Purpose
The objective of this procedure is to identify internal and external documents that are subject to controls.

Background
A considerable problem that often leads to the failure of any management system is the inevitable paper war which occurs when documentation is not controlled.  This procedure seeks to identify a method of controlling documents.

Scope
All staff

Procedure
INTERNAL DOCUMENT IDENTIFICATION
Definition:
Internal documents are procedures, forms, drawings and instructional & advisory material of a permanent nature, designed and written by the company.  They are not records.

Internal documents include (for example):
•	procedures
•	forms
•	drawings (internal only)
•	checklists
•	work instructions	•	computer templates (standard letters, etc)
•	sales material
•	business plan.	

All “groups” of internal documents are identified on the form “Master List:  Controlled Internal Documents and Data”.

For each group of documents on the Master List, kept as hard copy:
•	place current hard copies in a binder (or similar)
•	fill out and place a Control Register at front of binder
•	control and change internal documents as per flowchart in the relevant procedure under "management".

For each group of documents on the Master List kept in electronic (e) files:
•	format a Control Register template at the top of the documents
•	control and change documents as per flowchart in the relevant procedure under "management"
•	if required, create passwords to identify read only users, and read and write users.

External documents
External documents can include:
•	Supplier, operator and maintenance manuals for plant and equipment
•	Specifications, procedures and drawings provided by customers and suppliers
•	Standards
•	Statutory Regulations
•	Material Safety Data Sheets
•	Codes of Practice
(Manuals, Standards and other reference material can be thought of as the company’s “Technical Library”).

External documents register
The custodian of external documents, which are relied upon to provide important and current information, will:
•	record the current issue on an External Documents Register
•	update the Register when a new issue is received
•	delete obsolete documents
•	regularly check that the Register is complete and current
•	regularly account for all listed documents
•	regularly contact the supplier to ensure currency
•	identify sources of suitable reference material (eg, professional institutes, industry publications, manufacturers, Standards Australia, regulatory bodies).

Uncontrolled documents
Copies of operations manuals, procedures or work instructions may be issued to interested parties on request.  If they are issued as controlled or uncontrolled, record this on the Controlled Document Register.
Uncontrolled copies are marked “UNCONTROLLED COPY: NOT SUBJECT TO UPDATE”, on the front cover in red ink, prior to issue.
Controlled copies are marked “CONTROLLED COPY”, on the front cover in red ink, prior to issue.

Tips
Any tips learnt from previous experiences that should be passed on - delete this section if not needed
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Traps
Any traps to avoid learnt from previous experiences that should be passed on - delete this section if not needed
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