How should an organization manage 'documentation control'?

The management of documentation control is crucial in maintaining the integrity and reliability of information within an organization's Quality Management System. Establishing procedures for review and approval of documents is essential because it ensures that all documents are accurate, up-to-date, and aligned with the organization’s quality objectives. This systematic approach helps to facilitate consistency in processes and ensures that all employees are using the same information when carrying out their tasks.

Having defined procedures means that changes to documents are made thoughtfully and reviewed by appropriately designated individuals to verify that any updates meet necessary standards and requirements. This process also helps in maintaining traceability and accountability, making it easier to manage revisions and ensure that the most current version of the document is in use.

In contrast, allowing any employee to modify documents could lead to inconsistencies, outdated information being circulated, and lack of accountability in document management. Similarly, relying solely on emails for communication does not provide a formalized approach to documentation control, as it can lead to lost information or miscommunication. Finally, keeping documents unregulated would create chaos within the organization, as there would be no means to verify the accuracy, relevance, or effectiveness of the information being used. Thus, the establishment of procedures for the review and approval of documents is necessary for ensuring quality and