Document Control is a profession and a job role that is now
widely implemented in various activity sectors.
But what is Document Control?
Document Control in less than 3 minutes [Video]
Document Control Definition
Document Control is a document management profession whose purpose is to enforce controlled processes and practices for the creation, review, modification, issuance, distribution and accessibility of documents.
The role ensures that documentation available at official points of use within an organisation is trusted by its users and contains up-to-date, reliable, checked and formally approved information.
It is mostly present in activity sectors or organisations:
- Involving engineering and construction; and/or
- Wherein documentation is frequently modified and updated; and/or
- Seeking or holding ISO 9001 certification; and/or
- Wherein finding reliable, up-to-date and official documents and information is of critical importance; and/or
- Which are regulated; and/or
- Wherein the unintended use of an outdated or unofficial documents can lead to injury or death; and/or
- Wherein large amounts of documents are produced and exchanged between different entities; and/or
- Involving technical operations; and/or
- With a strong emphasis on compliance, traceability and auditability.
Document Control is a profession and it is not to be confused with Electronic Document Management Software packages, or the use thereof.
Document Control manages documents throughout their lifecycle
In a very simple way, we could define it as organising documents, data and information in a consistent, standardised and controlled manner.
We can also say that document control is the set of measures taken to regulate the preparation, review, approval, release, distribution, access, storage, security, alteration, change, withdrawal or disposal of documents... so, pretty much everything about documents!
Document control is a requirement from the ISO 9001 standard
Document control is also a requirement from the ISO(*) 9001 international standard (Quality Management Systems - Requirements). This standard states notably that:
"A documented procedure shall be established to define the controls needed:
- to approve documents for adequacy prior to issue,
- to review and update as necessary and re-approve documents,
- to ensure that changes and the current revision status of documents are identified,
- to ensure that relevant versions of applicable documents are available at points of use,
- to ensure that documents remain legible and readily identifiable,
- to ensure that documents of external origin are identified and their distribution controlled,
- and to prevent the unintended use of obsolete documents, and to apply suitable identification to them if they are retained for any purpose."
(*) ISO = International Organisation for Standardisation
Source: Extract from ISO 9001 standard. The complete latest version of this standard can be purchased here: iso.org
Document Control is critical to any business
Document control is key to any business. It is a crucial element to ensure efficiency, performance, reliability, traceability, quality and safety.
If you are starting or pursuing a career in Document Control, you may be interested in our articles on:
Roles and tasks in Document Control
The reasons why it is important to implement Document Control
Our 10 top tips for beginners in Document Control
Good to know
Consepsys is the world leading provider of Document Control courses and certification programs. Find out more here!
Write a comment
Abubakar Mohammed B (Monday, 23 April 2018 09:39)
Thanks, The blog articles have actually aided me to become a better document controller.
I really want to take these courses.
Wishing you will consider coming to west Africa soon.
Thanks once again!
Tarek Ahmed Sayed (Wednesday, 11 July 2018 09:31)
Thanks for your information you provide me I am Document Controller and I want to know more experience hope to receive all traning concerning document controller
Bonginkosi Bright (Friday, 06 September 2019 12:14)
in a simple answer what are document control processes?
Andy Oliver (Friday, 17 April 2020 22:51)
Great post - thanks for sharing. Question - do you know of a Document Control system that will integrate with my document classification software? https://www.bisok.com/grooper-data-capture-method-features/document-classification/ Tried researching this, but couldn't find any definite answer. Thanks
Ryan Gillespie (Tuesday, 21 April 2020 17:05)
Consepsys looks like a great option for us. Question - do you know if your software will integrate with my document classification software? https://www.bisok.com/grooper-data-capture-method-features/document-classification/ Tried researching this, but couldn't find any definite answer. Thanks
Maryjane Emmanuel (Monday, 15 June 2020 20:33)
I want to do a course on database analysis, documents control, and secretariat administration
Kathir (Thursday, 16 July 2020 16:26)
Thanks to author , it is very neatly described statement .. excellent
Miles (Sunday, 23 May 2021 17:06)
As a document control what would be your desired outcome?
Mahmoud (Tuesday, 08 June 2021 09:42)
A million thanks for clarifying a few things and waiting for more
Maureen (Thursday, 18 August 2022 13:24)
I have been so blessed by your articles on Document Control, I wish you could come to Rivers State, Nigeria to be precise, for training to enable me to enroll in your training
Ernest (Friday, 14 October 2022 20:16)
I want to know more about document control management
kadjo koikon Augustin (Tuesday, 18 October 2022 16:54)
good to know
Paula McNally (Wednesday, 09 November 2022 20:29)
Looking forward to the Lead DC course
Asma Begum (Thursday, 10 November 2022 23:31)
Thank you for the brilliant explanation. I am hoping to broaden my knowledge on the Lead Document Controller Course
Ryan Johnson Dublin (Tuesday, 29 November 2022 02:21)
I have no Comments
Jennifer (Tuesday, 21 February 2023 20:03)
I'm a document controller want to know more about it
SOFIA (Thursday, 16 March 2023 10:39)
Thanks for the article, very well described. I am a document controller in the construction industry and I'd really like to take the courses provided. Is there a forum for document controllers ?