Example Document Control Plan
Below is a sample for a document control plan:
This is the Document Control Plan for the ABC Project. The aim of this plan is to control the storage of documents, and important historical data and information. The plan establishes a methodology for the creation, updating, and arrangement of documents. This plan will be evaluated annually and updated as necessary, to ensure continuous improvement.
- Documents that are subject to continuing review, like plans, reports, should include the history of revision.
- Table of contents should be included for documents that have more than 20 pages.
- Official plans should be signed (describe the process if electronic signatures are to used).
- Sensitive and secret documents should bear appropriate marking.
The aim of this Document Control Plan is:
- Identify roles concerned with the management of documents.
- Describe the infrastructure to be used to ensure proper management of documents.
- Classify the standards for the preparation of the document plan.
- Document change and version control procedures.
- Approach for backup, storage, and retention.
- There are different resources involved in the management of documents.
2.1 Project Staff
Project staff is accountable for the creation and storage of documents, and for completion of document profiles. Staff will also classify vital hardcopies that must be protected.
The librarian has the main liability to ensure correct storage of documents in the library. The Librarian is responsible for the implementation of retention policies.
3. Categories Of Documents
The types of documents that will be used are project plans, administration, presentations, analyses, working papers, contract management, communications, emails, and references.
4. Storage Of Documents
The Librarian will be responsible for the storage of the hard copy documents. These include official correspondence, samples, proposals, research material, and licenses.
4.2 Electronic Library
- Distinctive numbers are allocated to the documents in database.
4.2.1 Profile Management
- The profile of the document is used to manage and trace documents.
4.2.2 Standards For Document Designation
- The principles used for the identification of documents will be as follows:
- Names should be distinctive
- Documents that are frequently updated must contain the date and version number e.g., Orientation Plan version 2
5. Standards For Documentation
Standard project templates and standards will be used for the minutes of meetings, letters, and reports.
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