Documentation Control Procedure

Management Review and Continual Improvement

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Out-of-date or superseded documents are removed so that they cannot be used.
Superseded or obsolete documents which are kept, are identified as such.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:

make change on screen in [your documentation system] without a formal published change
proof read the change

for major changes:

Prepare Copy and print a draft
consider the impact of the proposed changes on all areas of the business
If necessary prepare new or modify existing procedures in accordance with this procedure.
Review the changes with senior management
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.
Retain a print of the old documentation clearly marked “OBSOLETE”
destroy all other copies

for new procedures:

Prepare Copy and print a draft
consider the impact of the proposed procedure on all areas of the business
If necessary prepare new or modify existing procedures in accordance with this procedure.
Review the changes with senior management
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.
Retain a print of the old documentation clearly marked “OBSOLETE”
destroy all other copies