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K E M R I STANDARD OPERATING PROCEDURE FOR CONTROL OF DOCUMENTS ISSUE NUMBER 01 ISSUE DATE 14TH /FEB 2011 REVISION STATUS 00 REVISION DATE N×A KENYA MEDICAL RESEARCH INSTITUTE DOCUMENT TITLE: CONTROL

How to fill out control of documents

How to fill out control of documents:

1. Start by identifying the necessary documents that need to be controlled. This could include policies, procedures, work instructions, forms, records, and any other relevant documentation.
2. Create a document control form or template that includes fields for essential information such as document title, number, revision, effective date, review date, and names of individuals responsible for approving, reviewing, and maintaining the document.
3. Follow a consistent numbering system for documents to ensure easy identification and tracking. Consider using a combination of letters, numbers, or codes to distinguish between different types of documents or departments.
4. When adding a new document to the control system, fill out the document control form with accurate information. Include details about the document's purpose, scope, and any key points to be aware of.
5. Assign a unique document number to each document and record it on the control form. This helps in tracking and locating the document when needed.
6. Indicate the document's revision number and effective date on the control form. Any changes or updates to the document should result in a new revision number and an updated effective date.
7. Establish a review process for documents to ensure that they remain up to date and relevant. Record the review date on the control form and assign responsible individuals for reviewing and approving the document.
8. Maintain a master copy of each controlled document in a secure location, either in physical or electronic form. Ensure that access to the master copy is restricted to authorized individuals only.
9. Establish procedures for distributing controlled documents to the appropriate personnel. This could involve sending electronic copies via email or making physical copies available at designated locations.
10. Regularly monitor the status and use of controlled documents. Keep track of any changes, revisions, or updates made to the documents.
11. Finally, periodically audit the document control system to ensure its effectiveness and compliance with relevant standards or regulations.

Who needs control of documents?

1. Organizations across various industries and sectors can benefit from implementing control of documents. This includes businesses, government agencies, non-profit organizations, educational institutions, healthcare facilities, and more.
2. Departments or individuals responsible for creating, reviewing, approving, and maintaining documents within an organization require control of documents. This could involve personnel from quality assurance, compliance, human resources, legal, operations, or any other department that deals with critical documentation.
3. Regulatory bodies or external auditors may also require organizations to have a robust document control system in place to ensure compliance with specific standards or regulations.
4. Additionally, employees who rely on accurate and up-to-date documents in their day-to-day work need access to controlled documents. This ensures that everyone is working with the most relevant and valid information.

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What is control of documents?

Control of documents is the process of managing and organizing documentation to ensure proper handling, storage, and retrieval.

Who is required to file control of documents?

All individuals or organizations that handle documents as part of their operations are required to file control of documents.

How to fill out control of documents?

Control of documents can be filled out by documenting the necessary information such as document title, version number, author, date created, and any revisions made.

What is the purpose of control of documents?

The purpose of control of documents is to maintain the integrity and accuracy of documentation, ensure proper version control, and facilitate easy retrieval.

What information must be reported on control of documents?

Information such as document title, version number, author, date created, and any revisions made must be reported on control of documents.