Document & record control register

When you need this form

Management systems fall over on document control long before they fall over on process. An auditor picks a procedure, asks which version is in use on site, and asks who is responsible for keeping it current. This register answers all three for every controlled document on a site or contract: owner, version, review date, verification and where the evidence sits.

A spreadsheet register is only as honest as the last person who edited it. A live register records who verified each document and when, with the change history behind it. Certification auditors and head contractors both like that, because it shows the register is maintained as a habit rather than rebuilt the week before an audit.

What good looks like

• Every controlled document listed with version, issue date and next review.
• A named responsible person per document, not a department.
• Currency verified and dated, with superseded versions marked withdrawn.
• Evidence attached: the approved copy or a link to it.
• Authorisation recorded for each addition, change and removal.