Document Control Basics

Document control ensures that people use the current, approved version of procedures, specifications, and forms — and that obsolete documents cannot be accidentally used in production.

Required document control elements (ISO 9001 Cl. 7.5)

Identification: unique document number, revision level, effective date
Format and media: paper, electronic, or both — consistently applied
Review and approval: authorized personnel approve before issue
Availability: accessible to those who need it, in the right location
Legibility: readable and identifiable
Control of obsolete documents: removed from point of use or clearly marked "obsolete"

Document vs record

	Document	Record
Changes?	Yes — controlled revisions	No — captured once, then retained
Examples	Procedures, work instructions, drawings	Inspection reports, calibration certs, training records
ISO 9001 clause	7.5.2 (creating and updating)	7.5.3 (control of documented information)

CQE exam tips

Using an old revision of a procedure is a minor nonconformance under ISO 9001; using an obsolete spec on a safety-critical part escalates to major.
Electronic document management systems (DMS/PLM) automate distribution and obsolescence — but the approval workflow must still be documented.

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