{"id":61923,"date":"2026-11-03T05:29:44","date_gmt":"2026-11-03T05:29:44","guid":{"rendered":"https:\/\/www.cos.net.au\/c\/?p=61923"},"modified":"2026-11-03T05:29:46","modified_gmt":"2026-11-03T05:29:46","slug":"document-control-basics","status":"publish","type":"post","link":"https:\/\/www.cos.net.au\/c\/cospedia\/document-control-basics","title":{"rendered":"Document Control Basics: A Practical Guide for Quality Management\u00a0"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-post\" data-elementor-id=\"61923\" class=\"elementor elementor-61923\" data-elementor-post-type=\"post\">\n\t\t\t\t<div class=\"elementor-element elementor-element-0a56821 e-flex e-con-boxed e-con e-parent\" data-id=\"0a56821\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-d421b82 elementor-drop-cap-yes elementor-drop-cap-view-default elementor-widget elementor-widget-text-editor\" data-id=\"d421b82\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;drop_cap&quot;:&quot;yes&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span data-contrast=\"auto\">Whether your organisation runs a formal ISO-style quality management system or simply wants fewer surprises at audit time, document control is where good quality management starts. In simple terms, document control is the system you use to make sure people are working from the current, approved version of every document, and that completed records are stored, protected and kept for the right length of time.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><p><span data-contrast=\"auto\">This guide covers three practical basics: version control, records retention and audit-ready filing. It is general guidance only, not certification advice, so always check the requirements of your chosen standard, your auditor and the regulators that apply to your organisation.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-d5f99ce e-flex e-con-boxed e-con e-parent\" data-id=\"d5f99ce\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-1624034 elementor-widget elementor-widget-heading\" data-id=\"1624034\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">What is document control in a quality management system? <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-ef17a2b e-flex e-con-boxed e-con e-parent\" data-id=\"ef17a2b\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-94b68a7 elementor-widget elementor-widget-text-editor\" data-id=\"94b68a7\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span data-contrast=\"auto\">Most quality systems separate information into two types. <\/span><span data-contrast=\"auto\">Documents<\/span><span data-contrast=\"auto\"> tell people how to do something, such as policies, procedures, work instructions and blank forms. They change over time, so they need to be controlled. <\/span><span data-contrast=\"auto\">Records<\/span><span data-contrast=\"auto\"> show what was done, such as completed checklists, inspection results, training sign offs and supplier invoices. Records should not change once they are complete. They need to be kept, protected and easy to retrieve.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><p><span data-contrast=\"auto\">Getting this distinction right pays off. The <\/span><a href=\"https:\/\/www.anao.gov.au\/work\/insights\/records-management\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">Australian National Audit Office<\/span><\/a><span data-contrast=\"auto\"> notes that effective records management improves decision making, reduces the risk of corporate knowledge loss and strengthens business continuity.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-47d758e e-flex e-con-boxed e-con e-parent\" data-id=\"47d758e\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-fbeb313 elementor-widget elementor-widget-heading\" data-id=\"fbeb313\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Version control: make the current version obvious <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-4d64d30 e-flex e-con-boxed e-con e-parent\" data-id=\"4d64d30\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-1a523c6 elementor-widget elementor-widget-text-editor\" data-id=\"1a523c6\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span data-contrast=\"auto\">Version control prevents one of the most common audit findings: staff working from an outdated form or procedure. A simple, consistent approach works for most organisations:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"1\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"1\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Identify every document.<\/span><\/b><span data-contrast=\"auto\"> Give each controlled document a unique ID, title, version number, approval date and owner.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"1\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"2\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Keep a master register.<\/span><\/b><span data-contrast=\"auto\"> List every document, its current version and where it is stored.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"1\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"3\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Approve before release.<\/span><\/b><span data-contrast=\"auto\"> Nominate who reviews and authorises changes and record that approval.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"1\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"4\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Withdraw superseded copies.<\/span><\/b><span data-contrast=\"auto\"> Remove old versions from work areas promptly. If you need to keep them, mark them &#8220;Superseded&#8221; and file them separately.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"1\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"5\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Set review dates.<\/span><\/b><span data-contrast=\"auto\"> Schedule regular reviews, commonly every one to two years, so documents do not quietly go out of date.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><p><span data-contrast=\"auto\">For hard copy procedures kept in work areas, a binder per process makes it easy to swap pages when a new version is issued. <\/span><a href=\"https:\/\/www.cos.net.au\/g\/dividers\"><span data-contrast=\"none\">Binder dividers<\/span><\/a><span data-contrast=\"auto\"> numbered to match your document register help staff find the right section quickly and make missing or outdated pages easy to spot during an internal check.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-41c267a e-flex e-con-boxed e-con e-parent\" data-id=\"41c267a\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-5b03137 elementor-widget elementor-widget-heading\" data-id=\"5b03137\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Records retention: know how long to keep what <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-baf94a7 e-flex e-con-boxed e-con e-parent\" data-id=\"baf94a7\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-1b1d565 elementor-widget elementor-widget-text-editor\" data-id=\"1b1d565\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span data-contrast=\"auto\">Retention periods are often set by law, not just by your quality system. For Australian businesses, these common benchmarks are a good starting point:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"4\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"1\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Tax records (income, expenses, GST):<\/span><\/b><span data-contrast=\"auto\"> generally, 5 years (<\/span><a href=\"https:\/\/business.gov.au\/finance\/payments-and-invoicing\/record-keeping\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">business.gov.au<\/span><\/a><span data-contrast=\"auto\"> and the <\/span><a href=\"https:\/\/www.ato.gov.au\/businesses-and-organisations\/preparing-lodging-and-paying\/record-keeping-for-business\/overview-of-record-keeping-rules-for-business\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">ATO<\/span><\/a><span data-contrast=\"auto\">).<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"4\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"2\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Employee time and wages records:<\/span><\/b><span data-contrast=\"auto\"> 7 years (<\/span><a href=\"https:\/\/www.fairwork.gov.au\/pay-and-wages\/paying-wages\/record-keeping\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">Fair Work Ombudsman<\/span><\/a><span data-contrast=\"auto\">).<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"4\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"3\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Company financial records:<\/span><\/b><span data-contrast=\"auto\"> 7 years after the transactions are completed (<\/span><a href=\"https:\/\/www5.austlii.edu.au\/au\/legis\/cth\/consol_act\/ca2001172\/s286.html\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">Corporations Act 2001, section 286<\/span><\/a><span data-contrast=\"auto\">).<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><p><span data-contrast=\"auto\">Your quality system or customer contracts may require longer retention for some records, such as calibration certificates, product traceability or nonconformance reports. Capture every record type in a single retention schedule, including the retention period, who owns the record and how it will be disposed of at the end of that period.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><p><span data-contrast=\"auto\">How you store records matters as much as how long you keep them. <\/span><a href=\"https:\/\/business.gov.au\/finance\/payments-and-invoicing\/record-keeping\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">Business.gov.au<\/span><\/a><span data-contrast=\"auto\"> advises that paper and digital records must be stored in a way that prevents any change or damage, and notes that the ATO accepts digital images of paper records if they are true and clear reproductions of the originals.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-a0c7274 e-flex e-con-boxed e-con e-parent\" data-id=\"a0c7274\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-93935c0 elementor-widget elementor-widget-heading\" data-id=\"93935c0\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Audit-ready filing: set up a system anyone can follow <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-a70dcfd e-flex e-con-boxed e-con e-parent\" data-id=\"a70dcfd\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-fa956ea elementor-widget elementor-widget-text-editor\" data-id=\"fa956ea\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span data-contrast=\"auto\">Auditors typically select a sample of records and trace them back to a procedure. If retrieval takes 20 minutes, it signals a weak system. Poor handling also creates privacy risk. The <\/span><a href=\"https:\/\/www.oaic.gov.au\/news\/blog\/latest-notifiable-data-breach-statistics-for-january-to-june-2025\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">Office of the Australian Information Commissioner (OAIC)<\/span><\/a><span data-contrast=\"auto\"> received 532 data breach notifications between January and June 2025, and <\/span><a href=\"https:\/\/www.brightlaw.com.au\/privacy-notifiable-data-breach-dashboard\/\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">human error accounted for 37%<\/span><\/a><span data-contrast=\"auto\"> of them.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><p><span data-contrast=\"auto\">A practical three-tier physical filing setup keeps records secure and easy to find:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><ol><li aria-setsize=\"-1\" data-leveltext=\"%1.\" data-font=\"\" data-listid=\"2\" data-list-defn-props=\"{&quot;335552541&quot;:0,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769242&quot;:[65533,0],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;%1.&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"1\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Active files.<\/span><\/b><span data-contrast=\"auto\"> Use <\/span><a href=\"https:\/\/www.cos.net.au\/g\/suspension-files\"><span data-contrast=\"none\">A4 suspension files<\/span><\/a><span data-contrast=\"auto\"> in filing cabinets for current records accessed daily or weekly. Colour code by department or process and match indicator tabs to your document register.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ol><ol><li aria-setsize=\"-1\" data-leveltext=\"%1.\" data-font=\"\" data-listid=\"2\" data-list-defn-props=\"{&quot;335552541&quot;:0,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769242&quot;:[65533,0],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;%1.&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"2\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Working and transport files.<\/span><\/b><span data-contrast=\"auto\"> A <\/span><a href=\"https:\/\/www.cos.net.au\/p\/document-wallet-pp-button-cos-a4-asst-box-24-assorted-3688\"><span data-contrast=\"none\">document wallet<\/span><\/a><span data-contrast=\"auto\"> with a secure closure suits job files, audit packs and records that move between sites or teams, keeping loose pages together and protected.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ol><ol><li aria-setsize=\"-1\" data-leveltext=\"%1.\" data-font=\"\" data-listid=\"2\" data-list-defn-props=\"{&quot;335552541&quot;:0,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769242&quot;:[65533,0],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;%1.&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"3\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Archive.<\/span><\/b><span data-contrast=\"auto\"> Once records are no longer active, move them into <\/span><a href=\"https:\/\/www.cos.net.au\/g\/archive-storage-boxes-archive-box-files\"><span data-contrast=\"none\">archive boxes<\/span><\/a><span data-contrast=\"auto\"> or document boxes. Mark each box with its contents, date range, owner and destruction date, then store boxes off the floor in a dry, secure area.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ol><p><span data-contrast=\"auto\">Consistent <\/span><a href=\"https:\/\/www.cos.net.au\/g\/labels\"><span data-contrast=\"none\">labels<\/span><\/a><span data-contrast=\"auto\"> pull the whole system together. Printed labels using one naming convention across suspension files, wallets and boxes make records faster to retrieve and destruction dates impossible to miss.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-6e8233c e-flex e-con-boxed e-con e-parent\" data-id=\"6e8233c\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-449669d elementor-widget elementor-widget-heading\" data-id=\"449669d\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Document control checklist <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-e7383c5 e-flex e-con-boxed e-con e-parent\" data-id=\"e7383c5\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-975b4f9 elementor-widget elementor-widget-text-editor\" data-id=\"975b4f9\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"3\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"1\" data-aria-level=\"1\"><span data-contrast=\"auto\">The master document register is current and accessible to staff.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"3\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"2\" data-aria-level=\"1\"><span data-contrast=\"auto\">Every controlled document shows its ID, version, approval date and owner.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"3\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"3\" data-aria-level=\"1\"><span data-contrast=\"auto\">Superseded documents are withdrawn or clearly marked.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"3\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"4\" data-aria-level=\"1\"><span data-contrast=\"auto\">A retention schedule covers every record type, including legal minimums.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"3\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"5\" data-aria-level=\"1\"><span data-contrast=\"auto\">Active, working and archive files follow one naming and labelling convention.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"3\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"6\" data-aria-level=\"1\"><span data-contrast=\"auto\">Archive boxes list their contents and destruction dates.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"3\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"7\" data-aria-level=\"1\"><span data-contrast=\"auto\">A secure disposal process is in place for records past their retention period.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul><ul><li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"3\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"8\" data-aria-level=\"1\"><span data-contrast=\"auto\">A regular internal spot check confirms records can be retrieved quickly.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li><\/ul>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-83ab5e0 e-flex e-con-boxed e-con e-parent\" data-id=\"83ab5e0\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-1b4d91c elementor-widget elementor-widget-heading\" data-id=\"1b4d91c\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Document Control: Frequently Asked Questions <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-61498bf e-flex e-con-boxed e-con e-parent\" data-id=\"61498bf\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-604d7a7 elementor-widget elementor-widget-text-editor\" data-id=\"604d7a7\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h3 aria-level=\"3\"><span data-contrast=\"none\">What are the basics of document control?<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3><p><span data-contrast=\"auto\">The basics are unique identification, review and approval before release, version control, controlled distribution, withdrawal of obsolete versions, and defined retention and disposal periods for records.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><h3 aria-level=\"3\"><span data-contrast=\"none\">What is the difference between a document and a record?<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3><p><span data-contrast=\"auto\">A document describes how work should be done and can be revised. A record is evidence of what was done and should not be altered once complete.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><h3 aria-level=\"3\"><span data-contrast=\"none\">How long should Australian businesses keep records?<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3><p><span data-contrast=\"auto\">It depends on the record. Tax records are generally kept for five years, while employee time and wages records and company financial records must be kept for seven years. Always confirm the requirements that apply to your organisation with the relevant regulator or adviser.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><h3 aria-level=\"3\"><span data-contrast=\"none\">What supplies do I need for audit-ready filing?<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3><p><span data-contrast=\"auto\">Most workplaces need A4 or foolscap suspension files for active records, document wallets for working files, binder dividers for controlled procedures, archive boxes for long-term storage, and labels to tie the system together.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-0259aed e-flex e-con-boxed e-con e-parent\" data-id=\"0259aed\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-5ccfebc elementor-widget elementor-widget-heading\" data-id=\"5ccfebc\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Build a system that stands up to scrutiny <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-e819e76 e-flex e-con-boxed e-con e-parent\" data-id=\"e819e76\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-7009091 elementor-widget elementor-widget-text-editor\" data-id=\"7009091\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span class=\"TextRun SCXW220009512 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW220009512 BCX0\">Good document control is not about paperwork for its own sake. It gives you confidence that teams are using the right version, that records will be there when an auditor, customer or regulator asks for them, and that nothing is kept longer than it should be.<\/span><\/span><span class=\"EOP Selected SCXW220009512 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"<p>In simple terms, document control is the system you use to make sure people are working from the current, approved version of every document<\/p>\n","protected":false},"author":11,"featured_media":61924,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[7,8],"tags":[985,209,3836],"class_list":["post-61923","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-cospedia","category-productivity","tag-filing","tag-productivity","tag-quality-control"],"_links":{"self":[{"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/posts\/61923","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/users\/11"}],"replies":[{"embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/comments?post=61923"}],"version-history":[{"count":4,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/posts\/61923\/revisions"}],"predecessor-version":[{"id":61928,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/posts\/61923\/revisions\/61928"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/media\/61924"}],"wp:attachment":[{"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/media?parent=61923"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/categories?post=61923"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/tags?post=61923"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}