Buyer’s guide
Document control software
Controlled documents with versioning, approvals, retention and an audit trail.
The problem it solves
Staff work from outdated procedures because nobody is sure which version is current, and approvals wait in someone’s inbox.
Usually bought by
- ✓Quality and compliance teams
- ✓Any organisation with ISO certificates
Get help choosing document control software
Requirements, shortlist, scripted demos or rollout. We’ll get back to you about the next step.
Capabilities to look for
- ✓Version control with change notifications
- ✓Approval workflows, so changes go live only once approved
- ✓Permissions by role and confidentiality
- ✓Read-and-acknowledge tracking
- ✓Search and indexing
- ✓Retention rules and removal of obsolete documents
- ✓An audit trail of views and changes
Questions to ask vendors
- 01Does it work alongside our existing file storage, or replace it?
- 02Can staff acknowledge they have read a new procedure?
- 03How is a document’s full history shown to an auditor?
Frameworks it should support
The process it should support
If the software can’t run this cycle, keep looking
- 01
Review the current document flow
- 02
Define needs and access rules
- 03
Configure approvals and security
- 04
Migrate documents
- 05
Train users
- 06
Maintain and review
Should connect with
Questions
How does document control help in a certification audit?+
Auditors look for current, approved, controlled documents and evidence that people use them. Version history, approvals and read-and-acknowledge records provide that evidence directly.
Other software guides
GRC software
Software that brings policies, obligations, risks, controls and evidence into one place.
Enterprise risk management software
A living risk and opportunity register linked to owners, treatments and key risk indicators.
Internal audit software
Audit universe, plan, fieldwork, findings and follow-up without the spreadsheets.
Cybersecurity compliance software
Cyber risk, assessments and control evidence against ISO 27001 and Saudi and UAE frameworks.
Next step
Not sure which area to start with?
The GRC maturity check shows where your programme is weakest. That’s usually where software helps first.