A document control system exists to track all the documents within your company and ensure they are handled and used appropriately. A set of basic rules called document control procedures defines the movement, tracking, and record-keeping activities within your system. In order to ensure comprehensive document security, your procedures must cover the essential segments of a document’s life cycle. Read on to explore the necessary procedures and why they matter.
Document creation guidelines include who creates the document as well as how it is created. Your document control procedures may simply limit users ability to add new documents to the system. Alternatively, you could add explicit parameters for the format, name, storage location, and other technical aspects of any new documents.
Document control procedures don’t only inform who can review or approve documents. In fact, they also dictate how and when these actions take place, as well as all the records kept in an audit trail. Both approved documents and those not yet “rubber-stamped” are frequently earmarked for revisions. With this in mind, having document control procedures in place gives structure to the revision process. Document procedures create particular pathways to initiate, request, or perform revisions. Then, once the revisions are complete, the review and approval process is once again available, with all revisions noted in the audit records.
Document control procedures dictate an abundance of parameters for content publishing. Essential aspects include who may publish as well as when and how to distribute documents. Publishing requirements also include the intended audience, either internal or external, and what security measures are in place to protect it from unintended viewing.
All document life cycles have contingencies for the removal of documents. Whether the document has been replaced by a revision or has outlived its necessity, documents are eventually obsolete and must be deleted. In this case, the role of document control is clear: document platforms contain procedures for eliminating documents from availability. Again, this includes who may perform the necessary action, but it also allows for document removal based on date, new versions, and other referenced content.
Employing document software benefits you by ensuring that you use correct and approved documents at all times. Legal regulations require careful auditing of document control and outdated or unapproved procedures or insecure documents are frequent audit findings. To ensure your organization is audit-ready, employ these essential document control procedures through a quality content management platform. Interested in learning more? Contact MaxxVault today for more information.