Document Control : Best Practices for Managing ISO Documents

🌐 Introduction

In every ISO management system, whether it’s ISO 9001, ISO 14001, or ISO 45001, document control plays a vital role.
It ensures that every procedure, policy, and record used within your organization is current, approved, and accessible to the right people — at the right time.

But managing ISO documents manually can be confusing and time-consuming. That’s why more organizations are turning to digital document control systems like BIGISO, which make the process simpler, faster, and fully compliant.

🗂️ What Is Document Control in ISO?

Document control refers to the systematic management of all documents and records used in your ISO Management System.
It covers every stage — from creation, review, approval, and distribution, to revision and retention.

In simple terms, document control ensures that:
✅ Only approved versions of documents are used.
✅ Old versions are removed or marked as obsolete.
✅ Every document has a unique identifier and clear ownership.
✅ Access is controlled to prevent unauthorized changes.

⚙️ Why Document Control Matters

Without proper control, even a small error — like using an outdated procedure — can lead to nonconformities, audit findings, or even loss of certification.

An effective document control system helps your organization:

• Maintain consistency and accuracy in operations

• Ensure compliance with ISO requirements

• Reduce paperwork and confusion

• Support traceability during audits

• Enhance transparency across departments

🧭 Step-by-Step Best Practices for ISO Document Control

1. Create a Clear Document Control Procedure

Your organization should have a documented process describing how documents are created, reviewed, approved, distributed, and revised.
Example: “All controlled documents must be reviewed and approved by the Quality Manager before release.”

2. Use a Standardized Document Numbering System

Every document should have a unique number or code — for example:
QMS-PROC-01 for Quality Management Procedure 1
HR-FORM-02 for HR-related form 2

This helps users quickly find and identify documents during audits or reviews.

3. Control Access and Permissions

Only authorized users should be able to edit or approve documents.
Tools like BIGISO allow admin-level control where each user has defined rights — e.g., Viewer, Editor, or Approver.

4. Maintain Version Control

Always track document revisions using version numbers (e.g., Rev 1.0, Rev 2.0).
Include a revision history table that records what was changed, by whom, and when.

5. Set Document Review and Retention Periods

Every controlled document should have a defined review date to ensure it remains valid and updated.
Old or obsolete versions should be archived or deleted according to your retention policy.

6. Automate with a Cloud-Based System

Manual document control can be slow and error-prone.
BIGISO’s cloud-based platform simplifies everything — from creating and approving documents to storing, sharing, and tracking updates.
It even sends automated reminders for document review dates, ensuring you stay compliant effortlessly.

💡 Example Scenario

Let’s say your company has 50+ SOPs (Standard Operating Procedures).
With BIGISO:

• Each SOP can be linked to a department (like HR, Production, or Safety).

• Approvers get instant notifications for document changes.

• Obsolete versions are automatically marked and archived.

• You can pull a full audit trail within seconds during ISO audits.

🌱 Conclusion

Document control doesn’t have to be complicated.
By following simple best practices and using smart tools like BIGISO ISO Software, your organization can maintain an organized, secure, and audit-ready documentation system.

When document management becomes easy, compliance follows naturally.

 Contact us today to schedule a free demo and see how BIGISO can transform your certification process.