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Documentation Control Procedure Template

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96 views

Documentation Control Procedure Template

Uploaded by

kantavit
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Documentation Control Procedure Template

[Your Organization’s Name]

Document Title: Documentation Control Procedure

Document Number: [Document Number]

Version: [Version Number]

Effective Date: [Effective Date]

Reviewed By: [Reviewer’s Name]

Approved By: [Approver’s Name]

1. Purpose

The purpose of this procedure is to establish a systematic process for the creation, approval,
distribution, and archiving of documents and records related to the Service Management
System (SMS) in compliance with ISO 20000-1 standards.

2. Scope

This procedure applies to all documents and records associated with the SMS at [Your
Organization’s Name]. This includes policies, procedures, work instructions, forms, and any
other relevant documentation.

3. Definitions

● Document: Information and its supporting medium, such as policies, procedures, and
manuals.
● Record: Evidence of completed activities or proof of compliance, such as logs and
reports.
● Document Owner: Individual responsible for the creation and maintenance of a
document.
● Document Controller: Individual responsible for managing document control
processes.

4. Responsibilities
● Document Owner:
○ Create and maintain documents.
○ Ensure documents are accurate and up-to-date.
○ Submit documents for review and approval.
● Document Controller:
○ Manage the document control process.
○ Maintain the document control register.
○ Distribute approved documents to relevant parties.
○ Archive obsolete documents.
● Reviewers:
○ Review documents for accuracy, completeness, and compliance.
○ Provide feedback and approve documents.

5. Procedure

5.1 Creation and Revision

● Document Owner drafts the document using the approved template.


● Document Owner submits the draft to the Document Controller for initial review.
● Document Controller assigns a unique document number and version.
● Document Controller forwards the document to designated Reviewers.

5.2 Review and Approval

● Reviewers review the document for accuracy, completeness, and compliance with ISO
20000-1 standards.
● Reviewers provide feedback and required changes to the Document Owner.
● Document Owner revises the document based on feedback.
● Document Controller ensures all required changes are made.
● Reviewers give final approval, and the Document Controller records the approval date
and reviewers’ names.

5.3 Distribution

● Document Controller updates the document control register with the approved document
details.
● Document Controller distributes the approved document to relevant parties via the
internal document management system.
● Document Controller ensures all recipients acknowledge receipt of the document.

5.4 Archiving and Obsolescence

● Document Controller archives obsolete documents in a secure, retrievable manner.


● Document Controller updates the document control register to reflect the archival status.
● Archived documents are retained for the period specified in the organization's retention
policy.
6. Document Control Register

● Document Number: Unique identifier for each document.


● Document Title: Title of the document.
● Version: Current version number.
● Author: Document Owner.
● Reviewers: Names of individuals who reviewed the document.
● Approval Date: Date the document was approved.
● Distribution List: List of individuals and departments who received the document.
● Status: Current status of the document (e.g., active, archived).

7. Review and Maintenance

● This procedure is reviewed annually or upon significant changes to ensure its continued
suitability, adequacy, and effectiveness.
● Changes to this procedure are documented and approved by the appropriate authority.

Approved By:
[Approver’s Name]
[Signature]
[Date]

Document History

Version Date Description Author

[Version Number] [Date] Initial Document Creation [Author Name]

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