Setting up a document control system is more than just a compliance or auditing consideration for businesses.
It ensures that necessary procedures and processes are followed. This can protect a business from costly errors and associated loss of reputation.
Why document control is increasingly important for small businesses
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 when considering regulations for user privacy and product safety. Document control plays a vital role in maintaining overall efficiency, product quality and the ability to compete within a particular industry.
Steps for starting a document control system
These are the basic steps for creating a document control system for your business.
1. Identify documents
Identify all the documents to be managed within the control system. Control is vital for documents that contain sensitive or private information, and those with legal significance or that need strict version control.
2. Establish quality standards
Establish the standard operating procedure relating to the document and what standards need to be met. Determine who is responsible for each document in terms of approval and oversight.
3. Name your documents
Give your documents unique but easy to understand identifiers. Documents should be classified according to their purpose or department. This will be important for retrieving documents using search functions in the event of an audit.
4. Create revisions procedures
Part of document control is establishing a procedure for periodic revisions of your documents. This should include who is allowed to make revisions. Keep a spreadsheet that includes the document name, responsible staff members, review dates and descriptions of the changes.
5. Manage access
An important part of document control is security, especially when it comes to sensitive or personal information. Your document control system should include access control so only authorized people can access documentation. It should also have a backup system.
6. Establish archiving procedures
To ensure accurate version control, obsolete files must be archived or, in some cases, destroyed. Establish procedures to make this happen. Part of your naming convention should include being able to label documents as archived or obsolete.
Document control procedures
Your document control system should include detailed procedures for 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.
Advantages of an effective document control system
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.
What is document control software?
Document control software makes it possible to manage a document control system digitally. It helps streamline and automate processes, and ensures central control and record-keeping.
Ideally, a document control system should be managed using centralized, cloud-based software. This can prevent miscommunication, improper access, data breaches and version errors.
It also ensures that the system is accessible from anywhere, at any time.
A document control system for small businesses
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.
If you’re currently investigating options for setting up a document control system, we recommend signing up for a free 60-day trial of isoTracker’s quality management software – or contact us to discuss your needs.
