SAA/SNZ HB 168:2017
Document control
Provides guidelines for processes, procedures and systems for implementing a document control program.
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SA/SNZ HB 168:2017 DOCUMENT CONTROL
PREFACE
CONTENTS
1 INTRODUCTION
1.1 Document control
1.1.1 General
1.1.2 Document control framework
1.1.3 Document control program
1.2 Controlled documents
1.3 Purpose
1.4 Using this Handbook
2 REFERENCED DOCUMENTS
3 DEFINITIONS
4 KEY ELEMENTS OF DOCUMENT CONTROL
4.1 General
4.1.1 Documents requiring control
4.1.2 Benefits of document control
4.2 Guiding principles of document control
4.2.1 General
4.2.2 Metadata
4.2.3 Document identification
4.2.4 Security and access
4.2.5 Management of change
4.2.6 Controlled document characteristics
4.2.7 Document control system characteristics
4.2.8 Legislative and regulatory compliance
4.2.9 Classification scheme
4.3 Considerations of a document control framework
4.3.1 General
4.3.2 Document control policy
4.3.3 Document control program
4.3.4 Document control tools
4.3.5 Document control system capabilities
4.4 Document control resources
4.4.1 General
4.4.2 Primary document control roles and responsibilities
4.5 Guiding principles for document quality, presentation and controls
4.5.1 General
4.5.2 Document preparation
4.5.3 Document format
4.5.4 Document naming conventions
4.5.5 Date convention
4.5.6 Document control information
4.5.7 Unique document identifier
4.5.8 Document status
4.5.9 Versions and revisions
4.5.10 Document page numbering
4.5.11 Transmittal of documentation
4.5.12 Inclusion of information management systems in contracts and tenders
4.6 Project document control
4.6.1 General
4.6.2 Contract document requirements list
4.6.3 Document change register
5 ELEMENTS OF A DOCUMENT CONTROL PROGRAM
5.1 Features and functions expected from a document control system
5.1.1 General
5.1.2 The lifecycle of content and condition-statuses
5.2 Document control processes
5.3 Supporting technology
6 DEVELOPING A DOCUMENT CONTROL FRAMEWORK
6.1 General
6.2 User consultation
6.3 Useability testing
6.4 Controlled document classification
6.5 Maintaining the document control system
6.6 Monitoring and compliance
7 IMPLEMENTING A DOCUMENT CONTROL PROGRAM
7.1 General
7.2 Conversion and migration strategies
7.3 Communicating the document control program to end users
7.4 Automation of document control processes
7.5 Training and education
8 CHECKLIST FOR DOCUMENT CONTROL PROGRAM DEVELOPMENT
APPENDIX A - GLOSSARY OF TERMS
APPENDIX B - INFORMATION IN THE SCHEME OF THINGS
APPENDIX C - INFORMATION PROCESSES
APPENDIX D - DOCUMENT CONTROL PROCESS DIAGRAM
APPENDIX E - SAMPLE UNIQUE DOCUMENT IDENTIFICATION SCHEMAS
APPENDIX F - EXAMPLE CONTROLLED DOCUMENT METADATA
F1 EXAMPLE MANAGEMENT SYSTEM CONTROLLED DOCUMENTATION METADATA
F2 EXAMPLE TECHNICAL CONTROLLED DOCUMENT METADATA
F3 EXAMPLE MEDICAL AND HEALTHCARE CONTROLLED DOCUMENTATION METADATA
F4 EXAMPLE EDUCATIONAL CONTROLLED DOCUMENTATION METADATA
F5 EXAMPLE GROUNDWATER RESOURCE CONTOLLED DOCUMENTATION METADATA
APPENDIX G - EXAMPLE DOCUMENT QUALITY CHECKLIST
APPENDIX H - EXAMPLE DOCUMENT CONTROL SYSTEM REQUIREMENTS
APPENDIX I - EXAMPLE CONTROLLED DOCUMENT STATUSES
APPENDIX J - EXAMPLE DOCUMENT ISSUE REASONS
APPENDIX K - EXAMPLE DOCUMENT PUBLICATION STATUSES
APPENDIX L - EXAMPLE DOCUMENT VERSION/REVISION TRACKING
L1 GENERAL DOCUMENTATION
L2 ENGINEERING DOCUMENTATION
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References
Records management - Physical storage
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SA/SNZ HB 168:2017 DOCUMENT CONTROL
PREFACE
CONTENTS
1 INTRODUCTION
1.1 Document control
1.1.1 General
1.1.2 Document control framework
1.1.3 Document control program
1.2 Controlled documents
1.3 Purpose
1.4 Using this Handbook
2 REFERENCED DOCUMENTS
3 DEFINITIONS
4 KEY ELEMENTS OF DOCUMENT CONTROL
4.1 General
4.1.1 Documents requiring control
4.1.2 Benefits of document control
4.2 Guiding principles of document control
4.2.1 General
4.2.2 Metadata
4.2.3 Document identification
4.2.4 Security and access
4.2.5 Management of change
4.2.6 Controlled document characteristics
4.2.7 Document control system characteristics
4.2.8 Legislative and regulatory compliance
4.2.9 Classification scheme
4.3 Considerations of a document control framework
4.3.1 General
4.3.2 Document control policy
4.3.3 Document control program
4.3.4 Document control tools
4.3.5 Document control system capabilities
4.4 Document control resources
4.4.1 General
4.4.2 Primary document control roles and responsibilities
4.5 Guiding principles for document quality, presentation and controls
4.5.1 General
4.5.2 Document preparation
4.5.3 Document format
4.5.4 Document naming conventions
4.5.5 Date convention
4.5.6 Document control information
4.5.7 Unique document identifier
4.5.8 Document status
4.5.9 Versions and revisions
4.5.10 Document page numbering
4.5.11 Transmittal of documentation
4.5.12 Inclusion of information management systems in contracts and tenders
4.6 Project document control
4.6.1 General
4.6.2 Contract document requirements list
4.6.3 Document change register
5 ELEMENTS OF A DOCUMENT CONTROL PROGRAM
5.1 Features and functions expected from a document control system
5.1.1 General
5.1.2 The lifecycle of content and condition-statuses
5.2 Document control processes
5.3 Supporting technology
6 DEVELOPING A DOCUMENT CONTROL FRAMEWORK
6.1 General
6.2 User consultation
6.3 Useability testing
6.4 Controlled document classification
6.5 Maintaining the document control system
6.6 Monitoring and compliance
7 IMPLEMENTING A DOCUMENT CONTROL PROGRAM
7.1 General
7.2 Conversion and migration strategies
7.3 Communicating the document control program to end users
7.4 Automation of document control processes
7.5 Training and education
8 CHECKLIST FOR DOCUMENT CONTROL PROGRAM DEVELOPMENT
APPENDIX A - GLOSSARY OF TERMS
APPENDIX B - INFORMATION IN THE SCHEME OF THINGS
APPENDIX C - INFORMATION PROCESSES
APPENDIX D - DOCUMENT CONTROL PROCESS DIAGRAM
APPENDIX E - SAMPLE UNIQUE DOCUMENT IDENTIFICATION SCHEMAS
APPENDIX F - EXAMPLE CONTROLLED DOCUMENT METADATA
F1 EXAMPLE MANAGEMENT SYSTEM CONTROLLED DOCUMENTATION METADATA
F2 EXAMPLE TECHNICAL CONTROLLED DOCUMENT METADATA
F3 EXAMPLE MEDICAL AND HEALTHCARE CONTROLLED DOCUMENTATION METADATA
F4 EXAMPLE EDUCATIONAL CONTROLLED DOCUMENTATION METADATA
F5 EXAMPLE GROUNDWATER RESOURCE CONTOLLED DOCUMENTATION METADATA
APPENDIX G - EXAMPLE DOCUMENT QUALITY CHECKLIST
APPENDIX H - EXAMPLE DOCUMENT CONTROL SYSTEM REQUIREMENTS
APPENDIX I - EXAMPLE CONTROLLED DOCUMENT STATUSES
APPENDIX J - EXAMPLE DOCUMENT ISSUE REASONS
APPENDIX K - EXAMPLE DOCUMENT PUBLICATION STATUSES
APPENDIX L - EXAMPLE DOCUMENT VERSION/REVISION TRACKING
L1 GENERAL DOCUMENTATION
L2 ENGINEERING DOCUMENTATION
SAA/SNZ HB 168:2017
Online Library subscription information
Online library subscriptions provide a cost-effective solution for organisations of any size to access the latest standards, offering 24/7 access to a personalised catalogue. The service ensures subscribers have have the most up-to-date version of selected standards, incluing automatic updates for any amendments or versions. Pricing is dependent on the chosen standards and the number of concurrent users, with discounts applied from the standards PDF price. For customised subscriptions or further inquiries, contact the Online Library team.