Setting Up a Document Control System: 6 Basic Steps

A document control system helps businesses ensure that they’re always working with the correct and most current version of a document.

It enables strict access control, archiving of obsolete documents and version approval.

These factors are increasingly important with regards to privacy regulations and product safety.

Document control also ensures important documentation is stored and archived correctly. This can be important for tax and compliance purposes.

These are the basic steps for creating a document control system for your business.

These are the instructions for document creation, approval and integration within your document control system. They should include detailed procedures for each of the following steps.

Creation

The procedure for creating a new document. Include who is responsible for the creation of each document. This should include naming conventions.

Review

These procedures should include which documents require review and by whom. Include how reviews are documented and signed off.

Revision

Procedures for revisions after initial review of a document should include who is responsible, and how they’re carried out and recorded.

After revision, older versions of the document become obsolete/archived.

Replacement

Replacement may become necessary when a document needs to be updated or renewed.

Specify who is responsible for renewing and replacing the document, and disposal procedures for the old version.

External document integration

External documents being introduced into the system will need their own procedures for integration.

This should include how they’re identified, labeled, reviewed, revised, and who has access.

Implementing a document control system has clear advantages for small businesses:

• easier access to documents
• fewer errors
• reduced operational costs
• more streamlined operations
• less time wastage
• improved data security
• better compliance
• higher quality control
• more customer satisfaction.

Document control software makes it possible to manage a document control system digitally.

It streamlines and automates processes and ensures central control and record-keeping.

Ideally, a document control system should be managed using centralized, cloud-based software.

This prevents miscommunication, improper access, data breaches and version errors. It also ensures that the system is accessible from anywhere, at any time.

isoTracker offers modular, cloud-based quality management software, including document control software.

The software provides cloud-based document control, with features such as:

• automated version control
• approval workflows, with automated notifications/reminders
• fine-grained control over document access
• centralized, online document archiving
• a full audit history, with details of all document activity
• advanced document security.

The software can stand alone or integrate seamlessly with other isoTracker quality management modules.