Document Control Procedure

Control documents from creation to approved issue

Document owners initiate new documents or revisions and are responsible for keeping content technically accurate, current and aligned with the FSQMS. Proposed changes must also be considered against related documents so that interfaces remain aligned.

Technical or quality management reviews documents for compliance with formatting and document-control rules, technical completeness, alignment with FSQMS policies and procedures, and potential effects on related documentation. No controlled document may be issued without approval.

Approval confirms that content is accurate and complete and supports applicable operational, legal and FSQMS requirements. Approved documents carry defined identification and version-control information, while unapproved drafts are not used operationally.

Keep the current approved version at the point of use

Once approved, documents are entered on the master list of controlled documents and released through controlled distribution channels. The master list records the document reference, title, version number, issue date and status, and is updated whenever documents are created, revised or withdrawn.

Where printed copies are needed, they are clearly identified as controlled and locations using them must maintain only the current version. Obsolete printed copies are removed when documents are updated.

When a document is revised or withdrawn, obsolete versions are removed from circulation and are not used for operational purposes. Digital obsolete versions may be retained for reference where they are clearly identified as obsolete.

Define ownership across the document-control system

Senior management approves policies and key documents that define organisational intent, provides resources for effective document control and supports the use of approved controlled documents.

Technical or quality management administers the system, coordinates creation, review, revision, approval and withdrawal, maintains the master list, controls accessibility and removal of obsolete documents, and ensures appropriate backup and security arrangements for digital storage.

Document owners maintain the accuracy and currency of content within their areas and submit revised documents for approval. All employees are required to use only current approved controlled documents, report missing, unclear, outdated or contradictory information, and avoid uncontrolled or potentially obsolete copies.

Protect digital documents and preserve revision traceability

The procedure requires digital document-control systems to use secure access permissions, protection against unauthorised modification, backups to prevent data loss and controls that preserve traceability of revisions.

These controls sit alongside the requirement for personnel to have access only to current approved versions of controlled documents, keeping the working information base protected from unauthorised change and obsolete content.

Make controlled information clear and usable

Controlled documents must be legible, unambiguous and written in languages appropriate to the workforce. Where written communication alone is insufficient, the procedure provides for diagrams, flowcharts, photographs or pictorial work instructions to support correct application of requirements.

Train personnel to recognise and use controlled versions

Personnel involved in creating, approving, issuing or using controlled documents are trained in the requirements of the procedure, the structure and use of the FSQMS, their document-control responsibilities and how to distinguish controlled versions from obsolete or uncontrolled versions.

Maintain evidence of document control

Approval records, document revision histories, the master controlled document index and training records provide evidence of how the document-control system is administered. The procedure also requires its own approval and version control to be managed through the same document-control process.

A document-control procedure within the wider FSQMS

The procedure operates within the governance established by the Food Safety & Quality Management System Policy and the Documented Information & Records Management Policy. It also defines the boundary with the Record Completion & Maintenance Procedure, which governs record-keeping requirements rather than document control.

For technical and quality teams, this provides a clear operational framework for keeping FSQMS instructions authorised, current, identifiable and available while controlling revision, distribution, access and withdrawal across the document lifecycle.