If your organisation is pursuing ISO 9001 certification, you’ll likely come across the term “controlled document.” But what exactly is a controlled document?
Controlled Documents: Definition
Simply put, a controlled document is a document that is subject to certain controls to ensure its accuracy and completeness. In order to be considered a controlled document, it must meet certain criteria, such as being approved by a designated authority and having a defined review and update schedule.
There are two main types of controlled documents: management and operational documents. Management documents are typically high-level documents that provide an overview of your QMS. These could include your quality policy, objectives, and scope. Operational documents, on the other hand, provide more detailed information on how your QMS is implemented. These could include procedures, work instructions, and records.
It’s important to note that not all documents need to be controlled. That’s right; the decision of which documents to control should be based on the document’s importance to the quality management system and the potential impact of changes to the document. So, for example, meeting minutes that are not critical to the operation of the quality management system may not need to be a controlled document.
Importance of Document Control
Increased Accuracy
One of the most important benefits of Document Control is increased accuracy.
In a world where incorrect information can spread like wildfire, it’s crucial to have systems and processes in place to ensure that the documents used by your organisation are accurate.
Document control helps create a centralised repository for all organisational documents, making it easier to track and update documents as needed. It also helps ensure that only authorised personnel have access to documents, reducing the risk of accidental changes or unauthorised alterations.
Improved Communication
Document control also helps ensure that everyone in the organisation is using the same up-to-date information. This reduces misunderstandings and makes communication more efficient.
Reduced Costs
By having a central repository for all organisational documents, you can eliminate the need for duplicate copies. This can save money on printing and storage costs.
Improved Regulatory Compliance
A well-managed document control system can help your organisation meet ISO 9001 requirements and other regulatory standards.
Enhanced Customer Satisfaction
When your organisation is able to provide accurate and up-to-date information to customers, they will be more satisfied with your products and services.
Better Project Management
Having all project information centrally located makes it easier to track progress and ensure that deadlines are met.
More benefits:
- It minimises the risk of data loss
- Faster product development
- It provides an audit trail for documents, which is useful for tracing errors or discrepancies
- It helps promote collaboration and coordination among team members by providing a central repository for all project-related information
Get in Touch with Best Practice for ISO Certification
Are you looking to get your organisation ISO certified? Best Practice Biz can help! We’re a leading provider of ISO certification services. We have a team of experienced consultants who can help you with every step of the process– from document control to implementing the required changes to your quality management system. Contact us today to learn more!
