Document Control Checklist

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Document Control Objectives:

• Making sure that documents comply with corporate quality standards;
• Ensuring availability of the most recent versions of documents;
• Tracking the documentation history and maintaining effective repository;
• Avoiding mess with documentation in the organisations that have to cope with many revisions of working documentation (technical, managerial, etc);
• Ensuring proper quality of documents to be delivered to any external users;
• Ensuring consistency and efficiency of documents engaged into internal circulation;
• Ensuring compliance with industry or regulatory standards;

Document Control Requirements:

• Don’t make your procedures more complicated than they need to be;
• Employ simple and reliable processes that comply with size and needs of your organization;
• Organize effective repository of documents, so they are properly categorized and ordered;
• Determine how many copies you really need to review the document and where they should be kept for easiness of access (limit the distribution of documents);
• Secure your corporate information by using personal credentials and authorization;
• Implement a paperless system to speed up all operations and to facilitate control and revision of the corporate documents;
• Establish clear workflow to ensure that documents are periodically reviewed and updated as necessary;
• Assemble the team of reviewers where they will review documents in one-by-one or parallel regimes to contribute into developing the final version;
• Establish procedure templates to be introduced to team members and to serve as frameworks for reviewing document;
• Arranging presentation to the review team members and document authors;

Document Control Techniques:

• Basic inspection of the text with a help of utility (spell checkers);
• Preliminary Review by the author to correct obvious faults and maximally refine the document;
• Expert Review to verify business and technical information recorded in the document;
• Presentation Review to get the document represented to a group of people with appropriate knowledge and skills who can contribute different points of view;
• Highligthing the changes (by underlining, boldface, etc.) once some documents are revised, and summarizing changes in a special table that represents what changes were added and indicates who made them (if more than one person contribute into the review);
• Setting precautions to avoid edits of documents by unauthorized personnel (for example setting up Excel templates in read-only format, or converting documents to PDF);
• Peer Review to obtain an advice from colleagues before presenting documents to the acceptor or managers;
• If multiple paper copies of documents are available at the place, then prepare a distribution list (log template), showing who owns each copy & where the copies are located to track their statuses;
• Maintaining the database template to track versioning &...

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