The FSMS Document Control Database Template keeps track of document number and title, rev number, rev date, and more. Document Control should make sufficient copies for distribution to all locations indicated on FS1000-3 DOCUMENT CONTROL DATABASE. Document Control should stamp “Controlled Copy” in red on each paper copy before distributing. The master copy of the previous revision should be pulled, marked “Obsolete”, and filed in the historical files (archives). Because the electronic version will not show signatures, the current Master Copy is maintained as evidence of review and approval.
Document Control should use the Food Safety Document Control Database to maintain all controlled documents. Documents of internal origin and external origin (e.g., customer drawings, national or international standards that may be used or referenced) should be maintained in separate lists or databases. External documents are controlled only for distribution. All external standards should be purchased through Document Control, to ensure they are added to the External Document list and are properly controlled and distributed.