The Job Nature of Document Controller

The document controller is much like a librarian.

The document controller of an organization is much like a librarian. It is the responsibility of the document controller to maintain logs identifying all company documents and who has a copy of them. Examples include personnel policy and procedure manuals, job descriptions, job instructions, and company postings.

Document Log

Create a log which lists all documents your organization has created and uses for operational purposes. The log should include the name of the document, date created, and how it is identified. For example: ABC Policy and Procedure Manual, created on April 7, 2010, Version A.

Distribution Log

The document controller maintains a distribution log. This log must include the title of the individuals who need this document in order to do their job. The log must also include verification that the individual received the document, such as initials of that person. When new versions of documents are approved, the distribution log must illustrate that the old version was collected and replaced with the most recent.

Revision Logs

The document controller is responsible for maintaining a revision log for each document distributed. This log tracks all revisions of the document, identifying the most recent version.

References

• Quality Digest: Document Control Made Easy

Resources

• NASA: Documents