Organizational documentation, from creation to archiving, needs to be strictly managed. If not, you risk non-compliance, miscommunication and security breaches.
The journey of documentation through your organization can be easily and smoothly managed with standardized document control systems and procedures.
Here we cover the various stages of document control, what can go wrong and how document control systems can help prevent any issues.
Document creation or acquisition
The key here is controlling who can create certain documentation and ensuring that the created (or acquired) documents comply with internal and external requirements. Collaboration between relevant staff members and departments is essential.
Non-compliance is a major issue, especially when adhering to industry standards such as ISO. Controlling who can create documents is essential for data security.
A software system designed to manage documentation can limit access for creation, ensure compliance and streamline collaboration through automatic workflows and notifications.
Document approval
Document approval is essential to make sure all documents comply with organizational and industry standards. It limits disinformation and delays in the document process. Without document approval, your organization runs the risk of creating and distributing non-compliant documents.
Document control software has built-in approval workflows. Documents can’t progress if there’s any non-compliance.
Document distribution
Distribution needs to be controlled so that documents can only be viewed by authorized staff. Without this step in your control system, unauthorized people may be able to access organizational documentation. This may constitute a security breach.
A QMS system with document control limits this risk using strict access control and encryption.
Document review and change control
Control over who can make and approve changes to documentation is crucial to ensure that the right version is always used for the correct task or procedure. Record-keeping is needed so changes can be tracked and explained if necessary.
Without proper document control over reviews and changes, incorrect documentation can be distributed internally and externally. Also, it can take too long for documents to be approved.
Document control software limits who can review and make changes. It also records who makes the changes and when.
Document retrieval
Prompt and accurate document retrieval is needed. It should be based on suitable classifications and document metadata. This is particularly important for audits.
Poor document retrieval can waste time and lead to retrieving the incorrect documentation. Also, unauthorized personnel may be able to access sensitive information.
Your document control software should include support for accurate searches and controlled system accessibility.
Archiving or document destruction
Archiving and destruction of obsolete documentation is important for data security and keeping active documentation relevant. Improper archiving can be a security risk. It can clutter up the system and lead to confusion about document versions.
A good document control system will have automated and secure archiving for obsolete or redundant documentation.
Document control software from isoTracker
isoTracker offers modular, cloud-based quality management software including document management software. This software can stand alone or it can be integrated with other isoTracker quality management modules.
The other modules in our QMS include complaints management software, audit management software, training software and corrective action (CAPA) software.
Contact us to learn more about our document management module or sign up for a 60-day free trial of isoTracker’s cloud-based QMS system.
