This document outlines a company's document control procedure. It describes assigning document controllers to revise documents as needed, approve changes, and ensure accurate electronic and physical copies are distributed and stored. It also details templates for documents, annual reviews, employee training on changes, archiving outdated documents, and securing documents on a password protected server with frequent backups.

1. Document ID: OPM 001
Page | 1
Initial Issue Date: 3/21/16
Revised Date
(s):4/11/16;5/22/16;7/15/16
Approved Date:
Approval Initial:
Your Company Name
OPERATIONS PROCEDURE MANUAL
Subject: DOCUMENT CONTROL
PURPOSE:
The purpose of this procedure is to define the requirements for document control to assure
that quality-related documents affecting work activities show evidence of review and approval
by authorized personnel prior to issuing new or revised documentation.
OPERATION PROCEDURE:
The following procedure will state the requirements for controlling all documents coming and
going through the company. Including drafts, revisions and storage of documents electronic
and hard copies.
INSTRUCTIONS:
DOCUMENT CONTROLLER (S):
1. Designate two (2) individuals named “Document Controller (s)” to follow the process
set in this procedure starting with revision, training, and distribution
2. Document Controller (s) will be assigned the task of making requested revision.
3. Document Controller will be responsible for giving the final revision to the approving
person for final signature and date of approval.
4. Designated Document Controller (s) will be responsible for keeping hard and soft
copies current and available for staff to use in their daily routines.
5. “Master” copies will be kept under password protection accessible to only the
“Document Controllers”.
ANATOMY OF DOCUMENT TEMPLATES:
1. A template will be made to use for each department so that all documents have a
conformed style. (This form used the template set forth below)
a. Fonts will be in Calibri.
b. PlasmaLab International will be in italics at 16 size font.
OPM 001 Document Control Procedure cc: 2XOPM

2. Document ID: OPM 001
Page | 2
Initial Issue Date: 3/21/16
Revised Date
(s):4/11/16;5/22/16;7/15/16
Approved Date:
Approval Initial:
c. Title of the document will be underlined, bold, and size 14 fonts.
d. Subject will be bold and size 14 fonts.
e. Body text will be in size 12 point fonts.
6. Sub-titles will also be bold and size 14 fonts.
7. The top right corner of each document will have a “Master Box” which will establish
the document alpha-numeric identification, page (s), initial date, revised date, and
initials of approving person. [see example at top of this document]
a. Numbers will be assigned in order 1,2, 3, etc.
b. The number of pages will be listed accordingly.
c. The initial date the procedure went into effect will be listed.
8. The footer will list the folder name: OPM the document alpha- numeric number,
revision number R1,2,3 and if the procedure has a form to be used with it. Location
of hard copies will be listed in the far right corner, i.e. cc: 2XOPM. Referring to a
copy in each of the two (2) OPM procedure books.
9. The title and document number will be listed on the department appropriate
procedure book for easy research.
DOCUMENT REVIEW:
1. Documents will be reviewed yearly by the department supervisor.
OR
2. Documents will be revised as need or when State or Federal Rules mandate change
to the current procedure.
3. Department supervisor’s will follow the below procedure for requesting revisions to
a procedure.
REVISING PROCEDURES:
OPM 001 Document Control Procedure cc: 2XOPM

3. Document ID: OPM 001
Page | 3
Initial Issue Date: 3/21/16
Revised Date
(s):4/11/16;5/22/16;7/15/16
Approved Date:
Approval Initial:
1. Request for document revisions will be given to a Document Controller to make the
requested revisions and will be as follows:
a. Changes need to be highlighted with one (1) line through the area to be
changed.
b. New wording or information need to be in red ink.
c. Clear and concise instruction needs to be made as to what the change is. i.e.
complete sentences.
d. Change request needs to be initialed by the requestor with the date of the
request.
2. All dates of revision will be listed to track the years the revisions were made.
3. Revised documents will have “R-1, 2, 3” etc. located in the footer after the file path
also to assist in tracking the number of times a document has been revised.
4. Once the changes have been made the original document and the new revised
version will be given to the approving individual for review and approval. Along with
a completed Master Flow Sheet OPM Changes form. (Found in folder 30- Master
Flow Sheet- OPM Changes).
5. Revisions are not to be distributed or used until approval is received in the form of
signature and approval date on the revised procedure.
6. A scanned copy of the most recent document with the request for revision will be
kept in a separate file titled “Revised Archives” plus the year. The new document will
be scanned into the appropriate file and a “Master” copy will be held in a Master
Copies File. (see Archiving Section of this procedure)
EMPLOYEE TRAINING OF PROCEDURAL CHANGES:
1. Training employees after the revisions have been made and approved will be done
at team meeting.
2. Overview of changes and reason for change will be given.
OPM 001 Document Control Procedure cc: 2XOPM

4. Document ID: OPM 001
Page | 4
Initial Issue Date: 3/21/16
Revised Date
(s):4/11/16;5/22/16;7/15/16
Approved Date:
Approval Initial:
3. Flow Sheet for OPM changes form will be completed by the person who requested
the revisions and is training the employees on the revisions. (This can be found in
30-Master Flow Sheet-OPM Changes). Each employee will be required to sign off
that training has been received and understood.
4. Once the Flow Sheet for OPM Changes form has been signed and dated by all
employees it will be kept for future reference in the current year “OPM Changes”
book.
EMPLOYEE ACCESS AND USE:
1. Employees will have access to print off PDF versions of the most recent version of
procedures.
2. If an employee needs a paper copy of a procedure it will be that employee’s duty to
destroy the printed version immediately after use. This prevents the use of old
versions in the work place.
ARCHIVING PROCEDURES:
1. Documents that have been revised and pulled out of circulation will be archived and
replaced by the newest version.
2. Computer copies will be moved to the “Archive” folder that is in each department
folder on the server.
3. The newest version will be listed in order in the appropriate department folder.
4. These versions will be saved in PDF so that accidental revisions cannot be made.
5. If a procedure is no longer being used or has been combine with another procedure
it will be titled with the document control number and state, no longer in use i.e.:
“OPM3.22 NO LONGER IN USE”
6. When opening a document that is no longer in use there will be a simple template of
the page with reason for no longer using that procedure i.e.: Combine with OPM
10.2. Now use OPM 20.5.
7. The actual procedure that is no longer in use will be archived in the “Archive” folder
for future reference.
OPM 001 Document Control Procedure cc: 2XOPM

5. Document ID: OPM 001
Page | 5
Initial Issue Date: 3/21/16
Revised Date
(s):4/11/16;5/22/16;7/15/16
Approved Date:
Approval Initial:
DOCUMENT SECURITY:
1. All documents that are written will be saved in the secure company server.
2. Each document will be given unique document control numbers listed in the first
section of this procedure.
3. PDF versions will be available for employees to print the most current versions of
any procedure in the company.
4. Master procedures will only be accessible by the Document Controller (s) in a
password protected Masters folder.
5. This folder will also be saved in the company secure server.
6. The company server has double firewall protections with back up servers hosted off
site.
7. The server is backed up every couple of hours to ensure the most current
information is saved in case of natural disaster i.e.: power outage, earthquake, fire
etc.
OPM 001 Document Control Procedure cc: 2XOPM

6. Document ID: OPM 001
Page | 5
Initial Issue Date: 3/21/16
Revised Date
(s):4/11/16;5/22/16;7/15/16
Approved Date:
Approval Initial:
DOCUMENT SECURITY:
1. All documents that are written will be saved in the secure company server.
2. Each document will be given unique document control numbers listed in the first
section of this procedure.
3. PDF versions will be available for employees to print the most current versions of
any procedure in the company.
4. Master procedures will only be accessible by the Document Controller (s) in a
password protected Masters folder.
5. This folder will also be saved in the company secure server.
6. The company server has double firewall protections with back up servers hosted off
site.
7. The server is backed up every couple of hours to ensure the most current
information is saved in case of natural disaster i.e.: power outage, earthquake, fire
etc.
OPM 001 Document Control Procedure cc: 2XOPM