Document control: your procedures up to date, approved and read by the right people
Your process owners decide on the content. Our team takes care of the rest, every month: updates, approvals, distribution, reading, reviews and archiving, with the TargetUp Control platform, which is included in the service.
- Managed service, run every month
- Two-person approval
- Read acknowledgements on the portal
A short form. A TargetUp Systems consultant will get back to you.
ISO 9001 · 21001 · 37301
Accredited by CGEM to assess the Label PME Responsable
When no one can tell which version is authoritative
Your procedures exist. But once they are replaced, their old versions keep circulating, and nothing shows who is working with the right one.
Several versions in circulation
Copies go out by email, stay on computers and are still posted in the workshop after they have been replaced.
Reading that cannot be proven
The distribution memo has gone out. No one can say who has read it, or who is still following the old instruction.
Reviews that slip
Review dates pass without anyone being alerted. Documents quietly go out of date.
An audit that starts with a search
Before every audit, the right files have to be found, the dates checked and the lists redone.
Who it is for
You run a management system for quality, environment, health and safety, food safety or education, or a client or funder requires up-to-date procedures. And no one in your organisation is dedicated to documents.
- The person who kept the documents leaves
- An audit raises a documentation finding
- An external audit is coming up
- A standard is revised
- Two sites bring their documents together
You decide on the content, our team takes care of the rest
Document control is a managed service: a TargetUp Systems team runs your document system day to day. Your management and your process owners stay in charge of the substance.
Updates
Your process owners send us the changes. We incorporate them into your templates and prepare the new version.
Approval
Each version goes to the person you have designated. They decide in writing, and that written decision is kept as evidence.
Distribution and reading
The approved version goes to the right people. We follow up on pending reads and measure the read rate.
Periodic reviews
Reviews are scheduled and flagged before they fall due. Your process owner decides: no change, revise or withdraw.
Withdrawal and archiving
A withdrawn document is removed from the applicable lists and from the portal. It is kept for your retention periods.
Reporting
A report every month, a review with your management every quarter and an annual review of your document system.
What we need from you
- A contact person on your side, and someone to stand in for them.
- Your applicable documents, listed and supplied with their files.
- Your approvals, given in writing and within the timeframes we set together.
- The names of the portal readers, as well as your retention periods.
- If a document has a reading quiz: the questions and the expected answers, validated by its owner.
What the service does not include
- Creating a document system that does not yet exist: that is a separate assignment.
- Writing the content of your documents ourselves beyond the volume set in the contract: the substance remains the responsibility of your process owners.
- Converting your paper documents to digital format, and any translation.
- Audits of your system, and tracking regulatory changes.
- Issuing an attestation of conformity of any kind.
What TargetUp Control shows you
The platform is included in the service, on an instance dedicated to your organisation. It is not sold on its own. Here is what you will see in a demonstration.
A clear life cycle
Each document is in approval, approved, distributed or archived. All your controlled documents are gathered in one place.
The authoritative version
Numbered versions, each one fixed by a fingerprint. Two versions can be compared to see what has changed.
The person who submits does not approve
A second person records the approval, based on your written decision. Each validation is attributed and dated.
Who has read the current version
Completed reads, pending reads and the read rate. A new version restarts distribution.
The reading quiz, on the portal New
Your staff read the current version, download it if needed and confirm they have read it. For the documents you designate, a quiz comes before the acknowledgement: at the first mistake, the reader sees their result and takes the quiz again. It checks answers, not competence.
Reviews are no longer forgotten
An overdue review is flagged on the document itself, with its next review date.
Also in the demonstration: the register of controlled paper copies, recalled with each new version; archived documents with the reason for archiving; the validation log; views by process, by standard, by site and ‘to be revised’.
The platform keeps the record. It does not attest to any conformity.
The first weeks, step by step
Nothing starts without a written scope. Each step ends with your sign-off.
- 01
No-obligation diagnostic
An initial conversation about your documents, your readers and your deadlines. You know where you stand and where to start.
- 02
Written proposal
The scope, the volume of documents taken over, the readers and the reporting frequency are written down before anything starts.
- 03
Inventory and filing plan
We draw up an inventory of your current documents, then propose a filing plan, a coding system and templates for you to approve.
- 04
Takeover and approvals
Your current documents are taken over one by one, within the limit written in the proposal, then submitted for your approval in batches.
- 05
Distribution and acceptance
The approved documents are distributed and reading is requested. An acceptance report closes the set-up phase.
The changes your process owners want incorporated, each new version distributed, overdue reads followed up, reviews that have fallen due dealt with, and a report.
A meeting with your management on the documents to be reviewed, missing reads and open requests.
An annual review of your document system, with our proposals for the coming year.
We keep your documents, we do not attest to them
TargetUp Systems runs your document system. Certification of a management system is a matter for an accredited certification body: we promise no certification, and the platform does not attest to any conformity.
The reading quiz checks answers, nothing more: it is up to you to judge whether the reader has understood, and whether they are competent.
The person who keeps your documents does not audit them. If you would like an internal audit, it is carried out by an auditor who did not write them.
Credentials of TARGETUP CONSULTING SARL AU, of which TargetUp Systems is a trading name
ISO 9001 · 21001 · 37301
Accredited by CGEM to assess the Label PME Responsable
It is CGEM that awards the label. An organisation supported by TargetUp Systems is not assessed by TargetUp for this label.
The services that work alongside document control
Internal audit
An audit programme run all year round by an auditor who did not write your documents, with findings followed up until they are closed.
Outsourced quality manager
If you entrust us with the whole quality function, document control is already included.
Integrated QHSE
For a quality, health, safety and environment system run as a single whole, document control included.
Frequently asked questions
What is document control in a management system?
How can you prove that staff have read a procedure?
Who approves our procedures?
Can you take over our existing documents?
Is this document management software?
Does the service make us compliant with a standard?
Your procedures, up to date and read
Describe your situation in a few lines. A TargetUp Systems consultant will get back to you for an initial scoping conversation. Within a few days, you will know where you stand and where to start.
- An initial review of your document control.
- Recommendations validated by a consultant.
- Guidance towards the right service, or towards none.
Prefer to write? systems@targetupconsulting.com
Request a no-obligation diagnostic
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Request a no-obligation diagnostic
A few fields are all it takes. A TargetUp Systems consultant will contact you to arrange the scoping interview.
- A scoping interview with a consultant
- An initial written statement of gaps
- Recommendations ranked by priority
TargetUp Systems privacy policy
After you submit the form, a page confirms that your request has been received.
Prefer to write? systems@targetupconsulting.com
TargetUp Systems runs and manages management systems. Certification is a matter for accredited bodies; the TargetUp Control platform does not attest to any conformity.
TargetUp Systems is a trading name of TARGETUP CONSULTING SARL AU · ICE 002587032000030 · RC 175077 (Rabat Commercial Court) · IF 45937824