Control of documents procedure

Intent and objectives

This procedure describes the process for controlling documents required by the Quality Management System. Document control is required to ensure authority, accuracy and currency of the documentation on which people act.

Scope

RMIT Staff

This procedure will apply to all documentation that is created, distributed and retained for information and action in managing RMIT, such as policies, management processes, committee and board papers, and material for clients or prospective clients, such as marketing brochures, program and course information.

Exceptions

Documents necessary to ensure consistent operation of the University must be controlled. Other documents need not be controlled but it is of benefit to identify all documents.

Procedure steps and actions

Procedure

Responsibility

Timeline

Documents that define the operation of the University are identified. Prime examples of these are all University policies, instructions for carrying out particular activities (eg Yellow Book), quality manuals, etc. Lists of those documents deemed to be controlled should be maintained by the areas responsible for the documents.

Areas responsible for the activity defined by the controlled document.

As required, but especially when reviews have occurred or new processes are developed.

Controlled documents are written in the defined format for the type of document they are. The definition of this format can itself be a controlled document. Examples are the Policy on Policies, policy on procedures. Appropriate identification of the documents shall be shown on all pages (see guideline below).

Owner of the controlled document.

Following identification of controlled document.

Controlled documents are authorised for use by an appropriate signatory. This can be Council or VC, but is determined by the level of authority the document has. Operating procedures may be authorised by the manager of the process being described.

Appropriate level of authority.

When document is ready for authorisation.

Contents of controlled documents are reviewed and updated on a regular basis. The review process should involve users of the document and receivers of the output of the process. Updated documents need to be authorised as appropriate.

Owner of controlled document.

According to a plan, usually every two years but more often if there are changes to processes or restructures of the organisation.

Controlled documents are communicated to staff that are affected by the instructions contained. This is particularly important when amendments have been authorised.

Owner of controlled document.

As soon as a controlled document has been authorised, or amendments have been authorised.

The process of controlling documents is reviewed on a regular basis. Any changes to the process are documented and communicated to users of the process.

Quality Consultancy Unit.

As part of the maintenance of the QMS.

How will the efficiency and effectiveness of this procedure be measured?

Controlled documents are pertinent and up-to-date.

Controlled are readily available for use by staff (eg on Web).

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