Templates
ISO 9001 Document Control Procedure Template (Clause 7.5)
A free document control procedure template for ISO 9001 Clause 7.5. Covers version control, approval workflows, retention schedules, and a filled-in example from a real manufacturing company.
Free Document Control Procedure
Word document (.docx) — use immediately, no sign-up required
Download Blank TemplateWorked Example — ABC Precision Manufacturing
Download ExampleWhy Document Control Matters
ISO 9001 Clause 7.5 requires that organizations control documented information — meaning the right documents are available at the right place, protected from unauthorized changes, and kept current. Without a defined procedure for how this works, you get inconsistency: different employees using different versions, obsolete procedures still in circulation, and no clear trail of who approved what.
When an auditor walks the floor, they ask three things about documents:
- →Is the current version of this procedure available at the point of use?
- →Is the version on the shelf the same as the approved version in the system?
- →Can you show me evidence that someone approved this document?
A written document control procedure makes it possible to answer all three consistently — and to train every new employee on the system without relying on tribal knowledge.
What Your Document Control Procedure Should Cover
A complete document control procedure addresses the full lifecycle of a document — creation, approval, distribution, revision, and retirement. Here are the ten elements every procedure should include:
Scope
Define which documents are covered — quality policies, SOPs, work instructions, forms, external documents. Be explicit about what is excluded (e.g., financial records, HR files) if there could be ambiguity.
Document Numbering / Naming Convention
Establish a consistent naming system. Example: QP-XXX for quality policies, SOP-XXX for procedures, WI-XXX for work instructions, F-XXX for forms. Consistent numbering makes cross-referencing and auditing straightforward.
Revision Levels
Define how revisions are designated — Rev A, Rev B... or Rev 1, Rev 2... Include rules for what constitutes a minor vs. major revision, and whether minor revisions reset training assignments.
Creation and Review Process
Who can create a new document? What review steps are required before it becomes active? Minimum: author drafts, subject matter expert reviews, quality approves. Define the expected review timeline.
Approval Authority
Specify who can approve each document type. Not every document needs top management sign-off. Example: Work Instructions approved by Department Manager; SOPs by Department Manager + Quality; Policies by Quality Director.
Distribution and Access
How do employees get access to current documents? Are they stored in a shared drive, a document control system, or posted at point of use? This section should make it clear that only current, approved versions are available.
Change Control
How does someone request a revision? Define the Document Change Request (DCR) process, who evaluates the need for change, and the approval steps for the revised document. Changes should never take effect before approval.
Obsolete Document Handling
When a new revision is approved, what happens to the old one? It must be removed from all points of use. Define whether obsolete documents are deleted, archived with an OBSOLETE stamp, or moved to a controlled archive folder.
Record Retention Periods
Define how long each record type must be retained. Example: training records for duration of employment + 3 years, quality records for 5 years, calibration records for life of equipment + 3 years. This must align with any regulatory or customer requirements.
External Documents
Customer specifications, industry standards (ISO 9001, AIAG), and regulatory requirements are controlled external documents. Define how they are identified, where they are stored, and who is responsible for monitoring for updates.
Filled-In Example: ABC Precision Manufacturing
Here is an excerpt from the document control procedure used by ABC Precision Manufacturing — a CNC precision machining company. This shows how the key elements translate into a real, specific procedure.
DOCUMENT CONTROL PROCEDURE — QP-001
ABC Precision Manufacturing, LLC | Rev C | Effective: March 1, 2024
Approved By: Robert Haines, Quality Director
Document Numbering Convention
Approval Authority
SOPs and Work Instructions: Department Manager + Quality Manager
Quality Policies: Quality Director
Forms: Department Manager
Revision Process
Changes are initiated via Document Change Request (F-012). The Quality Manager reviews the request within 5 business days and assigns a drafter if approved. Previous revision is archived in the “Obsolete Documents” folder and marked SUPERSEDED upon release of the new revision.
Record Retention Schedule
Document vs. Record — Knowing the Difference
ISO 9001 uses “documented information” to cover both documents and records, but they are controlled differently. Your procedure should address both clearly.
| Documents | Records |
|---|---|
| SOPs, Work Instructions, Policies | Training logs, Inspection reports, NCRs |
| Subject to version control | Retained as-is |
| Can be revised | Cannot be altered after creation |
| Describe what to do | Prove that it was done |
| Controlled by approval process | Controlled by retention schedule |
How Training Tiger Fits Into Document Control
Document control and training management are tightly connected. When you revise a procedure, someone needs to make sure every affected employee learns the new version. When an auditor asks for training records, they want to see which version employees were trained on — not just that they were trained on “the SOP.”
Automatic retraining on revision
When you upload a new document revision in Training Tiger, it automatically creates a training assignment for every employee linked to that document. No manual follow-up, no missed employees.
Instant training records
Employees read the updated version and confirm understanding — creating a timestamped record linked to that specific revision. No paper, no chasing signatures.
Version-linked audit trail
Auditors can pull a complete history showing who was trained on which document version and when. This closes one of the most common document control gaps found in ISO 9001 audits.
Close the Gap Between Documents and Training
Training Tiger connects your document revisions directly to employee training records — so you always know who has been trained on the current version, and auditors can see the proof.
Start Free Trial →Frequently Asked Questions
What does ISO 9001 Clause 7.5 require for document control?
ISO 9001 Clause 7.5 requires organizations to control documented information to ensure it is available where needed, adequately protected, and managed for distribution, access, retrieval, use, storage, preservation, and disposition. This includes maintaining documents as current, protecting them from unintended use, and retaining records as evidence of conformance.
What is the difference between a document and a record in ISO 9001?
Documents (like SOPs, work instructions, and policies) describe what should be done and are subject to version control and revision. Records (like training logs, inspection reports, and NCRs) provide evidence that something was done and are retained but not revised. ISO 9001 uses the term "documented information" to cover both.
Do I need a document control procedure to pass an ISO 9001 audit?
ISO 9001 does not explicitly require a standalone document control procedure, but auditors will verify that your organization controls documented information in practice. Having a written procedure makes it much easier to demonstrate compliance and train employees on the system. Most certified organizations maintain a document control procedure as a core QMS document.
How long should you retain ISO 9001 records?
ISO 9001 does not specify a single retention period — it states that the organization shall retain documented information for the period needed to demonstrate conformance. Most organizations use a minimum of 3 years, though regulated industries (medical devices, aerospace, automotive) often require longer periods. Your document control procedure should specify retention periods for each record type.