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Document Control & Revision Management

Quality Systems

Document control per ISO 9001: single repository, revision control, approval workflow. One current revision per document and audit-ready records.

Executive Summary

Procedures and work instructions were scattered; multiple revisions existed and it was unclear which was current. This project implemented document control per ISO 9001: a single repository, revision numbering, approval workflow, and distribution/obsolete control. Outcomes: one current revision per document, no use of obsolete docs in production, and audit-ready document records.

One current revision per document, clearly identified
Elimination of obsolete document use on the floor
Audit-ready document and revision records

Context & Problem

Operators sometimes used outdated work instructions; auditors asked for the current revision and evidence of approval. The organization needed a controlled way to approve, publish, and retire documents so that only the current revision was in use.

Methodology & Frameworks

The approach aligned with ISO 9001 Clause 7.5: single repository with access control; revision number and date on every document; approval workflow; distribution and obsolescence so obsolete revisions were removed or marked.

Implementation

Existing documents were inventoried; duplicates and obsolete versions were identified. A document control procedure was written and the repository was set up. Documents were migrated with revision numbers and approval. Training ensured everyone knew where to find the current revision.

Outcomes

One current revision—no ambiguity about which procedure or work instruction was in effect.
Obsolete documents were removed from production areas.
Approval and revision history were available for auditors.

Lessons Learned

Document control only works when it is easy to find the current revision. Approval workflow must be simple enough that people use it. Periodic audits of points of use caught stray obsolete docs. Linking document control to training records showed who was trained on which revision.