Document Control and Management

Overview of the Course

Effective document control and management are critical to the success of any engineering or technical project. Properly managed documents ensure compliance, facilitate clear communication, and support project execution by maintaining consistency and accessibility. At Pertecnica Engineering, we offer specialized training in Document Control and Management, equipping professionals with the skills needed to efficiently handle documents throughout their lifecycle.

This course covers the principles, best practices, and tools necessary for maintaining comprehensive control over project documentation, from creation to storage, retrieval, and eventual disposal. With a strong focus on regulatory compliance and quality standards, this course will help you establish, manage, and streamline your organization’s document control systems.


Detailed Course Modules

1. Introduction to Document Control and Management

  • What is Document Control?: An overview of the concept of document control, its importance, and its role in project success.
  • Document Management vs. Document Control: Understand the key differences and how they complement each other.
  • The Life Cycle of Documents: Learn about the stages of a document’s life, from creation and revision to approval, distribution, and archiving.
  • Document Control Systems: Introduction to document management systems (DMS) and how they streamline document creation, storage, and retrieval.

2. Document Management Standards and Compliance

  • Industry Standards and Regulations: Learn about key standards such as ISO 9001, ISO 15489, and other industry-specific compliance standards for document control.
  • Quality Assurance in Documentation: Understand how to ensure documents meet quality standards, including accuracy, consistency, and clarity.
  • Regulatory Requirements: Explore legal and regulatory requirements for document retention, confidentiality, and accessibility in engineering and construction industries.

3. Document Creation and Version Control

  • Document Templates and Standardization: Understand the importance of using standardized templates to maintain consistency across documents.
  • Version Control Systems: Learn how to track and manage different versions of a document to ensure the most current version is always in use.
  • Document Revision Procedures: Learn the best practices for revising, updating, and approving documents, ensuring that all changes are accurately recorded.

4. Document Approval and Distribution

  • Approval Workflows: Learn how to establish document approval processes, ensuring documents are reviewed and authorized by the right stakeholders.
  • Distribution Channels: Understand the different methods of distributing documents to stakeholders, both internal and external, and the role of digital platforms.
  • Access Control: Learn how to control access to sensitive documents, ensuring that only authorized personnel can view or edit documents.

5. Document Storage and Retrieval

  • Document Storage Systems: Learn about the different types of document storage, including physical storage, electronic systems, and cloud-based solutions.
  • File Naming Conventions: Understand the importance of using consistent naming conventions to make documents easy to locate and track.
  • Search and Retrieval Tools: Explore search tools and techniques that help retrieve documents quickly, even in large databases.
  • Organizing Document Archives: Best practices for archiving documents and ensuring they remain accessible long after a project is completed.

6. Document Retention and Disposal

  • Retention Policies: Learn how to establish document retention policies based on regulatory and organizational needs.
  • Disposal Procedures: Understand how to securely dispose of documents that are no longer needed, with particular attention to confidentiality and legal compliance.
  • Electronic and Physical Disposal Methods: Explore secure methods for document destruction, such as shredding and digital wiping.

7. Document Control Software and Tools

  • Document Management Systems (DMS): Introduction to popular DMS tools such as SharePoint, Documentum, and Aconex, and how they help streamline document control processes.
  • Collaboration Platforms: Learn how to use collaboration tools like Confluence, Microsoft Teams, and Google Workspace for document sharing and management.
  • Automation in Document Control: Discover how automation can help in document routing, approval processes, and version control.
  • Electronic Signatures and Approvals: Understand the role of electronic signatures in improving the efficiency of document approvals.

8. Document Control for Engineering and EPC Projects

  • Document Management in Engineering: Learn about the specific needs of engineering projects in terms of document control, including technical drawings, specifications, and design documents.
  • Document Control in EPC Projects: Understand how document control plays a vital role in the Engineering, Procurement, and Construction (EPC) process, including contract management, procurement documents, and project reports.
  • Collaboration Between Teams: Learn the importance of document control when coordinating between different teams such as engineering, procurement, and construction.

9. Security and Confidentiality in Document Control

  • Document Security Measures: Learn about the security protocols necessary to protect confidential and proprietary information.
  • Data Encryption and Access Control: Explore best practices in encrypting sensitive documents and implementing strict access control measures to prevent unauthorized access.
  • Audit Trails: Understand the importance of audit trails in documenting who accessed, modified, or approved a document and when.

10. Best Practices for Document Control and Management

  • Streamlining Document Workflows: Explore how to design efficient workflows for document approval, revision, and storage.
  • Training and Compliance: Learn how to ensure that team members are properly trained on document control procedures and remain compliant with industry regulations.
  • Continuous Improvement: Understand how to periodically evaluate and improve your document control system to ensure it remains effective and efficient.

Who Should Attend This Course?

This course is designed for professionals involved in managing and controlling technical documents across various industries, including:

  • Document Controllers: Professionals responsible for managing the flow of documents within an organization.
  • Project Managers: Who need to ensure that all project documentation is properly controlled and accessible.
  • Engineers and Technical Experts: Who create or rely on technical documentation such as drawings, specifications, and reports.
  • Quality Assurance (QA) Professionals: Involved in ensuring that documents meet quality standards and comply with regulatory requirements.
  • Compliance Officers: Responsible for ensuring that document management practices meet legal and regulatory standards.
  • Administrative and Office Managers: Who oversee documentation and information flow in engineering and construction firms.
  • Legal and Contract Professionals: Responsible for managing contract documents, project agreements, and compliance reports.
  • Information Technology (IT) Professionals: Who manage document management systems and digital storage solutions.

Why Choose Pertecnica Engineering?

  • Expert Instructors: Learn from industry experts who bring practical experience and knowledge from years of working with document management systems in engineering and technical fields.
  • Comprehensive Curriculum: Our course covers every aspect of document control and management, from the basics to advanced techniques used in large-scale projects.
  • Real-World Applications: The course focuses on practical, real-life scenarios and offers actionable strategies that you can immediately apply in your own work environment.
  • State-of-the-Art Tools: Gain hands-on experience with the latest document management software and tools that are widely used in engineering and construction industries.
  • Flexible Learning: We offer various formats of training, including in-person, online, and hybrid, to meet the needs of busy professionals.
  • Global Recognition: Pertecnica Engineering is a leading provider of corporate training with a reputation for delivering high-quality, industry-recognized programs.

Enroll Today

Take your document control and management skills to the next level with Pertecnica Engineering’s Document Control and Management course. Learn the essential skills needed to streamline your organization’s document workflows, ensure compliance, and enhance overall project efficiency. Sign up now to gain the expertise you need to succeed in the fast-paced world of engineering and technical project management!