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"...This is an excellent program. I'm so glad that I stumbled on to this when researching for task management programs. Very low learning curv, quite flexible, and the price is right. Tried at least 20 other programs, either too complicated, too expensive, or poor documentation..."
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Honolulu, HI

Document Control Checklist

 

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Document Control Checklist This Document Control checklist can help corporate managers to establish system for checking, reviewing and updating documents within workflow of their organizations. This checklist provides suggestions that can be considered as example of requirements, objectives and techniques. 


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Document Control Objectives:

  • Making sure that documents comply with corporate quality standards;
  • Ensuring availability of the most recent versions of documents;
  • Tracking the documentation history and maintaining effective repository;
  • Avoiding mess with documentation in the organisations that have to cope with many revisions of working documentation (technical, managerial, etc);
  • Ensuring proper quality of documents to be delivered to any external users;
  • Ensuring consistency and efficiency of documents engaged into internal circulation;
  • Ensuring compliance with industry or regulatory standards;

Document Control Requirements:

  • Don’t make your procedures more complicated than they need to be;
  • Employ simple and reliable processes that comply with size and needs of your organization;
  • Organize effective repository of documents, so they are properly categorized and ordered;
  • Determine how many copies you really need to review the document and where they should be kept for easiness of access (limit the distribution of documents);
  • Secure your corporate information by using personal credentials and authorization;
  • Implement a paperless system to speed up all operations and to facilitate control and revision of the corporate documents;
  • Establish clear workflow to ensure that documents are periodically reviewed and updated as necessary;
  • Assemble the team of reviewers where they will review documents in one-by-one or parallel regimes to contribute into developing the final version;
  • Establish procedure templates to be introduced to team members and to serve as frameworks for reviewing document;
  • Arranging presentation to the review team members and document authors;

Document Control Techniques:

  • Basic inspection of the text with a help of utility (spell checkers);
  • Preliminary Review by the author to correct obvious faults and maximally refine the document;
  • Expert Review to verify business and technical information recorded in the document;
  • Presentation Review to get the document represented to a group of people with appropriate knowledge and skills who can contribute different points of view;
  • Highligthing the changes (by underlining, boldface, etc.) once some documents are revised, and summarizing changes in a special table that represents what changes were added and indicates who made them (if more than one person contribute into the review);
  • Setting precautions to avoid edits of documents by unauthorized personnel (for example setting up Excel templates in read-only format, or converting documents to PDF);
  • Peer Review to obtain an advice from colleagues before presenting documents to the acceptor or managers;
  • If multiple paper copies of documents are available at the place, then prepare a distribution list (log template), showing who owns each copy & where the copies are located to track their statuses;
  • Maintaining the database template to track versioning &...


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