Planning illustration: a document register linking files, versions, owners and acceptance status. It is not a certificate, operating instruction or customer record.

Start with a controlled register

Identify every required document, revision, responsible party and acceptance status. The package depends on the contracted equipment. This CBOXTEC checklist supports purchasing discussions; it does not establish compliance or replace engineering and safety review.

Record the document groups

  • Contract scope: final equipment list, included options and agreed exclusions.
  • Equipment records: model and serial references, controller and software versions, and interface options.
  • Technical files: approved layout, electrical and interface documents, and manuals applicable to the delivered configuration.
  • Process records: agreed programs, parameters, welding procedure references and included test evidence.
  • Handover records: open items, owner, due date and final acceptance status.

Control revisions and ownership

Record the file name, document number, revision, date, format, supplier and receiver. Mark drafts and superseded files. If a file is unavailable or outside the contract, record that status rather than treating a blank field as accepted.

Separate documents from acceptance

Receiving a manual does not prove functional, welding-quality or safety acceptance. Link each acceptance item to its test method, result, evidence and sign-off responsibility. Keep unresolved items open until evidence is available.

Does this register replace welding procedure records?

No. TWI explains that a welding procedure specification records welding variables and is supported by separate qualification records. A delivery register may reference them but does not create or qualify them. Source: TWI, Welding procedure — Job Knowledge 39, accessed 18 September 2026. It supports the document distinction only; the handover register is CBOXTEC purchasing guidance. TWI.

FAQ

Should every project use the same document package?

No. Match the register to the equipment, interfaces, process and contracted responsibilities.

Is a missing file automatically a failed delivery?

Not necessarily. Record whether it is required, pending, replaced or outside the agreed scope.

Should editable source files be included?

Only when the contract identifies them. Record format, access, version and update responsibility. Discuss your delivery scope.