Documentation Control Procedure Template
[Your Organization’s Name]
Document Title: Documentation Control Procedure
Document Number: [Document Number]
Version: [Version Number]
Effective Date: [Effective Date]
Reviewed By: [Reviewer’s Name]
Approved By: [Approver’s Name]
1. Purpose
The purpose of this procedure is to establish a systematic process for the creation, approval,
distribution, and archiving of documents and records related to the Service Management
System (SMS) in compliance with ISO 20000-1 standards.
2. Scope
This procedure applies to all documents and records associated with the SMS at [Your
Organization’s Name]. This includes policies, procedures, work instructions, forms, and any
other relevant documentation.
3. Definitions
● Document: Information and its supporting medium, such as policies, procedures, and
manuals.
● Record: Evidence of completed activities or proof of compliance, such as logs and
reports.
● Document Owner: Individual responsible for the creation and maintenance of a
document.
● Document Controller: Individual responsible for managing document control
processes.
4. Responsibilities
● Document Owner:
○ Create and maintain documents.
○ Ensure documents are accurate and up-to-date.
○ Submit documents for review and approval.
● Document Controller:
○ Manage the document control process.
○ Maintain the document control register.
○ Distribute approved documents to relevant parties.
○ Archive obsolete documents.
● Reviewers:
○ Review documents for accuracy, completeness, and compliance.
○ Provide feedback and approve documents.
5. Procedure
5.1 Creation and Revision
● Document Owner drafts the document using the approved template.
● Document Owner submits the draft to the Document Controller for initial review.
● Document Controller assigns a unique document number and version.
● Document Controller forwards the document to designated Reviewers.
5.2 Review and Approval
● Reviewers review the document for accuracy, completeness, and compliance with ISO
20000-1 standards.
● Reviewers provide feedback and required changes to the Document Owner.
● Document Owner revises the document based on feedback.
● Document Controller ensures all required changes are made.
● Reviewers give final approval, and the Document Controller records the approval date
and reviewers’ names.
5.3 Distribution
● Document Controller updates the document control register with the approved document
details.
● Document Controller distributes the approved document to relevant parties via the
internal document management system.
● Document Controller ensures all recipients acknowledge receipt of the document.
5.4 Archiving and Obsolescence
● Document Controller archives obsolete documents in a secure, retrievable manner.
● Document Controller updates the document control register to reflect the archival status.
● Archived documents are retained for the period specified in the organization's retention
policy.
6. Document Control Register
● Document Number: Unique identifier for each document.
● Document Title: Title of the document.
● Version: Current version number.
● Author: Document Owner.
● Reviewers: Names of individuals who reviewed the document.
● Approval Date: Date the document was approved.
● Distribution List: List of individuals and departments who received the document.
● Status: Current status of the document (e.g., active, archived).
7. Review and Maintenance
● This procedure is reviewed annually or upon significant changes to ensure its continued
suitability, adequacy, and effectiveness.
● Changes to this procedure are documented and approved by the appropriate authority.
Approved By:
[Approver’s Name]
[Signature]
[Date]
Document History
Version Date Description Author
[Version Number] [Date] Initial Document Creation [Author Name]
![Documentation Control Procedure Template
[Your Organization’s Name]
Document Title: Documentation Control Procedure
Document](https://screenshots.scribd.com/Scribd/252_100_85/326/756178729/1.jpeg)
