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Document Control
RMIT Quality Management System
Practices - Document Control
Background: RMIT, like all organisations, needs to be confident of the authority, accuracy and currency of the documentation on which people act. The approaches an organisation takes to achieving these goals are known collectively in quality assurance terms as "document control". Aside from its critical importance to the effectiveness of RMIT, good control of documentation is also an expectation of our clients and a critical focus of external and internal quality review processes (e.g. ISO). Breakdowns in this area can be a significant source of frustration to clients and staff, with attendant costs in reputation, waste and rework. Modern software makes it easy to manage documents well through templates, footers etc..
References: Quality System for RMIT - "The Way We Work at RMIT" - Council 1996, ISO 9001/2.
Scope/Application: This paper refers to all documentation that is created and distributed for information and action in managing RMIT (e.g. policies, management processes, committee papers etc.) and where "offers" are made to clients or prospective clients (e.g. through marketing brochures, course information etc.). This is separate from but complements other good office practices, e.g. correspondence tracking references etc.. It need not include personal work, but universal good practices are encouraged.
PRACTICE:
- All management documentation at RMIT (whether paper or electronic) is to include, within the document, a record of its: document name for RMIT, status, authority, currency, location and full pagination
- Draft documentation is to indicate the author and version of the draft as well.
Aspect of Control
Minimum Identifiers
Comments
Status
Approved, or
Draft
Approved: ……………….
Author & version
Authority
Person(s) Approving, or
Group(s) Approving, or
Author(s) of a draft
e.g. Vice-Chancellor
e.g. Academic Board/BOTS
Person and/or Office
Traceability:
a. Currency
Date approved, and
Date effective (if applicable)
Date of lapse (if applicable)
Date of review (if applicable), or
Version of a draft
Include day, month, year (AUS)
If different from approval
Where known or intended
When part of a review schedule
e.g. As used for software versions
b. Location of original i.e. the "control" copy of the document (Note: wherever possible this
should be an electronic copy)
Office/Individual, or
Group (includes committees) "
Web site* "
Intranet site* "
Quality System address "
Author’s file name
File name held by Office/Individual
File name held by group e.g. Board
*Electronic sites easily incorporate all features of document control
(Electronic sites under development)
e.g. on drafts
c. Pagination
Full pagination
Total pages known (no losses)
GUIDELINES: Practical examples of document control:-
1. Footer of an approved policy document
RMIT Policy: R&D at RMIT Approved: Quality & Performance Committee Effective 25 July 1998 Page 1 of 5
2. Header of an attachment to papers
RMIT Papers: Teaching & Learning Strategy Committee Paper 98/5 (8pp)
3. Footer of a draft
RMIT Practices: Personal Use of Corporate Aircraft Draft 1.0 DV-C Resources 1 April 2001 Page 1 of 136
S/: Lift off-sec.doc
4. Footers of electronically controlled documents
RMIT Processes: Course Quality Review Process - 5 June 1999 - EQRC@RMIT.edu.au
RMIT Processes: Course Design at RMIT: RMIT Quality System - Teaching & Learning/Processes/#14
RMIT Practices - Document Control Approved: Vice-Chancellor 10 July, 1998 Page 1 of 1
Quality Development Unit Version 1.1
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