What is document control?
Document control is the set of rules and records that keeps the right approved document available while preventing obsolete copies from being used. See a worked QueryChart process and practical steps for applying it.
Document control is the set of rules and records that keeps the right approved document available while preventing obsolete copies from being used.
The short version
- Define scope: List document types, owners, locations, required approvals and retention rules.
- Run the issue gate: Review suitability, approve, assign revision and effective date, then publish to the controlled location.
- Keep it current: Withdraw old copies, review on a schedule or trigger, and preserve retired records.
What is document control in practice
It covers the whole lifecycle: identification, drafting, review, approval, publication, access, revision, retention and retirement. Version numbering helps, but a current number on a forgotten shared-drive copy does not control use.
Assign an owner and controlled location, maintain a register of effective versions, require suitability review before issue, notify users of changes and withdraw superseded copies. Test the system by selecting a document where the work is done.
See the document control process workflow
Step through the decisions behind what is document control.
Define scope
The request and draft establish an owner and a controlled identity for the document.
Run the issue gate
Review comments are resolved before an authorized approval decision and version assignment.
Keep it current
The register and controlled location are updated while superseded copies are removed from use.
How it works
Define scope
List document types, owners, locations, required approvals and retention rules.
Run the issue gate
Review suitability, approve, assign revision and effective date, then publish to the controlled location.
Keep it current
Withdraw old copies, review on a schedule or trigger, and preserve retired records.
Mistakes to avoid
Missing the decision record
Keep the actor, decision and effective state alongside the output. It covers the whole lifecycle: identification, drafting, review, approval, publication, access, revision, retention and retirement. Version numbering helps, but a current number on a forgotten shared-drive copy does not control use.
Related QueryChart feature
Open the worked process
Use the linked document control process template to adapt the workflow to your team.
Frequently asked questions
Is document control just a register?
No. The register identifies current items; the process also controls review, approval, access and retirement.
What is a controlled copy?
A copy whose issue, location, access and replacement are governed by the document owner.
How is it different from file storage?
Storage finds a file; document control establishes which file is approved for use.