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Document Control System

Top 5 Document Control Mistakes that Can Cause Big Problems and Ways to avoid them

Document control is a fairly common name to each and every organizations from small to large. It really offers companies a perfect means to effectively manage their documents within the company. This is also a mandatory feature to certification  that include multiple ISO standards and Good Manufacturing Practices (GMP). Though document control can assure best level of Quality Management is implemented in the workplace while saving a great deal of time, without ensuring the perfect and best document control practices in the company bigger problems must be occurred.

 

There are some common document control mistakes likely to be taken place at majority companies, which we can easily avoid. Let’s know the top 5 document control mistakes and how we can avoid them.

 

  1. Un-Structured Data Backup Processes

Sometimes we assume that document files or data are being backed up on a regular basis. But if the document control is not structure properly then it will backup files with a lots of file missing. Also same problems can also happen if the system is not tested practically or ignored to monitor. Most of the time these incidents can keep happening for a long time. And  when management initiate a file recovery action then they can feel how many important document files are missing . Every Document Control Software has strong feature for that of course but the users must first configure it perfectly and test practically.

 

  1. Multiple Document Revision Files With Different Names:

It is common that companies prefer Microsoft Word as their default document format. But it is practical that MS Word lacks a thorough review system. So, whenever we make any changes or revisions on a document we need to change the name of that document to identify different versions and revisions. This may lead to several confusions and in between the versions some major changes may get lost. Document Control System offer a way more simpler and dependable way to keep track of various document revisions.

 

  1. Using a Document in the Process, which is not in the Document Control System:

Confusion may arise sometimes when we get a document actually are being used into the process but not found at the document control program. For example, A Chart that lists the key equipment setup parameters. These valuable external documents should be integrated at the document management system for making sure information are up to dated and meeting the standards.

 

  1. Not Assigning Authorized Personnel For Documents Approval:

There may be a lot of documents created and even for same subject there may be multiple documents that are controversial. Best practice is, only the best suited one should be existed. In these situations authorized personnel with required knowledge and practices must be assigned to approve in between the documents, revisions while ensuring the right documents are being archived and used at the process. An authorized person will be responsible for approving new documents or changes on documents based on discipline and functions. At document control software we can easily assign definite personnel for specific documents categories.

 

  1. Common Places or Shared Places For Storing Documents and Files:

Many organizations depends on shared places/hard drives for storing documents as they think that this is easy and can save remarkable time. But there is a major problem doing this and that is lack of access control. Any documents can get renamed, deleted, changed or transferred without the knowledge of the authorized person, who may need this in action or can verify if the changes are good or harmful. So a clear document management process should present with enough access control can protect such problem from being happened.

 

It is beyond saying after the above discussion that, for truly effective Document Control it is essential to protect these mistakes from being happening. Thus we can also improve our current Quality Management process. 

Michael Prior

Michael is a Certified Quality Auditor and has a Bachelor of Science from Texas State University. Michael has over 34 years of corporate experience with 6 years of QMS field in Fortune 100 companies. He has published several articles related to ISO 9001-2008 and 9001-2015.

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