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Purpose
The objective of this procedure is to control internal and external documents and to ensure that:
•	Personnel receive procedures and work instructions that are current and approved.
•	Customers and the market receive current business information.
•	Specifications are current.
•	Current documents are available where they are required for the effective functioning of work processes.
•	Out-of-date or superseded documents are removed so that they cannot be used.
•	Superseded or obsolete documents which are kept, are identified as such.
•	New and replacement documents are recorded when changed and issued.
•	New or changed procedures identify improvements and processes which add value, wherever possible. 

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 control
When considering a change to existing documentation consider the extent of the change:
•	for minor changes such as typo's or other similar minor issues:
o	make change on screen in [your documentation system] without a formal published change
o	proof read the change
•	for major changes: 
o	Prepare Copy and print a draft
o	consider the impact of the proposed changes on all areas of the business
o	If necessary prepare new or modify existing procedures in accordance with this procedure.
o	Review the changes with senior management
o	implement changes in [your documentation system] and confirm changes to all appropriate parties within the organisation (ie ONLY staff and management directly effected by the change.
o	Retain a print of the old documentation clearly marked "OBSOLETE"
o	destroy all other copies
•	for new procedures:
o	Prepare Copy and print a draft
o	consider the impact of the proposed procedure on all areas of the business
o	If necessary prepare new or modify existing procedures in accordance with this procedure.
o	Review the changes with senior management
o	implement changes in [your documentation system] and confirm changes to all appropriate parties within the organisation (ie ONLY staff and management directly effected by the change.
o	Retain a print of the old documentation clearly marked "OBSOLETE"
o	destroy all other copies