The IT Document Management Procedure defines methods for controlling documents and for storing, revising, retrieving and destroying those documents. The IT document control 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 Process Procedure applies to all documents required by the company to conduct its business. (12 pages, 2033 words)

IT Document Management Responsibilities:

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.

IT Document Management Definitions:

Controlled Document – Any document for which distribution and status are to be kept current by the issuer, to ensure that authorized holders or users have the most up-to-date version available.

Document – 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.

External Document – A document of external origin that provides information or direction for performing work. Examples of external documents are customer drawings, industry and governing body standards, vendor-supplied user manuals, and equipment manuals.

Record – In Information Technology, a record is a data structure aggregating several items of possibly different types. The items being aggregated are called fields and are usually identified or indexed by field labels. Generally, a record is data or information of any kind and in any form, created or received and accumulated by an organization in the course of conducting business and subsequently kept as “evidence of activity” through incorporation into a recordkeeping system.

IT Document Management Procedure Activities

Planning IT Document Management
IT Document Management Plan
IT Document Management Plan Review
IT Documents Management Plan Update

IT Document Management Procedure References

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)