What is document control?
Do you know how many documents your business produces in a single day? How about a month or even a year? Have you ever stopped to consider how you manage these documents? How are they stored, and shared and how easy are they to retrieve when they’re needed? Document control gives you just what the name suggests: control over your documents so you can use them just how you need to.
Thinking about your typical workweek, how many hours would you say you spend on the following document-related activities?
In this article, we’re going to take a closer look at just what document control is. We’re going to consider the businesses that may benefit from this, how it goes hand in hand with compliance as well as considering the other key features that document control has to offer.
What is meant by ‘document control’?
Document control comes into play at every stage of the lifecycle of a document. That means that it’s involved with:
With a document control system, there will only ever be one master version of each document that your business produces. Every document will have each change recorded meaning that you can track every step from when the document was first produced until the final version is approved. Each time the document is accessed or edited along the way is clear to see.
- Document creation
- Document reviews
- Modification/alterations
- Dissemination
- Distribution
- Accessibility
- Secure storage
- Retrieval
While some businesses may only focus on the speed at which they can share documents and allow for collaboration, for others there is a need for more than this. When you consider the likes of the legal sector and the medical industry, to name but two examples, there is a need to have stronger controls in place to demonstrate compliance (something that we will investigate in more detail shortly).
Do all businesses require a document control system?
If you’re working within a business that produces complex documents, there’s a good chance that you would benefit from a document control system.
This is even more the case when it comes to a business needing:
- Clarity
- Accountability
- Traceability
Where there is a need for these then you can be certain a business will see benefits from a document control system. Utilising such a system means that processes are as transparent as possible, and it also leads to the auditing process being much easier.
How document control and compliance go hand in hand
While a document control system can be beneficial to a whole host of business types, there are times when it is a requirement. When looking at Quality Management standards ISO 9001 and ISO 13485, having a document control system in place is a must.
These standards apply to medical device developers. Given the importance of such a role, there is a need for full transparency and there needs to be clear evidence that standards have been met that lead to products being safe. The correct use of a document control system means that should any issues arise, they can be investigated with ease.
The key features of a document control system
If you’re looking at if a document control system would benefit your business, it’s worth considering the key features that are offered. Here’s a look at the most important of these:
Workflow automation
When workflows are automated, you can be sure that your documentation is being dealt with in a consistent way. They will always go through a system that guarantees they are reviewed and approved before they reach the stage of being shared.
Of course, not every document will need to go through the same process. That’s why an effective document control system will allow you to tweak the requirements to make each bespoke to you and your sector.
Review and approval
It is often the case that, following the production of a document/policy, there is a need for this to be reviewed. A document control system makes this process easier as it supports the sequence that involves the review and approval prior to the document being published.
To ensure that reviews aren’t missed, a document control system can be set to remind you. When your documents have recurring reviews, reminder notices will be issued ensuring that the review is carried out. Following the review, the document will be held. Only when the review has been approved will it be released to other users.
Discoverability
There are times when a business needs to access documents in an instant. If you’ve ever tried to retrieve something manually or via a basic computer system, you’ll know just how frustrating this can be. Certainly, when relying upon a basic computer system, the functionality of any search is severely limited, and you are unlikely to find exactly what you want first time.
A quality document control system allows you to add metadata to your documents. This means that they are much easier to find via a search.
Marking documents as obsolete
A document control system will only allow you to have one master version of any document that it holds. That prevents the risk of you being confused about which version is a draft or an older version. As soon as you approve a new version of a document, the old one is marked as obsolete.
When a document has been marked as obsolete, it is then removed from circulation. It can still be accessed in terms of an audit, but it cannot be confused with the new master version.
A document control system ensures that documents are secure and that they can only be changed with certain permissions. Rather than any user being able to access a document and edit it, controls can be set that mean certain stakeholders need to give their permission first.
Final thoughts
A document control system is a vital tool to ensure that your documents are dealt with appropriately. Such a system offers your business heightened levels of security as well as ensuring that it offers the utmost in transparency.
