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ICTD International Centre for Training and Development

DCC Certified Document Controller

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About the course

Document control is an essential preventive measure ensuring that only approved, current documentation is used throughout the organization. Inadvertent use of out-of-date documents can have significant negative consequences on quality, costs and customer satisfaction.

Those responsible for managing their organization’s Document Management System (DMS) to design a document & records control process that is simple to use, easy to monitor and effective to prevent the use of incorrect documentation.

Because of its importance, companies often invest heavily in dedicated staff, detailed procedures and specialized software programs to keep control of their DMS and other business documents records. Auditors (internal and external) also pay particular attention to document control disciplines resulting in frequent audit non-conformances (It is commonly reported that document control generates the most non-conformances in Management System).

A comprehensive, hands-on and very interactive document control training course, covering all aspects of document control tasks.

In this course we will cover the basics (such as document checks, numbering, identification, filing, distribution) as well as more advanced subjects (such as lifecycle, as-built, procedures, reports, interfaces).

## Course Objectives

Upon successful completion of this course, the delegates will be able to:

  • Explain the requirements for document control, traceability, auditability, quality, consistency
  • Understand the role of the document controller and his/her interfaces
  • List out and perform the critical quality checks to run on documentation
  • Understand what a deliverable is and how it is managed
  • Understand and explain the rationale behind document numbering and identification
  • Manage documents through their lifecycle
  • Make the distinction between working and official documents
  • Understand the requirement for document templates
  • Ensure the traceability of documents, comments, distribution and transmittal
  • Understand document control specifications and procedures
  • Ensure document distribution and manage document review and approval
  • Understand the work for As-Built and Final Documentation phases
  • Understand the requirements for document security and confidentiality and the means for document protection
  • Understand and explain the requirements for electronic document management systems (EDMS)
  • Build and issue reports on document status
  • Interact with technical teams and managers

Course Outline

Day 1

PRE TEST

INTRODUCTION TO DOCUMENT CONTROL

  • What is document control and the role of the document controller
  • The basics of document control
  • Document control checks and gatekeeping
  • Document Identification
  • How to make sure that document are identifiable
  • Document classifying & filing
  • How to organize documents and manage information security

Day 2

  • Document Distribution
  • How to ensure an efficient and relevant distribution of documents
  • Quality management systems
  • Requirements objectives and the purpose of this additional guidance is to explain the intent of the new standard with specific regard to documentation
  • Document and definition
  • Communication of Information
  • Evidence of conformity
  • Knowledge sharing- to disseminate and preserve the organization’s experiences.
  • ISO Documentation Requirement
  • Documented statements of a quality policy and quality objectives
  • A quality manual
  • Documented procedures required by this International Standard
  • Documents needed by the organization to ensure the effective planning, operation and control of its processes, and
  • Records required by this International Standard;

Day 3

  • Intent of the general documentation & records requirements of the International Standard
  • Quality Manual
  • The format and structure of the manual is a decision for each organization
  • The size of the organization and documented procedures
  • Document controlled in accordance with standard requirements
  • Documented procedures
  • Control of documents
  • Control of Records
  • Internal Audit
  • Control of nonconforming product
  • Corrective Action
  • Preventive Action

Day 4

  • Documents & records needed by the organization to ensure the effective planning, operation and control of its processes
  • Demonstration of Effective Implementation
  • Demonstrate conformity by the preparation of other documents
  • Process maps, process flow charts and/or process descriptions
  • Organization charts
  • Specifications
  • Work and/or test instructions
  • Documents containing internal communications
  • Production schedules
  • Approved supplier lists
  • Test and inspection plans
  • Quality plans
  • Controlled Documents reference to Standards
  • Records- conformity of their processes, products and quality management system

Day 5

  • Organizations preparing for implementation
  • Process and Effective implementation approach
  • Understand the interaction
  • Assure the effective operation and control
  • Management, resource, product realization and measurement process
  • Analysis process
  • Organizations’ adoption and Documentation changes
  • Reviewable of existing documentation
  • Revision for process approach
  • Simplified references
  • Demonstrating conformity
  • Evidence of the effective implementation
  • Demonstrate conformity
  • Objective evidence of the effectiveness of its processes and its quality management system
  • Observation, measurement, test, or other means
  • Planning of product realization, and Monitoring and measurement of product
  • Document & Records Management review
  • Internal and External Audit
  • Document stating results achieved or providing evidence of activities performed

POST TEST

Course Methodology

A variety of methodologies will be used during the course that includes:

  • (30%) Based on Case Studies
  • (30%) Techniques
  • (30%) Role Play
  • (10%) Concepts
  • Pre-test and Post-test
  • Variety of Learning Methods
  • Lectures
  • Case Studies and Self Questionaires
  • Group Work
  • Discussion
  • Presentation

Who should attend

This course is intended for all Beginners in Document Control: this course gives a robust foundation for the profession, explains all the tasks and responsibilities, and contains numerous workshops and tutorials. Participants will acquire competencies that can be applied to day-to-day work, Experienced Document Controllers: most Document Controllers learn the discipline 'on-the-job'. This course consolidates basics, formalizes knowledge and deepens competences. It allows experienced Document Controllers to compare their experience with common / best practices and for everyone, it's a great opportunity to network and share experience with other Document Control professionals.

The course also includes a certification examination for professionals to get their knowledge certified.

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