Document Control should log external documents in the Document Control Database Log Template and distribute only to approved/interested parties. Document Control should maintain a master list (or database) of all controlled documents, in accordance with AD1000-2 DOCUMENT CONTROL DATABASE. The Document Control list/database should contain the following information on each document, at a minimum:
Current revision number/ID;
Effective date; and
Document Control should distribute documents only to locations/personnel shown on the database. Alternatively, Document Control should limit electronic document access to those locations/personnel identified in the Document Control Database Log Template. The Sales and Marketing Managers should meet at least annually to review the AD1000-2 DOCUMENT CONTROL DATABASE for the purpose of ensuring that content, appearance, etc., of all documents is current and ensuring that release and review dates are current.