Scribd
Upload
9 views3 pages

Understanding Document Control

Understanding Document Control in the House of Belel

Uploaded by

ahmedabdi.aus
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
9 views3 pages

Understanding Document Control

Understanding Document Control in the House of Belel

Uploaded by

ahmedabdi.aus
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 3

Understanding Document Control

Key Elements of Document Control

1. Creation:

- Template Use: Standardized templates ensure uniformity and consistency in document creation.

- Versioning: Each document is assigned a version number to track changes and updates.

2. Review and Approval:

- Approval Workflow: Documents are reviewed and approved by authorized personnel before

distribution.

- Review Logs: Track who reviewed and approved the document and when.

3. Distribution:

- Controlled Access: Documents are distributed only to authorized individuals or departments.

- Tracking: The distribution process is tracked to ensure that all necessary parties receive the

document.

4. Storage:

- Central Repository: Documents are stored in a central location, often using document management

software, for easy access and retrieval.

- Backup: Regular backups ensure that documents are not lost due to accidental deletion or system

failures.

5. Access Control:

- Permission Levels: Different levels of access are granted based on the role and responsibility of

the personnel.

- Audit Trails: Logs are maintained to track who accessed or modified the document.
6. Revision and Update:

- Version Control: Changes to a document result in a new version being created, with the old version

archived.

- Revision History: A history of all changes is maintained for transparency and auditing purposes.

7. Retention and Disposal:

- Retention Policies: Documents are retained for a specified period based on legal, regulatory, or

business requirements.

- Disposal Procedures: Documents that are no longer needed are disposed of securely to prevent

unauthorized access.

Benefits of Document Control

- Compliance:

Ensures adherence to regulatory and legal requirements.

- Efficiency:

Streamlines the document management process, reducing errors and improving workflow.

- Security:

Protects sensitive information from unauthorized access or alterations.

- Accountability:

Provides clear tracking of document creation, revision, and approval processes.

Common Tools and Software

- Document Management Systems (DMS):

Software that provides a structured approach to managing documents, including version control,
access permissions, and audit trails.

- Cloud Storage Solutions:

Secure cloud-based platforms like Google Drive, Dropbox, and OneDrive that support document

control with built-in versioning and access control features.

- Enterprise Resource Planning (ERP) Systems:

Often include document management modules that integrate document control with other business

processes.

Example in Practice

In a construction project, document control might involve managing blueprints, contracts, and

permits. The project manager ensures that the latest version of each document is accessible to the

team while older versions are archived. Any changes to a blueprint must go through a review and

approval process, and all changes are logged. After the project is completed, documents are stored

securely and retained according to regulatory requirements, with sensitive information disposed of

after the retention period.

You might also like