10 Types of Document Control

John Spacey, updated on January 03, 2023

Document control is the process of ensuring that organizations realize value from documents without being exposed to unnecessary risks. This can include processes, policy, metadata and toolsets such as document management systems designed to make documents secure, available and useful. The following are common document control functions.

Version Control

Policies and tools for implementing a system of version numbers for documents. Typically all versions of documents are retained with metadata such as a document description.

Change Tracking

Policies and tools for tracking change to a document. For example, a change history table within a document itself.

Document Tracking

Tools for tracking access, updates, deletions, sharing and other document related events.

Reviews & Approvals

Processes, policies and tools for reviews and approvals of documents.

Audit Trail

Keeping a record of who has accessed or changed documents together with security information such as their user id and IP address.

Structure & Organization

The structural design of shared document environments. For example, being able to view documents by customer, project and team in a clear and concise information structure.

Sharing

Processes, policies and tools for distribution of documents to internal and external stakeholders.

Document Lifecycle

The process of capturing, reviewing, maintaining and disposing of documents.

Compliance

Compliance to the law in areas such as privacy and retention of information.

Information Security

Information security is a primary concern in the control of documents. For example, selection of tools and design of distribution policy may be primarily focused on preventing a data breach.

Overview: Document Control
Type	Information Management
Definition	The process of ensuring that organizations realize value from documents without being exposed to unnecessary risks.
Related Concepts	Information Management » Audit Trail » Compliance » Privacy » Retention Schedule » Information Security »