In short: Modern document control ensures people use the right version of documented information, changes are approved, and records are protected — whether stored on paper, shared drives or a cloud QMS.
What must document control achieve?
- Documents are approved before use
- Current versions are available at the point of use
- Changes are identified and reviewed
- Obsolete documents are prevented from unintended use
- Records are protected and retained
What are digital best practices?
- One source of truth with controlled access
- Automated workflows for review and approval
- Version history and audit trails
- Regular backups and retention rules
Key takeaways
- Control versions and approvals.
- Make the current version easy to find.
- Protect records throughout retention.
Frequently asked questions
Does ISO 9001 require procedures?
ISO 9001 requires documented information where needed for effectiveness, not a fixed set of procedures.
Are printed copies allowed?
Yes, if they are controlled or marked as uncontrolled.
How long should records be kept?
As defined by legal, customer and organizational requirements.