How to maintain a document register
A document register is the authoritative index of controlled items, showing each ID, owner, effective revision, status, location and next review date. See a worked QueryChart workflow and the checks needed to use it.
A document register is the authoritative index of controlled items, showing each ID, owner, effective revision, status, location and next review date.
The short version
- Define mandatory fields: Record ID, title, owner, status, effective revision and date, controlled location and next review.
- Control updates: Tie register changes to approval and publication, with an attributable editor and timestamp.
- Reconcile routinely: Sample current links, overdue reviews and retired items against the files actually in use.
How to maintain a document register in practice
A register fails when it is updated days after publication or when it stores a separate copy that drifts from the controlled location. Its job is to answer which item is effective now and who owns the next decision.
Keep one row per document ID, not one row per draft. Link to the approved copy and retain revision history separately. Update the register in the same release step as publication and withdrawal, then sample it against documents at workstations.
Follow the register entry through issue
See how approval, effective date, publication, withdrawal and review update one document's register row.
Define mandatory fields
The request and draft establish the identity and owner the register will index.
Control updates
Approval and version assignment determine the effective state; drafts do not replace it.
Reconcile routinely
Register update, controlled publication and withdrawal should be completed as one release package.
How it works
Define mandatory fields
Record ID, title, owner, status, effective revision and date, controlled location and next review.
Control updates
Tie register changes to approval and publication, with an attributable editor and timestamp.
Reconcile routinely
Sample current links, overdue reviews and retired items against the files actually in use.
Mistakes to avoid
A manually copied current file
Link to the controlled location instead of storing a second copy in the register.
Related QueryChart feature
Open the worked workflow
Adapt the document control process template to your team and publish one controlled current version.
Frequently asked questions
Should drafts be listed?
Track them, but do not let a draft overwrite the effective revision in the master register.
What is the minimum status set?
Draft, effective, superseded and retired are useful distinct states.
How often should the register be reconciled?
Use a risk-based schedule and sample it after major releases or system migrations.