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The primary purpose of document control is to ensure that only current documents and not something that has been superseded are employed in the environmental management system. Document control ensures that current documents are approved by the competent persons, distributed to the places where they are used, and that old and obsolete versions are removed.
Four specific tasks must be addressed under the Document Control section of the regulation:
1. Define the scope of the document control system (which documents must be controlled?) 2. Develop a document authorization or approval system 3. Ensure that only current versions of documents are used at the workstation where they are employed 4. Out of date documents that need to be archived must be suitably identified If the organisation is already using an ISO 9001 quality management system, existing document control procedures may well be sufficient, providing that they take account of the extra documentation applying to environmental management.
An approval/authorization system ensures that distributed documents are appropriate for persons receiving them.
A responsible person must approve these documents. Think about how to show this approval: On paper documents it may be a signature; electronic documents may only be posted if they are approved.
Make sure that everyone who needs the document gets a copy.
Distribution may be physical (paper documents) or electronic. When posting the document on an intranet ensure that everybody who needs to have the new document knows about the posting (e.g. through an email).
This is easy if you are using electronic documents but is more complicated with paper documents.
You may oblige the receiver of new documents to send back obsolete ones. If for some reason you need to retain obsolete versions of documents, mark them to avoid unintended use. Many organisations use stamps: OBSOLETE DOCUMENT.