The IT Document Management Policy Procedure defines methods for controlling documents and for storing, revising, retrieving and destroying those documents. The IT document management procedure enables any document connected with your company’s official functions to be managed, stored, and found regardless of whether it’s in paper or electronic form.
The IT Document Management Policy Procedure applies to all documents required by the company to conduct its business. To be clear, a document includes information and its supporting medium (paper, magnetic, electronic, optical, photograph, or sample). A document is an object commonly found in office systems (a spreadsheet, word processing document, database, etc.), whereas a record is a document that provides evidence of a particular business activity. (12 pages, 2033 words)
The Document Manager is responsible for developing and implementing the Document Management Plan, updating the Plan as needed, maintaining Company documents, controlling access to and distribution of such documents, managing document change, and communicating the Plan to employees.
All Employees are responsible for controlling Company documents in accordance with the Document Management Plan.
Information Technology Managers are responsible for reviewing and approving the Document Management Plan.
Department Managers are responsible for ensuring that current versions of all relevant documents are available at the point of use and that those documents are legible.
- Planning Document Management
- Document Management Plan
- Document Management Plan Review
- Documents Management Plan Update
References Used in the IT Document Management Policy Procedure
- ISO 9001:2000-Quality Management Systems- Requirements, Clause 4.2.3 (Control of Documents)
- BS 7799-2:2002-Information Security Management Systems-Specification with Guidance For Use
- Sarbanes-Oxley Act of 2002
- Control Objectives For Information and Related Technology (COBIT)
Forms Included in the IT Document Management Policy Procedure
- Document Control List Form
- Document Change Request Form
- Documents Change Control Form