Documented information
Plain-language summary
Keeping the documents and records your EMS needs under control — current, available where used, protected, and properly versioned.
What the clause is really asking
Documented information is the system's memory and proof. The clause requires you to maintain the documents the EMS needs and the records that show it works, and to control them — covering creation and update (identification, format, approval) and control in use (distribution, access, storage, version control, retention and disposal). The intent is that people work from the right version and that you can prove what you did, without drowning in needless paperwork.
What auditors look for
Auditors pull a procedure from the floor and check it is the current approved version, then test records for completeness and retrievability. They look for uncontrolled copies, missing approvals, and records that should exist but do not. They also check retention against any legal requirements, such as how long waste manifests or monitoring records must be kept.
Typical evidence
Document control procedure or method; version control and approval evidence; controlled register or list; legible, retrievable records; defined retention periods aligned to legal requirements.
How to comply — recommendations
Keep a simple master list showing each controlled document's current version and owner. Make sure floors and stations have the right version and remove old copies. Define how long records are kept, matching legal requirements for things like effluent and waste records. Do not over-document — control what genuinely matters and keep records that prove conformity, not paperwork for its own sake.
Common nonconformities
Uncontrolled or superseded documents in use; records missing approvals or signatures; required records cannot be found; retention periods undefined or shorter than legal requirements.
Related clauses
ISO 9001 7.5; ISO 45001 7.5
Resources for this clause
- ArticleDocument control for ISO 9001: numbering, versions and approvals
- ArticleThe ISO 9001 document numbering system, explained (with examples)
- Free downloadMaster Document RegisterThe register at the centre of document control: every controlled document with its number, owner, current revision, status and next review date.
- Free demoDocument-control demoA live register, revisions, approvals and an audit pack — no sign-up.
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Qlause provides interpretive guidance only and is not a substitute for the standard. Refer to your licensed copy of the relevant standard for the authoritative text.