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Document Quality Checklist

 

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Document Quality Checklist This Document Quality checklist is a brief guide through how to establish the process of checking the organization’s documents for their correctness and appropriateness in terms of different aspects which are critical for these documents to be accepted and used. Generally, this checklist embraces specific matters of composing the Assurance Plan, including its model (review cycle) and methods.


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Document Quality Assurance process:

  • Creating Assurance Plan:
    • Create statements (for all types of documents that need to be checked) embracing the following aspects of quality:
      • Technical correctness of document’s body (format, layout of paragraphs, spacing, etc);
      • Correctness of document’s content (requirements to language, style, terms, etc);
      • For more information on this please see the Document Review checklist;
    • Explain document review objectives and set formalized standards to serve as the success criteria for each kind of documents being inspected for quality;
    • Crete a checklist to enumerate the vital & secondary requirements, so this tool can work as documented guidance for the reviewers (form to fill when inspecting a document);
    • Assemble a team of reviewers (document inspectors), define their roles and concernment;
    • Establish system as a stable toolset of methods to be applied for continuous inspection, systematization & improvement of organization’s documents;
    • Define the ways of communication between participants of the process;
    • Prepare and maintain system of consistent means for recording data on the process’s flow, such as different Control templates and forms to formalize results & issues (for example, a review matrix where reviewers can add their suggestions and corrections);
    • Also, you can try using some special control programs in order to record and summarize feedbacks, suggestions and manage corrections;
    • Schedule (create a timeline) of document’s quality review practice;
    • Providing all participants with the manual that expounds the requirements and therefore Model established in organization (see a sample thing in the section below);
  • Establishing Document Quality Model:
    • Creating the document, making its copy and saving original at secure place;
    • Sending the document for review to those who are authorized as the competent reviewers (the author may deliver the document by e-mail or usual mail service, at hands personally or with a courier);
    • Collecting and consolidating comments & suggestions of the reviewers (they accurately check the document, then add their comments or/and make sample corrections, and then return the document to the author);
    • Getting comments and suggestions studied and approved;
    • Accepting or declining comments;
    • Communicating what has been accepted to the reviewer(s);
    • Updating the document (the author updates the original document based on suggestions and comments from reviewers);
    • Sending for review and verification again if required;
    • Updating the document additionally if required;
    • Publishing the document officially;
  • Document Quality Control Procedures (methods):
    • General inspection of the text for grammatical correctness (with a help of assurance software like spell checkers in MS Word or other products);  
    • Preliminary Review by the author himself ...


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