What is document control?

Let's start with the basics: what is actually document control?

In a very simple way, we could define it as organising documents, data and information in a consistent, standardised and controlled manner.

We can also say that document control is the set of measures taken to regulate the preparation, review, approval, release, distribution, access, storage, security, alteration, change, withdrawal or disposal of documents... so, pretty much everything about documents!

Document control is also a requirement from the ISO 9001 standard (Quality Management Systems - Requirements). This standard states notably that:

"A documented procedure shall be established to define the controls needed:
a) to approve documents for adequacy prior to issue,
b) to review and update as necessary and re-approve documents,
c) to ensure that changes and the current revision status of documents are identified,
d) to ensure that relevant versions of applicable documents are available at points of use,
e) to ensure that documents remain legible and readily identifiable,
f) to ensure that documents of external origin are identified and their distribution controlled, and
g) to prevent the unintended use of obsolete documents, and to apply suitable identification to them if they are retained for any purpose."

Source: Extract from ISO 9001:2000 standard. The complete latest version of this standard can be purchased here: iso.org

 Document control is key to any business. It is a crucial element to ensure efficiency, performance, reliability, traceability, quality and safety.


 An article from Consepsys Information Management