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Financial Document Control should log external documents in the Financial Document Control Log Template, which is used as a Financial Document Control Database, to distribute and control document changes that are being worked on by the approved/interested parties. The FA1030-2 FINANCIAL DOCUMENT CONTROL DATABASE is a Financial Document Control Log Template that contains, at a minimum, the following information on each document:
Financial Document Control should distribute (or limit distribution of electronic) documents only to locations shown on the database. Document Control should periodically review the Document Control Database for document currency and relevance (at least annually is recommended).
If Document Control believes a financial document is out of date and/or no longer relevant, Document Control should alert the CFO and the process owner(s) who use the document – in writing (email), preferably – at a minimum. The CFO or delegate should attest to the obsolescence in writing. Document Control should record the date of obsolescence in FA1030-2.