Paper Document Control

Hardcopy/Paper Document Control Systems

If you choose to use a paper copy of your documents, some suggestions for managing your documents include:

Store the master electronic documents on a limited access location. This can simply be a protected folder or file in Microsoft Word®.
Prepare and keep the master list. This can be prepared and kept in a spreadsheet program such as Microsoft Excel®. Make sure to keep a list of distributed paper copies of documents.
Copy or print hard copies marking"CONTROLLED" or somehow indicating it is an approved copy.
Distribute hard copies in 3-ring notebooks throughout the facility.
- The master list indicates the procedures and work instructions that need to be in each book.
- To help you control your documents, distribute them only to areas where they are relevant.
Early in the implementation of your quality system, designate one person to be the Document Control Coordinator, responsible for the following.
- Keep the master list up-to-date.
- Make revisions to documents.
- Distribute revised documents.
- Collect and destroy the outdated documents.
Have a Change Request Form available for employees to initiate revisions to documents.
- Changes must be approved before they are implemented.
- Indicate changes by using the revision tool in MS Word for example, or by using a change history. Keep in mind the reader should know what specifically has changed since the previous version.
- Determine a method to keep staff aware of revisions (by memo or training).

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