Document Control and Document Management Systems Training

The programme

Programme overview

The ability to control and manage documents effectively is a necessity to keep a business running smoothly in today’s competitive world. Document control ensures that all files are accurate, up to date, traceable, and compliant with industry regulations. Whether you are in the business of construction, manufacturing, healthcare, or any other sector with compliance obligations, getting document control right can save your organisation from serious legal, operational, and reputational setbacks. Document control plays a vital role in meeting the regulatory, industry, and quality standards that many organisations must follow. It ensures that documents are handled in a consistent, transparent, and accountable way, helping to build trust and reliability across operations.

Having a proper document control system in place means every file; whether it’s a policy, procedure, or form is properly managed, tracked, and updated when needed. This not only reduces the risk of using outdated or incorrect information but also ensures that everyone in the organisation is always working with the most accurate and current data. Ultimately, it’s a key step toward staying compliant and running a smooth, well-organised operation. This course is aimed at assisting organisation in setting up their document control and document management systems in place.

Who should attend

Who is this programme for?

• Document controllers
• Records personnel
• Quality management specialists
• Quality controllers
• Data management specialists
• Compliance officers

Learning outcomes

What you will learn

After attending this Document Control and Document Management Systems Training course delegates will be able-

• Understand Document Control FundamentalsExplain the key concepts, definitions, and differences between document control, document management, and records management in organisations.
• Identify the Importance of Document ControlEvaluate why document control is necessary and understand the risks and organisational benefits associated with effective document management.
• Understand Legal and Regulatory RequirementsInterpret key legal frameworks and regulations affecting document control, including PAIA, ECTA, POPIA, and other compliance requirements.
• Apply ISO Standards to Document ControlUnderstand the role of ISO standards such as ISO 9001 and ISO 15489 in establishing effective document and records management systems.
• Implement Document Control ProceduresApply structured procedures for document creation, identification, review, approval, access, tracking, and retirement.
• Develop Document Control PoliciesDesign and implement a comprehensive document control policy covering scope, roles, document lifecycle, and disposal procedures.
• Apply Best Practices in Document ManagementImplement best practices such as version control, audit trails, document numbering, and periodic review to maintain document integrity.
• Select Appropriate Document Control SystemsEvaluate and select suitable document control or document management systems based on organisational needs and technological capabilities.
• Manage Electronic Document and Records SystemsUnderstand electronic document management, records management, and enterprise content management systems used in modern organisations.
• Implement Document Appraisal and Disposal ProcessesEstablish procedures for document appraisal, retention schedules, and secure disposal of records in compliance with regulations.

Explore the programme

Detailed programme outline

Module 1:

Concepts and Definitions

• What is document control?
• Is there a difference between document control and documents management?
• Is there a difference between a document and a record in document control?
• The difference between document control and records management

Why is Documents Control necessary?

• The importance of document control
• Factors that demand document control
• Risks associated with poor document control
• Benefits of document control to an organisation

Legal requirements for document control

• Sector -Specific Regulations
• Country-Specific Legislation
• The Promotion of Access to Information Act (PAIA)
• The Electronic Communications and Transactions Act (ECTA)
• The Protection of Personal Information Act (POPI)
• The National Archives and Records Services Act (NARS)

ISO standards and document control

• ISO 15489-1:2001 (Records Management)
• ISO 9001:2015 (Quality Management Systems Requirements)
• ISO 13485:2016 (Medical Devices Quality Management Systems)
• ISO 15189:2022 (Requirements for Quality and Competence of Medical Laboratories)
• 21 CFR Part 820 (Quality System Regulation – QSR)

Module 2:

Tips on implementing document control

• Assessing your current system
• Defining Safety Standards
• Choosing the Right Tools
• Training Your Staff
• Monitoring and Review

Assessing the Types of Documents that Need To Be Controlled?

• Quality Manuals
• Quality Policy and Objectives
• Standard Operating Procedures (SOPs
• Specifications
• Forms and Templates
• Records

Document Control Procedure

• Document Creation
• Document Identification
• Document Review
• Document Approval
• Document Access
• Document Tracking
• Document Retirement

Module 3:

Document control best practices

• Developing a concise Document Control Policy
• Automating the numbering of document versions
• Monitoring metrics, retrieval time, overdue reviews, and audit findings
• Establishing a network of “document champions” in each department
• Deploying effective version control

A look into the Key components of effective document control:

• Number
• Version Control
• Audit Trail
• Periodic Review of Documents
• Access Control
• Change Control

Developing a Documents Control Policy: Key Areas

• Scope
• Roles and Responsibilities
• Document Review and Approval
• Document Distribution
• Document Storage
• Revision Control
• Document Disposal

Standardising Document Identification

• A reference codes
• Document titles
• Author and revision details
• Dates of creation and update
• Relevant department or category tags

Module 4:

Deployment Approaches for Document Control Systems

• Online/Cloud Software or On-Premise Software
• Proprietary Software or Open-Source Software
• The Concept of Complementary Assets in Documents Management

Select the Right Document Control System:

• Why embrace technology to manage documents
• Tips for choosing the appropriate DMS

Electronic Documents and Records Management Systems:

• Electronic Documents Control Systems
• Electronic Documents Management Systems
• Electronic Records Management Systems
• Electronic Documents and Records Management Systems
• Enterprise Content Management Systems

Document control systems: key functionalities explained

• Document Routing
• Compliant Electronic Signatures
• Notifications and Reminders
• Audit Trails
• Document Backup and Disaster Recovery
• Retrieval/search
• Metadata management

Module 5:

Document control systems: a look into top brands in the market

• Axero
• M-Files
• DocuWare
• MasterControl
• OpenText Documentum
• Revver
• Laserfiche
• SharePoint
• DocuSign CLM
• Confluence
• Box
• Zoho WorkDrive
• Templafy
• Dropbox Business
• Document Locator

Appraisal and disposal of Documents:

• When to appraise documents for disposal?
• Developing disposal schedules
• Implementing disposal schedules

Learning approach

How you will learn

Our diverse instructional approaches ensure effective learning:

– Lectures & Presentations: Engage with expert-driven, stimulating content.– Course Material: Access well-crafted supporting resources.– Group Work: Collaborate on discussions and case studies for practical insights.– Workshops & Role-Play: Participate in immersive, scenario-based activities.– Practical Application: Focus on applying theoretical knowledge in real situations.– Post-Training Support: Receive extensive support after training for skill implementation.

Discuss your requirements

Dates, duration & arrangements

Contact Ratomac to confirm dates, duration, delivery format, entry requirements and any applicable assessment or certification before booking.