The steps

  1. Pick a single source of truth (SharePoint, Google Drive, dedicated software)
  2. Apply version numbers to every document (v1.0, v1.1, etc.)
  3. Date every document with creation, last-review and next-review
  4. Store an archive of superseded versions
  5. Maintain a master register listing every document, version and review date
  6. Train staff to use only the master location
  7. Audit document control quarterly

Common mistakes to avoid

  • Multiple versions floating in email and personal drives
  • No version numbers
  • No master register