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Company: ACCIDENT REPORT NOTE : NOTIFY ALL ACCIDENTS IMMEDIATELY TO MANAGEMENT AND HSEQ MANAGER. ACCIDENT REPORT SHOULD BE COMPLETED WITHIN 24 HOURS AND SUBMITTED TO HSEQ MANAGER. (1) GENERAL INFORMATION

How to fill out control of documents procedure

1. Before starting to fill out the control of documents procedure, it is important to understand its purpose. Control of documents procedure is a systematic approach to managing and organizing documents within an organization to ensure accuracy, accessibility, and compliance.
2. To begin, gather all the necessary documents that need to be controlled. These can include policies, procedures, work instructions, forms, templates, and any other relevant documentation.
3. Analyze each document to determine its importance and relevance. Identify if it needs to be controlled, revised, or discarded. This step ensures that only relevant and up-to-date documents are included in the procedure.
4. Next, assign a unique identification number or code to each document. This helps in tracking and referencing the documents in the future.
5. Create a document register or index, listing all the controlled documents. Include information such as the document title, identification number, date of last revision, author, and any other relevant details.
6. Develop a version control system to manage document revisions. This can be done through naming conventions, revision dates, or version numbers. Ensure that only the latest version of the document is available and accessible to users.
7. Establish a review and approval process for document changes or additions. Clearly define who is responsible for reviewing and approving the documents. This step ensures that changes are properly validated and authorized.
8. Implement a secure storage and retrieval system for controlled documents. This can be in the form of physical filing cabinets, cloud-based document management systems, or any other suitable method.
9. Train employees on the control of documents procedure and educate them on the importance of following it. Ensure that they understand the process, their responsibilities, and how to access and use controlled documents.
10. Regularly monitor and audit the control of documents procedure to identify any gaps or areas for improvement. Continuously update and improve the procedure based on feedback and changing organizational needs.

Who needs control of documents procedure?

1. Organizations of all sizes and industries can benefit from having a control of documents procedure in place.
2. Industries with strict regulatory requirements, such as pharmaceuticals, healthcare, aviation, and finance, especially need to have a control of documents procedure to ensure compliance.
3. Any organization that aims to maintain consistency, accuracy, and traceability in their documentation processes should implement a control of documents procedure. This can include government agencies, manufacturing companies, service providers, and more.

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