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- Document Management System
- Who it's for
- Controlled operations
Controlled operations
Teams that maintain operating instructions need to know which revision a worker should use and who approved it. A controlled document record gives each instruction an owner, classification, status and retention date. Version and review records preserve the earlier decisions when content changes.
How Document Management System is set up for you
Procedure owners
Assign a person to each controlled instruction so a return or correction reaches someone who can act.
Independent reviewers
Record the source revision, reviewer, decision and reason before publication.
Document controllers
Watch retention dates and unresolved follow-up actions beside current publication state.
Teams that maintain operating instructions need to know which revision a worker should use and who approved it. A controlled document record gives each instruction an owner, classification, status and retention date. Version and review records preserve the earlier decisions when content changes.
Choose a procedure that has a current published version and a known upcoming revision. Register its category and policy reference, identify the owner, and link both source items to one document. Have the reviewer assess the new candidate and record a decision. If the reviewer returns it, keep that reason with the candidate and prepare a successor. Then check that the publication decision uses the accepted source revision.
The team should agree where staff read published content and how a destination confirms receipt. That repository or distribution channel is a connection to configure. Test its acknowledgment against the operation step trace. Also agree which historical versions an authorized reviewer may inspect and who decides archival disposition when the retention date arrives.
A pilot is complete when someone outside the preparation team can explain the current instruction, its approved revision, the preceding version and any open verification work from the records. Use the [document register](/document-management-system/modules/document-register), [review decisions](/document-management-system/modules/review-decisions) and [publication process](/document-management-system/processes/publication-retention) together.
Features to start with
Roles on the team
- Document Controller
- Owns the controlled register and prepares revisions for review.
- Document Reviewer
- Makes independent decisions for assigned revisions.
- Publishing Manager
- Approves publication of reviewed content and checks execution receipts.
- Follow-up Coordinator
- Assigns and closes document follow-up work.
Set up Document Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.