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Document Control New

The document outlines procedures for document management, including assigning document numbers and versions, distributing documents to relevant personnel, training employees on updates, monitoring document effectiveness, and archiving obsolete documents. Key points emphasize the importance of version control, stakeholder access, training compliance, user feedback, and secure storage of outdated materials. These practices ensure proper identification, accessibility, understanding, and management of documents within the organization.

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Abhishek Shetty Y
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© © All Rights Reserved
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6 views

Document Control New

The document outlines procedures for document management, including assigning document numbers and versions, distributing documents to relevant personnel, training employees on updates, monitoring document effectiveness, and archiving obsolete documents. Key points emphasize the importance of version control, stakeholder access, training compliance, user feedback, and secure storage of outdated materials. These practices ensure proper identification, accessibility, understanding, and management of documents within the organization.

Uploaded by

Abhishek Shetty Y
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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1.

Assign Document Number and Version

Purpose: Ensure proper identification and version control of documents.

Key Points:

 Use a standardized numbering system (e.g., DOC-001-V1.0).

 Update the version number for each revision (e.g., V1.1 for minor
edits, V2.0 for major changes).

 Maintain a master list of document numbers and versions.

 Include the issue date, revision history, and approval details.

2. Distribute Document to Relevant Personnel

Purpose: Ensure that the right individuals have access to the latest
document version.

Key Points:

 Identify stakeholders who need the document.

 Distribute hard copies or provide access to digital repositories.

 Implement an acknowledgment system for receipt confirmation.

 Restrict access to outdated or draft versions.

3. Train Personnel on New/Revised Document

Purpose: Ensure that employees understand and comply with updated


procedures.

Key Points:

 Schedule training sessions for all affected personnel.

 Provide clear explanations of changes and their impact.

 Conduct practical demonstrations if necessary.

 Assess understanding through quizzes or assessments.

 Maintain training records for compliance audits.

4. Monitor Document Effectiveness


Purpose: Ensure the document is effectively implemented and meets its
objectives.

Key Points:

 Collect feedback from users on document clarity and usability.

 Conduct periodic audits to verify compliance.

 Track issues or deviations related to the document.

 Revise the document as needed based on performance reviews.

5. Archive Obsolete Documents

Purpose: Properly manage outdated documents while maintaining a


record for reference.

Key Points:

 Identify and label obsolete documents as "Archived" or


"Superseded."

 Store archived documents in a designated repository (physical or


digital).

 Maintain records for a defined retention period.

 Secure archived documents to prevent unauthorized use.

 Dispose of outdated documents following company policy and


regulations.

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