What does controlled document mean?

Controlled documents refer to documents that are registered, distributed or independently archived and controlled according to the scope of issuance, and can ensure recovery; it is a standard and responsibility-based document. When necessary modifications need to be applied for and registered ECN documents must be reviewed and approved, and ECN must also be controlled; when controlled documents become invalid, they should be promptly withdrawn from all usage situations to prevent their misuse.

The operating environment of this tutorial: Windows 10 system, Dell G3 computer.

Controlled documents refers to documents that are registered, distributed or independently archived and controlled according to the scope of issuance, and can be guaranteed to be recovered. It is mainly jointly controlled by the Document Control Center and the Certification Office.

This is a standard and responsibility-based document. When necessary modifications need to be made, an application must be made, the ECN file must be registered, reviewed and approved, and the ECN must also be controlled. The document cover is generally stamped with a controlled stamp. Controlled files are the symmetry of "uncontrolled files". Any file that can produce multiple modification states or multiple versions is a controlled file. That is to say, any file with modifications and version changes is a controlled file. Controlled files are primarily the only valid version of a file that controls usage.

Controlled files can be copied for reading reference, but the copied files will not take effect. Many companies also take photos of controlled documents and upload them to the internal LAN so that they can be viewed directly on the network in case of need or dispute. This can avoid the loss and damage of the original documents.

Generally speaking, these documents are documents that are used for a long time and are always in a state of modification and revision, such as: cost manuals, program documents, various rules and regulations, quotas, standard costs, budgets, etc. When controlled documents become obsolete, they should be promptly withdrawn from all uses to prevent their misuse.

Extended information

After controlled documents or information are lost, it is generally necessary to refill the "Document Filing and Release Application Form", state the reasons, and report to the relevant authorities Department approval and filing. When reissuing documents, the Document Control Center will cancel the controlled number of the lost document on the "Application Form for Document Filing and Issuance", compile a new controlled number, and notify the relevant departments to declare it invalid to prevent misuse.

Generally, controlled documents cannot be taken out of the workplace (or specified places). Also, all controlled documents should be properly maintained. Losing controlled documents is a violation of the company's rules and regulations, and you should be punished according to relevant internal regulations. As for the standard of punishment, it is determined by the company's relevant management system.

Of course, there must be backups of important files. For example, the originals should be kept in the archives. Once the copies are lost, they can be replaced immediately. If the files are confidential, only part of the files can be used at a time. In addition, the accountability system must be strengthened. One of the two people must be responsible for it or must return it after use every day.

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