Best Practices For Document Version Control In ISO Management Systems

Version Control of Documents

Version control of documents refers to the storing and organizing records that are updates and revisions of a document, approvals of such changes, and historical records of both the document and changes made. Document version control under ISO-certified organizations establishes integrity of the management system by preventing accidental use of outdated documents besides ensuring that all changes are tracked and authorized. Well done version control offers preparedness for audit and operational excellence.

Best Practices For Document Version Control In ISO Systems

1. Establish Clear Naming Conventions for Documents

An adopted consistent file naming scheme differentiates document versions and their states. This means that confusion is prevented because users can quickly find their way to the right version.

• Include document type, title and the version number 
  
  
• Use standardized separators (underscore, dash) and avoid ambiguous terms like "final"-which often create nasty filenames like "final_final_thisone".
  
  
• Append dates and initials if appropriate.

2. Give Each Update A Unique Version Number

A version should be assigned every time a document is changed, with an indication as to whether the change is major or minor.

• Sequencing for logical versions should be consistent: (i) minor edits (v1.0 → v1.1) and (ii) greater changes (v2.0).
  
  
• Write out the version number prominently in both document body and file.
  
  
• Document the reasons for each change along with it in a version log within the document itself.

3. Centralize Document Storage and Access

• All of these controlled documents should be stored in one defined, secured, and centralized physical or digital system.
  
  
• Documents that are active should not reside in personal computers or email but should be kept in a validated Document Management System (DMS) or a QMS platform.
  
  
• Index and categorize documents for simple retrieval by project, owner, date, and status.
  
  
• Make the documents partly available with the authorized staff; they should always have access to the updated versions.

4. Apply Role-based Access and Approval Workflows

• Control, review, and approvals by assignment or responsibility.
  
  
• Documents can be edited only by the assigned authors/editors; a reviewing and commenting can be performed by the rest.
  
  
• Automate workflow to send revised documents to draft, review, and approval operations with time stamps recorded on all operations.
  
  
• Releases must be reviewed and signed off by authorized approvers.

5. Keep Complete Version Histories and Audit Trails

Any modification on any document such as an edit, a review, and an approval must be recorded with:

• Timestamp of change
  
  
• Author/editor's name
  
  
• Details of the modification
  
  
• The version numbers are used in the past and new
  
  
• Comments or justifications

Contemporary document management systems will give complete audit trails and it is possible to roll back to the previous versions in case of error.

6. Store and Retain Obsolete Versions

• Never delete older versions because these old versions are stored as archives and can be referred to in future and auditing purposes.
  
  
• Deactivate the old records in the active directories but store them in the archives folders, with only those people who need it having access.
  
  
• Set the term of retention on the basis of the regulatory and organizational requirements with references to the adherence to the audit requirements and the law.

7. Connect Documents with Processes and Training

• Relate all the controlled documents to the corresponding process, audit or training requirements.
  
  
• Mentioned related SOPs, checklists, or training modules in each document.
  
  
• Connect link versions to improvement, risk or compliance processes to facilitate traceability and integration of the system.

8. Perform Version Control Process Review and Audits on a regular basis.

• Periodically have an internal audit of the version control system.
  
  
• Ensure that there is consistency in the process of naming, versioning and access.
  
  
• Determine and eliminate cases of outdated documents that are in use.
  
  
• Take corrective measures based on the results of the audit.
  

Conclusion

It is imperative for ISO documentation management to uphold sound version control as one of the pillars in supporting compliance, quality, and operational effectiveness. Such a system would build up an environment of documentation for organizations that would remain secure, traceable, and responsive to change by enforcing capable standards on naming conventions and single version numbers, providing access in a centralized manner, controlling editing rights, ensuring full history maintenance, and regular process audits.