Purpose
Good document control means everyone works from the right, current version of a document — and old or draft copies don’t cause mistakes. This applies to procedures, templates, reports and records.
Naming
Name files so they’re easy to find and sort:
YYYY-MM-DD_Topic_Version — for example 20XX-06-24_Team-Minutes_v2.
- Include the date, a clear topic and a version.
- Don’t use vague names like “Document1” or “final-final”.
Versions
- Increase the version number each time you make a meaningful change (
v1,v2…). - Keep the current version as the one everyone uses; archive old ones.
- For approved documents, don’t keep editing after they’re issued — start a new version.
Approved templates
Use the approved templates as your starting point so documents are consistent and on-brand. Follow the Written Style Guide.
Approval
Some documents need review before they’re issued — see the Approval Procedure. Once approved, save the final version and note who approved it and when.
Storing and sharing
- Save documents on approved systems, in the right folder (see the business systems register).
- Share the current version, not an old copy, and give the least access needed.
- Handle any personal or financial information under the Information Security and Privacy policies.
If you’re unsure
If you can’t tell which version is current, check with the document owner before you use or send it.