> Document control checklist with 30 checkpoints for creating, approving, distributing, changing and retaining documents under ISO 9001 clause 7.5. Source: [https://docxpert.io/en/checklists/document-control](https://docxpert.io/en/checklists/document-control) # Document Control Checklist for ISO 9001 Clause 7.5 Save as PDF Print-ready version with tick boxes. [Get the PDF](https://docxpert.io/en/checklists/document-control#download) ## What document control is about Document control ensures that people always work with the correct, approved version and that evidence remains unchanged and retrievable. ISO 9001 speaks of **documented information** that is either \*maintained\* (such as procedures) or \*retained\* (records such as inspection reports). The standard does not prescribe a particular system. What matters is that identification, review, approval, distribution, change and retention are defined and evidenced. Background is in our guide to [ISO 9001 document control](https://docxpert.io/en/guides/iso-9001-document-control). ## Checkpoints ### Creating and identifying (7.5.2) - Every document has a unique title, number and revision status. - The responsible person or author is identifiable. - The effective date or approval date is stated. - Consistent templates with a fixed structure exist (purpose, scope, procedure, responsibilities). - Language and format suit the audience, e.g. work instructions with pictures for the shop floor. ### Review and approval - Before approval, a qualified person reviews content and adequacy. - Review and approval are evidenced with person, date and outcome. - Critical documents follow the four-eyes principle (separate reviewer and approver). - It is defined who may approve which document types. ### Distribution and availability (7.5.3.1) - Current documents are available at the point of use, including on the shop floor or on the road. - Affected employees are informed about new or changed documents. - Acknowledgement of important documents is evidenced (for example via [read and understood](https://docxpert.io/en/features/read-acknowledgement)). - Access rights are defined: who may read, who may change? - External documents (standards, customer specifications, laws) are identified and their status is monitored. ### Change and versioning (7.5.3.2) - Changes create a new version; the previous state remains traceable. - The reason for the change is documented. - Changes are reviewed and approved again. - Readers can see what changed (change note or comparison). - Documents are reviewed for currency at defined intervals (review cycle). ### Obsolete documents - Superseded versions are protected against unintended use. - Printouts are marked as controlled or uncontrolled; controlled copies can be verified. - Withdrawn documents are actively collected or blocked, and affected people are informed. - Archived versions remain retrievable as evidence. ### Records and retention - A retention period is defined for each type of record. - Records are protected against alteration (e.g. write protection, audit trail). - Backup and restore are defined and tested. - Disposal after the retention period is defined and data-protection compliant. - Statutory periods (e.g. medical devices, tax law) are taken into account. ### Effectiveness in practice - Spot check: only current versions are posted at workstations. - Spot check: employees find the right document in less than a minute. ## What a digital solution takes care of QMS software handles many checkpoints almost automatically: versions are created for you, approvals are logged with person and time, obsolete versions are archived and new versions are distributed to the right people. In docxpert this includes [approval workflows](https://docxpert.io/en/features/approval-workflows), [version control](https://docxpert.io/en/features/version-control) with comparison and a tamper-evident [audit trail](https://docxpert.io/en/features/blockchain-audit). ## Download the checklist as PDF Print-ready with tick boxes – ideal for your next audit or team meeting. Free; we also email you the link. ## Frequently asked questions Do I need a quality manual? No. Since ISO 9001:2015, a quality manual is no longer required. Many companies keep one anyway as an overview of the system. Is a shared network drive enough? In principle yes, if approval, versioning, access rights and protection against obsolete versions are reliably controlled. In practice it often fails because of copies and missing approval evidence. How often should documents be reviewed? The standard does not set a period. One to three years is common, depending on risk. What matters is that the interval is defined and kept. ## Read next [ISO 9001 document controlWhat clause 7.5 really requires – and how to implement it without bureaucracy.Learn more](https://docxpert.io/en/guides/iso-9001-document-control) [Document controlControlled documents with status, validity, review cycles and access rights – aligned with ISO 9001 clause 7.5.Learn more](https://docxpert.io/en/features/document-management) [Review & approvalSingle and dual-stage approvals with rules per document type, delegation and complete evidence.Learn more](https://docxpert.io/en/features/approval-workflows) [ISO 9001 internal audit checklistAudit questions for clauses 4 to 10 – to tick off and download as PDF.Learn more](https://docxpert.io/en/checklists/iso-9001-internal-audit-checklist) ## Try docxpert free for 14 days Document control, approvals, training and evidence in one platform – with English and German templates for more than ten standards. 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