The difference between controlled and non controlled documents

1. Different document types:

A controlled document is a standard, accountable document.

Uncontrolled documents are documents that are used on a daily, informal basis.

2. Different management methods:

Controlled documentation requires a management system in place.

Uncontrolled documents do not need to have a management system in place.

Controlled Files. The reason why it needs to be "controlled" is because of its importance, standardization, and responsibility. It is necessary to be controlled and supervised by the document control department to prevent it from being informally modified, or the documents are not valued, damaged or lost at will.

It should refer to controlled and non-controlled documents.

1. Documents can be divided into two categories: "controlled" and "uncontrolled".

1. A "controlled" document is a document that is under the control of the Organization and can be changed to it, which is a change notification version, which can be traced back to all users when the document is changed, and the change is implemented to ensure that it is current;

2. "Uncontrolled" documents refer to external documents, documents of the Organization's system that do not need to be controlled by changes (including documents for bidding, off-site use by customers and other special issuances, production plans, monthly quality reports, season-related operation documents and other documents that are automatically invalidated when the time limit expires).

2. Controlled documents shall be stamped with a "controlled" stamp, and shall be registered for distribution at the time of distribution, with a distribution number. Non-controlled documents are issued after approval by authorized personnel, and are only for issuance registration, without a distribution number. The "uncontrolled" seal should be affixed to the Organization's controlled documents when they are issued as non-controlled documents (e.g., bidding, off-site use by customers).

The so-called controlled documents refer to the documents that the document management department can control and want to control, and can change, **, invalidate, etc.

Uncontrolled documents refer to documents that the document management department cannot or does not want to control and does not have to control;

Do you understand that?

For example, with the approval of the authorized person, the documents issued to the outside of the enterprise (such as the certification center, suppliers, customers, local **) are impossible for the management department of the enterprise to control, and they become uncontrolled documents. or some documents are not important, such as some notices, notices, announcements, etc., after they are published, they no longer need to be controlled, and they also become uncontrolled documents;

For some important documents, such as management documents or drawings, process documents, etc., must be controlled.

The so-called control means that it can be controlled, and the so-called control means that it can be implemented according to the manager's ideas, and receive feedback information in a timely manner, and constantly revise its methods and routes to make it run according to the manager's ideas, which is called control.

To put it simply, it is the file change that you have to make when the file is carried out, as a controlled file.

To put it simply, the documents used by your organization are controlled documents.

The so-called controlled documents refer to the documents that the document management department can control and want to control, and can change, **, invalidate, etc.

Specific explanation: Controlled documents refer to documents that are registered, distributed or independently archived and controlled according to the scope of issuance, and can be guaranteed to be recovered. It is mainly controlled by the document control center and the certification office. This is a standard, accountable document, when necessary modifications need to be made, the application and registration of ECN documents, review and approval, and the ECN must also be controlled.

The cover of the document is usually stamped with a controlled stamp. A controlled file is a symmetrical "uncontrolled file", and any file that can produce multiple modification states or multiple versions is a controlled file, that is, any file that has changes and changes is a controlled file. A controlled file is primarily the only valid version of a file that controls the use of files.

Controlled files can be copied to read references, but the copied files do not take effect. Many companies also take a picture of the controlled document and upload it to the internal LAN for direct viewing on the network when there is a need or dispute, which can avoid the loss and damage of the original. Generally speaking, these files are files that have been used for a long time and are always in a state of modification and revision, such as:

Cost manuals, procedure documents, various rules and regulations, quotas, standard costs, budgets, etc. When controlled documents are invalidated, they should be promptly recovered from all occasions of use to prevent their misuse.

In addition: non-controlled files are files that the document management department cannot control or does not want to control and does not have to control.

Stamped with a controlled seal in a prominent position on the document.

The documents that are managed in accordance with the company's document management procedures are controlled documents, for example, the documents are reviewed and approved in accordance with the regulations, the version update is approved, the scope of issuance is approved, and the documents are invalidated. Some short notices do not need to be controlled in accordance with such requirements, so they are not controlled.

Controlled documents are the technical secret documents of the enterprise, such as standards, internal management documents, etc. It is managed by a special person, and it cannot be published casually.