Controlled Documents (QMS)

What it is

A controlled document is one your quality system depends on, such as a procedure, a policy or a work instruction. Auditors will ask which version is current, who approved it, and when it's next due for review.

The QMS Documents tab is the register that answers those questions.

Plan: Professional and above (part of Compliance).

Where to find it

Go to Compliance & QHSE → Quality Management (QMS) and open the Documents tab.

Adding a document to the register

1. Click + Document.
2. In New Controlled Document, fill in:
   • the Title;
   • the Type: Procedure, Work Instruction, Policy, Form or Record;
   • the Version, which starts at 1.0;
   • the Review Date, when it next needs reviewing.
3. Save. The document gets the next number in sequence (QMS-0001, QMS-0002 and so on) and starts as a draft.

Approving

A draft has an Approve button. Approving it changes its status to approved and records when it was approved.

Keeping track of reviews

Each document in the list shows its number, version, status, type and "Review due date".

The Dashboard tab shows how many of your documents are approved and how many are still drafts. Reviews Due (30d) counts documents whose review date falls within the next 30 days. Use it as your to-do list.

Where the document itself lives

The register records the details about each document, not the file. Keep the actual file in Documents, and give it the same QMS number in its name, for example QMS-0004 Complaints Procedure v2.0. Anyone can then match the register entry to the file.

Current limits

• You can't edit, delete or supersede a register entry from the screen. When a document is revised, add the new version as a new entry, and note in its title which number it replaces.
• A document owner can't be set.

Where to go next

• Management Review (QMS)
• Managing Non-Conformances (QMS)
• Organise Folders and Control Access