Document system and document control
We organise your company's documents into a controlled system. Policies, procedures, registers and approval rules that reflect how you actually work, ready for the client's assessment.
What you receive
- A list of existing documents, with status and owner
- A tiered structure: policies, procedures, instructions, forms
- Rules for numbering, revision and approval
- Documents written from the company's actual practice
When it helps
- A client or certification body is about to assess your company.
- Documents exist in different versions on different computers.
- It is unclear who approves what and which version is current.
- Client questionnaires ask for policies and procedures you do not have.
Activities and deliverables
Inventory and classification
A list of existing documents, with status and owner
System architecture
A tiered structure: policies, procedures, instructions, forms
Numbering and versions
Rules for numbering, revision and approval
Policies and procedures
Documents written from the company's actual practice
Registers
Master document register and the operational registers required
Archive organisation
Folder or library structure, with access levels
What we aim for
The objectives of the engagement, not guaranteed results.
- Current, approved documents that are easy to find.
- Clear responsibilities for every process.
- Fast, consistent answers to client assessments.
What the result depends on
The system only works if it reflects real practice and is applied: leadership approval, involvement of process owners and records that are kept.
Responsibilities and limits
What UDG Group does
- Inventory and review the documents.
- Propose the structure and the rules.
- Draft documents together with process owners.
- Organise the archive and the registers.
What stays with your company
- Explains how work is actually done.
- Approves documents through management.
- Applies the procedures and keeps the records.
What is not included
- Certification or accredited audits.
- Documents that do not reflect the company's actual practice.
- Legal advice or assessments that require specific authorisation.
Steps
Inventory
What exists, what is missing, what clients ask for.
Structure
Tiers, numbering, approvals, access.
Drafting
Priority documents first, with process owners.
Approval and publication
Documents are issued after management approval and communicated to the team.
Maintenance
Scheduled reviews and updates when things change.
What affects timing and cost
Scope, timing and cost are agreed in writing before any work starts.
- The number of processes and documents.
- How complete the existing system is.
- The client requirements or standards targeted.
- The languages the documents must be issued in.
Frequently asked questions
What is the difference between a policy, a procedure and an instruction?
A policy states what the company sets out to achieve and the principles it follows. A procedure describes who does what and in what order. A work instruction shows step by step how a specific task is carried out.
Will you help us get ISO certified?
We prepare the documentation and organisation the standard requires. Certification itself is issued by an accredited certification body following its own audit.
Where are the documents kept?
Where your team already works, usually SharePoint or Microsoft 365, with access levels for sensitive documents.
Related services
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