Document Controls Form

Dear All,
I have a query, i will be handling all the documents or I will be a document controller in our office Is there any idea on how to be effective in handling a documents. Or is there is any form?
Thanks.
Jus
30th March 2011 From United Arab Emirates , Abu Dhabi

Dear Jus,

Control of Documents in an organization is very important.

to handle docuemnts in a company , you should have good understanding of all the processes & operations of the organization ..

these are some good practices to have better control on documents



1. Update " Master List of All Docuements " immediately whenever there is a change in document.

( if you dont have this list please create and update regularly )

2. Understand the purpose of each document

3. Define who are all can ask for change in document , who can review , who can approve etc

4. Determine a place/location to keep all docemnts

5. determine retention period to keep documents

6. once the documents filled / signed it will become records so define who can store the records

7. Have proper reference like document created date, revision date ,no of revisions , reference number etc ..

8. ensure you have instructions for how to use an docuements

9.give proper disclaimers

10. differentiate technical document/ general operational documents

you may have your own format of having track to manage your documents ... hope it will be helpfull to you ...

Regards
4th April 2011 From India , Madras