Document Control Policy

Company: [Company Name] · Effective Date: [Date]

Purpose

This policy ensures controlled documents (policies, procedures, work instructions, quality records) are current, approved, and accessible only in their correct version.

Document Categories

Controlled documents include: [policies, SOPs, quality manuals, forms — list categories subject to this policy].

Document Creation and Approval

New or revised documents require approval from [designated approver by document type] before release, with the approval date and approver recorded.

Version Control

Each controlled document displays: [document number, version/revision number, effective date, and approval signature]. Only the current version is available for active use; superseded versions are archived, not deleted.

Distribution

Controlled documents are distributed/accessible via [Document Management System/shared location], ensuring users always access the current version.

Periodic Review

Controlled documents are reviewed [Frequency, e.g. annually] to confirm continued accuracy, even if no changes are needed.

Obsolete Documents

Superseded documents are clearly marked "obsolete" or removed from active circulation, and retained in an archive for [Period] per the Records Retention Policy.

Change Requests

Anyone may request a document change via [Process], routed to the designated owner/approver for review.

Adopted by: ______________________ Date: ____________

*In a quality-regulated environment (ISO 9001, FDA-regulated industries, etc.), a documented, working document control system isn't optional — it's typically an explicit audit requirement, and "someone found an old version of the procedure and followed it" is a classic, avoidable audit finding this policy exists to prevent.*