Document Control Procedure Template
Document Control & Change Control Procedure Template (UK)
Approx. 5 pages · 12 sectionsBranded PDF + editable WordLast reviewed:
What is a document control & change control procedure and who needs one?
A document control procedure ensures policies, procedures and forms are uniquely numbered, version-controlled, approved, distributed and withdrawn when superseded, so staff always use the current version. It supports ISO 9001-style quality questions in tenders and shows buyers your management system is organised and audit-ready.
Sets out document numbering, approval, version control, distribution, change requests and withdrawal of obsolete documents.
Why buyers ask for this
Buyers commonly ask how you keep policies and procedures up to date in quality questions. Document control shows your staff always work from the latest approved version.
Who needs it
Businesses building a quality management system or preparing for ISO 9001, and anyone asked how documents are controlled.
Where it comes up in a PQQ, SQ or PSQ
Under the Procurement Act 2023, supplier selection uses the Procurement Specific Questionnaire (PSQ) plus each buyer's own conditions of participation and quality questions. Typical questions this policy supports:
- Quality management questions on how documents and records are controlled
- "How do you ensure staff work to the latest version of procedures?"
- Audit questions on change control for contract documentation
- – Supports quality management (ISO 9001-style) questions
What's inside
The full document control & change control procedure runs to about 5 pages (including the branded cover and document control page) across 12 sections:
- Purpose
- Scope
- Roles & Responsibilities
- Document Register & Identification
- Creation & Approval of New Documents
- Change Control & Updating Documents
- Distribution & Access
- Use of Uncontrolled Documents
- Periodic Review
- Documented Evidence & Records
- Non-Compliance
- Review
Key points covered
- Document numbering and ownership
- Approval and issue
- Version control
- Change requests
- Withdrawal of obsolete documents
- Records
Every document carries your logo, company name, version number, approval signatory and next review date, in branded PDF plus editable Word.
UK legislation, standards and guidance it references
- ISO 9001:2015 clause 7.5 (documented information), where certified
Excerpt preview
[Your Company Ltd] (“the Company”) relies on accurate, current documents and records to deliver safe, compliant and consistent services. This Procedure aims to: This Procedure applies to: It should be read alongside:
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How to adapt it
- Read every section and remove anything that doesn’t reflect how your organisation actually works.
- Complete the bracketed [ADAPT] prompts with your own arrangements, people and data.
- Have the policy approved and signed by a director or equivalent, and communicate it to staff.
- Keep evidence that you follow it, and review it by the date shown.
Document Control & Change Control Procedure FAQs
What should a document control register include?
Document number, title, owner, current version, approval date, review date and location. The procedure includes a register format you can adopt.
How should documents be numbered?
Use a simple scheme, for example a prefix for the document type and a sequential number, with version numbers that change each time the document is approved.
What happens to superseded documents?
They are withdrawn from use, marked as superseded, and archived for reference so you can show what applied at any point in time.
How much does the Document Control & Change Control Procedure template cost?
£19.99 per policy, or £199 for all 39 policies. It is a one-off payment with no subscription, and you download branded PDF and editable Word files straight away.
Free guides
General information, not legal advice. Requirements differ between buyers and change over time; always check the tender documents.