Documentation refers to the written or graphical procedures, policies, work instructions and includes all relevant Management System’s documented information both the maintained (documents) and retained (records).

This service entails conducting a documentation survey and review to identify the status of documentation and establish any existing gaps based on the
established criteria. The survey usually involves conducting a tour/inspection of the documentation storage areas; Libraries / Registries /Records Centers) to understand the nature, types of documentation, storage and maintenance in order to enable easy accessibility when needed for decision making

Documentation review refers to a thorough assessment and analysis of the documentation management system, both internal and external against the respective regulations, standards and other applicable requirements in order to confirm their adequacy, completeness, suitability, effectiveness and authority in facilitating the achievement of the set objectives and determining the respective management system conformity with the assessment criteria. It also helps in identifying the gaps and weaknesses in the documentation system in order to improve it.

Objectives of the Documentation Management System Assessment

  1. Evaluate the documentation management and control system’s compliance against the respective best practice standard ISO 9001: 2015 (Quality) ISO 15489 (Records), ISO 30401 (Knowledge Management) and other industry specific standards and applicable regulations requirements
  2. Confirm the documentation management system’s adequacy in ensuring information safety, security and supporting the respective business objectives
  3. Confirm documentation standardization and uniformity in presentation, layout, format, hierarchical structure among other requirements
  4. Assess the documentation control processes and confirm their effectiveness in ensuring documentation safety
  5. Assess the management and control of external documents to confirm their conformity with requirements
  6. Assess documentation responsibilities to confirm the personnel skills and competency to handle the respective documentation roles
  7. Guide the road map for stable documentation management implementation programs (Documents and records) for the respective companies