Knowledge
What is document control?
Document control is the heart of any QMS — and the point where Word and SharePoint folders fail. Here it is in plain words: what document control is, what ISO 9001 (§7.5) requires, and how an eQMS controls versions, approvals and evidence without manual work.
Document control in one sentence
Document control means creating, reviewing, approving, versioning and retiring documents in a controlled way — so it is always clear which version applies, who approved it, and what changed. In short: it makes sure everyone works from the right version and that every change stays traceable.
What ISO 9001 (§7.5) requires
ISO 9001 groups the requirements under “documented information”. When creating and updating (§7.5.2), the standard requires appropriate identification, a suitable format, and review and approval. When controlling (§7.5.3) it adds: availability where it's needed, protection from loss and unauthorised change, controlled access and distribution, retention — and the control of changes and obsolete documents, so nobody accidentally works from a superseded version.
Why Word and SharePoint folders fail at it
Folder solutions don't know a document's status. Copies and “final_v3_really_final” files pile up, versions drift apart, review can't be enforced, and in an audit there's no proof of who approved what, when. Keeping that control by hand is tedious — and drifts sooner or later.
How an eQMS controls your documents
An eQMS makes control a property of the system, not the discipline of individuals.
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Controlled release
Every document runs through draft, review and signed release. Only a second approval makes it valid — there is no accidental “released”.
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Clear, immutable versions
Released versions are immutable. It's always unambiguous which version applies — the basis for real revision-safe records.
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Traceable changes
The version history and the revision table are derived from the releases — never hand-kept, so they can't drift.
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Controlled retirement
Documents are superseded or retired with a signed reason (§7.5.3) — obsolete versions don't vanish, but are clearly marked as such.
Controlled or uncontrolled?
A controlled document knows its status: current approved version, version number, approver. As soon as you print or copy it, it becomes uncontrolled — it no longer knows whether it's still current. That's why printouts from an eQMS carry a note like “uncontrolled when printed”: the binding version is always the one in the system.
In short
Document control is the difference between “we have documents” and “we have our documents under control”. An eQMS takes the manual work off your hands and makes that control provable in an audit. How easo supports the ISO 9001 clauses →
Frequently asked questions about document control
What does document control mean?
Document control means creating, reviewing, approving, versioning and retiring documents in a controlled way — so it is always clear which version applies, who approved it, and what changed.
What does ISO 9001 §7.5 require for document control?
The standard requires documented information to be created and updated in a controlled way (identification, format, review and approval) and controlled: availability and protection, controlled access and distribution, retention, and the control of changes and obsolete documents.
Are Word and SharePoint enough for document control?
They can be, but usually fail in practice: versions drift apart, reviews aren't enforced, and in an audit there's no proof of who approved what, when. An eQMS controls exactly that automatically.
What is the difference between a controlled and an uncontrolled document?
A controlled document has a traceable status: current approved version, version number, approver. A printout or copy is uncontrolled — it doesn't know its live status and may be long out of date.
How does easo support document control?
easo runs every document through draft, review and signed release, keeps versions immutable, derives the version history automatically from the releases, and retires documents in a controlled way — with a signed reason.
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