SOP-ADM-001: Document Control and Management

1.0 PURPOSE AND SCOPE

Purpose: To ensure all institutional documents are properly controlled, updated, and accessible.
Scope: All manuals, procedures, records, policies, and templates.

2.0 DEFINITIONS

• Controlled Document: Official version-tracked document
• Uncontrolled Document: Reference copy
• Master Document: Original approved document
• Obsolete Document: Superseded version

3.0 RESPONSIBILITIES

Role	Responsibilities
Document Controller	Maintain document register, distribution
Department Heads	Document creation, review requests
Head of Operations	Final approval, access control
All Staff	Use current versions, report changes

4.0 PROCEDURE STEPS

4.1 Document Creation

Step 1: Identify need for new document
Step 2: Prepare draft using standard template
Step 3: Include:

• Document ID
• Version number (1.0)
• Effective date
• Page numbering

Step 4: Route for review and approval

4.2 Document Approval

Step 5: Department Head reviews for technical accuracy
Step 6: Head of Operations approves for implementation
Step 7: Managing Director final approval for policies
Step 8: Document Controller updates master register

4.3 Document Distribution

Step 9: Identify distribution list
Step 10: Issue controlled copies with stamp
Step 11: Recipients acknowledge receipt
Step 12: Update distribution record

4.4 Document Maintenance

Step 13: Scheduled review (annual unless specified)
Step 14: Track changes and revisions
Step 15: Archive obsolete documents
Step 16: Maintain version history

5.0 FORMS AND TEMPLATES

• Form DOC-001: Document Control Register
• Form DOC-002: Document Change Request
• Form DOC-003: Document Distribution Record
• Form DOC-004: Document Approval Sheet
• Template: Standard Document Format

6.0 RECORDS TO BE MAINTAINED

• Document Control Register (permanent)
• Approval records (permanent)
• Distribution records (2 years)
• Change history (permanent)
• Obsolete documents (1 year after supersession)

7.0 MONITORING AND MEASUREMENT

• Document Availability: (Target: 100%)
• Review Compliance: (Target: 100% on schedule)
• Version Control: (Target: No obsolete documents in use)
• Access Accuracy: (Target: Appropriate access rights)

8.0 REVIEW AND REVISION

• Annual Review: Each document annually
• Revision Trigger: Process changes, non-compliance, improvements
• Approval Authority: Head of Operations