued in blocks, one block for each site:

Within a block, numbers are issued in order as documents are entered. A block is assigned to a further site when its first document is entered.

3Categories

Each entry is placed in one category, so that like documents can be found together across sites: governance and charters; terms and conditions; privacy and data; compliance and integrity; verification and certificates; security and trust; publications and editorial; forms and due diligence.

4Which text is authoritative

• Each site’s documents remain authoritative on their own site. The register records them, gives them a number and links to them; it does not replace them.
• If the title or description of a document in the register differs from the document on its own site, the document on its own site prevails.
• The group documents (block 001–099) are published in full on eurabeltfuels.uk, and the text published here is authoritative.

5Versions

Every group document shows its version and the date from which it is effective. The first issue is version 1.0. A correction that does not change meaning — a spelling, a link, a reference — increases the second figure (1.1, 1.2). A change of substance increases the first figure (2.0) and carries a new effective date. The version in force is the one published, and earlier versions are retained by Eurabelt Fuels Ltd.

Documents held on other sites follow the versioning of those sites.

6Recording changes

• A new document is entered with the next number in its site’s block.
• A renamed document keeps its number; the register shows its current title.
• A withdrawn document keeps its number, which is not reused.
• A new version of a group document is recorded in the change record at the end of the document.
• Material changes to group documents are announced in the Newsroom and its RSS feed.

7Citing a document

Cite a document by its number, title and version, with its link — for example: EBF-DOC-001, Group Charter of the Eurabelt Custodial Order, version 1.0, eurabeltfuels.uk.

8Record of the register

9Questions and corrections

To report a broken link, a missing document or a difference between the register and a site, write to compliance@eurabeltfuels.com.