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Your Guide to Document Control

Across all industries, document control is one of the most important processes to get right. It ensures documents are updated and revision-controlled, allowing you to effectively route them for review, approval and distribution.

Processes, jobs, specifications—all of your most important documents should be in one place, with consistent procedures for handling them. In this blog, we discuss the most important capabilities of a robust document control system, highlighting how it should integrate with other quality applications to promote process excellence.

Document Creation

Your document control system should standardize the process of

For instance, you wouldn’t necessarily have the same team

reviewing a policy document as you would a specification, so each

one needs its own routing procedure. An effective document control

system will automatically assign each document to the appropriate

workflow configured by your team.

Most companies also use Microsoft Office to manage documents,

whether in Word, Excel or PowerPoint.

Document Routing, Review and Approval

An effective document control system hinges upon its ability

to automate workflows for document routing. This ensures the

necessary parties have reviewed and approved each document prior

to distribution and use.

It’s not just about sending documents to the next phase in the

workflow—the system should also use intelligent business rules

such as:

• Conditional routing to send documents to different parties or

workflows depending on the business process or document


• Delegation rules to route documents to an assigned

substitute when the primary contact isn’t available

• Escalation rules to notify responsible parties when

documents pending review aren’t reviewed on time, keeping

the process moving forward

Ultimately, what you want is a document control process that isn’t

just automated, but also intuitive.

When you distribute new documents such as policies, procedures or

work instructions, it’s critical that employees receive training on the

updated documents. Integrating document control with employee

training creates a seamless transition, making it easy to track who’s

received training on key changes.

Capabilities to look for here include:

• Automatic updates to training requirements after a

document revision

• Training tests built into the document control and

training records

• Employee training records showing complete vs.

incomplete training

Document Change Requests

Document control is a cyclical process. Even after document

approval, you will inevitably need to change the document at

some point.

A robust document control system allows you to incorporate a

dedicated change request process into your workflow to ensure:

• All changes go through a consistent set of steps configured

according to your unique needs

• You can request changes to multiple related documents

within a single workflow for added efficiency, so other

documents affected by the change don’t fall through the


• The system automatically archives previous versions so you

can restore or review them if needed

To learn more about Lyfecode Gigaloop and its Services & Product offerings,

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