Controlled document register
Every document in FX Document Control, with its version, owner and review date. A document in the library that is not yet on the register is added automatically at version 1. Press any figure below to see just those documents, and press it again to go back to all of them.
| Code | Document | Category | Version | Owner | Review | Read | Status |
|---|
No document open
Producing the PDF…
Change this document
Edit the file in Word, then upload it here. It does not replace the live document — it waits for an approver, and everyone carries on seeing the current version until then.
Have you read this?
| Who | When |
|---|
Required reading
Not yet confirmed
| Who |
|---|
Version history
Every version SharePoint holds for this file, including saves made outside this system. Read-only — putting an old version back is a change like any other and goes through approval.
| Version | Saved | By | Size |
|---|
Waiting for approval
You uploaded this change yourself. Approving it is allowed, but it is recorded as self-approved and an auditor may ask about it.
History
| When | Action | By | Version | Note |
|---|
Add a new document
For a document that is not in the register yet. A revision of something already there goes through that document instead — open it on the Register and upload a new version, so the version history stays in one place.
Nothing is put into the library here. It is checked against the document control standard, then waits for an approver, exactly as a change does.
The standard every document has to meet
Read out of the page header of the file you upload. All six have to be there, or it cannot be submitted.
- Code — e.g. POL-263, COSHH85
- Title
- Owner — the role that owns it, e.g. H&S Advisor
- Version
- Published — dd/mm/yyyy
- Review Before — dd/mm/yyyy, and after Published
- The footer must carry “Uncontrolled if printed or downloaded”
The FX Utilities logo belongs in the page header too, so it repeats on every page rather than only the first. A document without one is flagged but not refused — plenty of the older documents predate the template.
Start from the template if you are writing something new — it already has the logo, the header block, the footer and the standard sections.
Waiting for approval
Changes uploaded but not yet released. The live document is unchanged until an approver releases it.
| Code | Document | Uploaded by | When | What changed |
|---|
Audit log
Every change, approval, rejection and revert, with who and when. Nothing in this system edits or deletes a row here — that is what makes it evidence.
| When | Code | Document | Action | By | Version | Note |
|---|
How this meets clause 7.5
ISO 9001 / 14001 / 45001 all use the same Documented Information clause. This is what to show an auditor, and where.
| Clause | Requirement | Where it is met |
|---|---|---|
| 7.5.2 (a) | Identification and description | Register: code, name, category, version, owner |
| 7.5.2 (b) | Format and media | Source kept as the original Office file; everyone reads a PDF rendered from it |
| 7.5.2 (c) | Review and approval before issue | Upload → Pending approval → released by an Approver. Editors and Approvers are separate roles in Access Control; self-approval is allowed but recorded as such |
| 7.5.3.1 | Available and suitable for use; protected | Anyone with view access can search and read every document; nobody without Editor can alter one |
| 7.5.3.2 | Distribution, access, retrieval and use | Access Control decides who sees and who changes; SharePoint site permission is required on top |
| 7.3 / 7.4 | Awareness and communication | Each document can be marked required reading for everyone or for named people; each person confirms they have read it, per version, and the register shows confirmed of required with an outstanding list and a CSV export |
| 7.5.3.2 | Control of changes (version control) | Version increments on every release; the audit log records from and to |
| 7.5.3.2 | Obsolete documents prevented from unintended use | The superseded file is moved out of the library folder into _Superseded and renamed OBSOLETE v<n> |
| 7.5.3.2 | Retention and disposition | One superseded copy is kept and can be restored here; SharePoint versioning retains the rest and is listed under Version history; the audit log is retained in full and never edited |