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SA/SNZ HB 168:2017


Document control

Provides guidelines for processes, procedures and systems for implementing a document control program
Published: 18/09/2017
Pages: 52
Table of contents
Cited references
Content history
Table of contents
About this publication
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 General Project unique identifier Long term item (operations or technical library) unique identifier
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 Metadata, indexes and appendices Document language Fonts Units of measurement, document sizes, margins and alignment Hyperlinks Embedded files Wet (ink) signatures
4.5.3 Document format Electronic documents Physical documents Scanned documents Photographs and images Compressed electronic files Comma separated value (CSV) data files Document passwords and security
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 General Hyperlinks
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
Appendix B
Appendix C
Appendix D
Appendix E
Appendix F
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
Appendix H
Appendix I
Appendix J
Appendix K
Appendix L
L1 General documentation
L2 Engineering documentation
Cited references in this standard
Records management — Physical storage
Information and documentation - Records management - Part 1: Concepts and principles
Date and time - Representations for information interchange - Part 2: Extensions
Writing paper and certain classes of printed matter - Trimmed sizes - A and B series, and indication of machine direction
Quality management systems — Requirements
Content history
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