Document Control: A Comprehensive Guide to Managing Company Documents
Understanding Document Control
Logging and Tracking Documents
Document control involves maintaining a detailed record of all documents within a company. This includes logging document names, senders, arrival dates, and storage locations. Effective logging ensures everyone knows what documents are available and where to find them, while also tracking document changes and updates. This process is crucial for maintaining organization, security, and accessibility of company documents.
Submittals: Bundles of Project Documents
Submittals are bundles of important documents related to specific projects or tasks. Document controllers create these bundles, which include plans, reports, drawings, and other necessary documents. Before distribution, submittals require proper approvals and signatures to ensure accuracy and completeness.
Forwarding Submittals to Relevant Parties
Forwarding involves sending submittals to the appropriate individuals both within and outside the company. This ensures that everyone involved in the project has access to the necessary information. Document controllers may use email, mail, or other methods to distribute submittals effectively.
Types of Submittals
Submittals have different names depending on their content and purpose. Common types include:
- Short-rank submittals
- Material submittals
- Technical submittals
These names help identify the specific documents within each bundle and their intended use.
Submittals vs. Transmittals
The key difference between submittals and transmittals lies in their purpose and organization:
- Submittals are bundles of documents requiring approval or review.
- Transmittals are documents (like cover letters) that accompany other documents, explaining their contents, recipients, and purpose.
Storing Hard Copies of Documents
Document controllers use physical filing systems like cabinets or shelves to store hard copies of documents. Each document has a designated location, often organized by category or project name. Clear labeling with names and dates ensures easy retrieval. Folders or binders may group related documents together. Regular maintenance and audits ensure document integrity and compliance with retention policies.
Storing Soft Copies of Documents
Document controllers use computer systems and document management software to store digital files. Documents are scanned or saved electronically, given unique names, and stored in folders based on categories or projects. Regular backups prevent data loss. This electronic repository allows for efficient retrieval, sharing, and management of documents.
Retrieving Documents
Document controllers retrieve documents from either physical or electronic storage systems. They locate hard copies based on labels or categories, while digital files are found using search functions in document management software. Retrieved documents can be copied or shared electronically as needed.
Daily Duties of a Document Controller
Document controllers handle various tasks related to document management, including:
- Receiving and organizing documents
- Maintaining detailed document records
- Distributing documents to relevant parties
- Creating and managing submittals
- Performing administrative tasks (copying, emailing, etc.)
These responsibilities require attention to detail, organizational skills, and efficient document management abilities.