Document control systems automate the process of creating, approving, reviewing, and distributing documents. They ensure documents are up-to-date and can integrate with other systems like training to provide visibility into employee requirements. Effective document control systems provide automatic routing and approval of documents according to customized workflows. They also integrate with tools like Microsoft Office and can automatically update documents and training records when changes are made. Document control is the foundation for an effective quality management system.

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Regardless of industry, document control is one of the most prevalent applications in companies today. It ensures that
your documents are kept up to date and controlled, and will allow you to effectively and automatically route your docu-
ments from review to approval to distribution. It also integrates with other quality processes to provide visibility into which
employees need training on revised or new documents.
Document control enables you to track all your documented processes, jobs, specifications—anything that you need to
control is in your hands. In this white paper we will showcase the capabilities inherent in the document control system and
where it integrates with other quality applications to enhance the process.
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The process of creating and approving documents will be automated by the document control system, making it much
easier for you. One point to consider is that all documents cannot be treated equally—there are differences between each
that must be taken into consideration. For example, a policy document will not have the same workflow as a specification.
Each must have its own unique routing. An effective document control system will be intuitive enough to assign different
workflows to these different documents, automatically.
Additionally, most companies use Microsoft Office functionality to manage their documents—Word, Excel, and PowerPoint
continue to be prevalent tools for creating documents. The document control system can integrate with these tools to
ensure that if a change is made within document control, this change is reflected in the Office file to ensure consistency
and accuracy in all documents.
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The crux of an effective document control system is its ability to provide an automatic method of routing, reviewing, and
approval of all documents. This process ensures that the document has been reviewed by the necessary employees and has
ultimately been given final approval for distribution and use. To get to this point the document must go through different
steps of workflow—this is where routing capabilities come in.
The document control system should not just route documents to the next phase in the workflow, but it should also have
intelligent business rules that allow for deviations in the process if necessary. For example, delegation and escalation
rules allow a document to be delegated to an assigned substitute in the event the primary contact is not available. If the
document is pending review, the system will escalate the approval process to ensure the deadline is met. This results in a
process that is not only automatic, but intuitive as well.
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When new documents are added, the next step is typically to train employees on those documents. If the document control
system can integrate with the training system, this process becomes automatic, resulting in a seamless transition from
document approval to training on the new document.
With the quality system, training activities can be linked directly from document control. If a revision is created, the system
will automatically update training records and requirements. Training tests can also be built directly into the document
control record, and this information will update automatically in the training application. Testing provides assurance that
all employees have been fully trained on any new processes. Once training is completed the employee’s training record will
be automatically updated to reflect a “completed” status.
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The document control process is cyclical by nature. Even after a document’s approval there are bound to be other changes
needed at some point down the line. Incorporating a dedicated change request process into the document control workflow
will ensure that all changes follow a process specifically defined by your company.

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Changes can even be requested to multiple related documents in a single workflow, adding to the efficiency of the process.
Additionally, the system can automatically archive older document revisions—if this changes it will allow you to restore
these archived revisions.
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The document control system sets the foundation for an effective quality system. It holds the “goods” of your organiza-
tion—from policies, to procedures, to work instructions and so on. Doing this manually can be prone to error and create a
time-consuming process for you and your employees.
An effective document control system will automate the process of document creation, from approval, to review, to
approval. Not only does it help directly in the document creation process, but it integrates with the training application
ensure employees are trained on all new documents or revisions.
Using the quality system to drive the document control process will provide you with a total solution for document
control—from the creation of documents to managing change, to approval and training on all documents.

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