Document Control and Review Procedure

Document Control and Review Procedure

Last Reviewed: 20/03/26
Next Review Date: 20/03/28

1. Purpose

The purpose of this procedure is to ensure that company policies, procedures, forms, templates, RAMS, risk assessments, and other controlled documents are created, reviewed, approved, issued, and updated in a consistent manner so that only the current approved versions are in use.

2. Scope

This procedure applies to controlled documents used within Highway Data Systems Limited’s (HDS) health and safety management arrangements, including, where applicable:

• company policies

• health and safety policies and procedures

• forms and templates

• risk assessments

• RAMS

• registers and checklists

• training documents

• fire safety documentation

• premises servicing and maintenance records

• other documents identified as controlled by the Company

3. Controlled Documents

A controlled document is any document that the Company relies on to manage its health and safety activities, compliance, safety, or operational arrangements, and which requires review, update, or version control.

Controlled documents may be held electronically through the Company’s systems, including Monday.com boards, linked files, online documents, and supporting records.

4. Document Registers and Storage

The Company maintains registers and records of controlled documents through its Monday.com systems and linked documentation.

These may include, where applicable:

• the Policies and Documents register

• Forms / Report Templates register

• RAMS and risk assessment review records

• Health and Safety boards

• Premises Servicing and Maintenance records

• other related registers or linked files

Controlled documents must be stored in the designated location and linked or referenced where required so that relevant personnel can identify the current version.

5. Document Creation and Review

Controlled documents must be created and reviewed by a competent person or persons with suitable knowledge of the subject matter.

Where appropriate, documents must also be reviewed by the person carrying out the work, the responsible manager, or other relevant approver to ensure the document accurately reflects the activity, risks, controls, and responsibilities.

Documents must be reviewed:

• at planned intervals

• where work activities or arrangements change

• where legal or other requirements change

• following incidents, findings, or concerns

• where the document is no longer considered accurate or suitable

6. Approval

Controlled documents must be approved before issue or use where approval is required.

Approval may be evidenced by:

• sign-off on the document

• linked approval records

• email confirmation

• manager review and approval

• other suitable documented means used by HDS

Where a document is under review or amendment, it must not be treated as the final approved version until that review is complete.

7. Version Control

Controlled documents must be clearly identifiable.

Where applicable, documents should include:

• document title

• reference number

• version number or revision number

• review date

• next review date

Where version numbering is used, the version number must be updated when changes are made to the controlled document.

The current approved version must be identified in the relevant register or control system.

8. Status Control

Document status must be clearly shown where relevant, for example:

• current

• draft

• working copy

• obsolete

• archived

Only documents identified as current / approved are to be used for live work activities.

Drafts, working copies, or superseded versions must not be used as live operational documents.

9. Obsolete and Superseded Documents

When a controlled document is replaced or withdrawn, the previous version must be removed from active use or clearly marked as obsolete / superseded to prevent unintended use.

Where retained for reference, obsolete documents should be archived or otherwise clearly identified so they cannot be mistaken for the current version.

Where controlled documents are maintained as live published documents, e.g. Google Site, the current approved version will remain the version available for use. Before significant amendments are made, a copy of the previous version should be retained and clearly identified as archived, withdrawn, obsolete, or superseded, where retention may be required for reference, audit trail, or investigation purposes.

10. Changes and Amendments

Changes to controlled documents must be made in a controlled way.

Where relevant, HDS will update:

• version number

• review date

• next review date

• linked files or records

• related registers or boards

Where a document affects work activity, relevant personnel must be informed of significant changes as appropriate.

11. Responsibilities

Management

Management is responsible for:

• ensuring controlled documents are reviewed and maintained

• ensuring appropriate persons are involved in review and approval

• ensuring registers and review dates are kept up to date

• ensuring obsolete versions are controlled

• ensuring only current documents are available for use

Employees

Employees must:

• use current approved documents only

• report any document that appears incorrect, outdated, or unsuitable

• follow document control arrangements relevant to their work

• not amend controlled documents without authorisation

12. Monday.com and Supporting Systems

HDS uses Monday.com and linked documentation to support document control, review tracking, status control, version control, and document access.

This may include recording, where applicable:

• document title

• version

• status

• review date

• next review date

• file link

• supporting files

• comments or actions

• creation / update details

These systems form part of HDS’s live document control arrangements.

13. Related Documents

This procedure should be read alongside:

• Health and Safety Policy

• relevant policy and document registers

• forms / templates registers

• RAMS review records

• other management system records where applicable

14. Review

This procedure will be reviewed at suitable intervals, typically every 2 years, or sooner if required.

Joe Charlesworth

Director - Highway Data Systems Ltd