Document Control and Document Management Systems Training

Document Control and Document Management Systems Training

ISO Standards, Version Control, and Digital Deployment for Accurate, Traceable, Compliant Data

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Platform:
Online
In-class
Revised and Updated: 29 September 2026
Date Venue Duration
17 - 19 November 2026 Sandton, Gauteng 3 Days
19 - 21 January 2027 Sandton, Gauteng 3 Days
09 - 11 February 2027 Sandton, Gauteng 3 Days

Course Introduction

The ability to control and manage documents effectively is a necessity to keep a business running smoothly in today’s competitive world. Document control ensures that all files are accurate, up to date, traceable, and compliant with industry regulations. Whether you are in construction, manufacturing, healthcare, or any other sector with compliance obligations, getting document control right can save your organisation from serious legal, operational, and reputational setbacks. Document control plays a vital role in meeting the regulatory, industry, and quality standards that many organisations must follow. It ensures that documents are handled in a consistent, transparent, and accountable way, helping to build trust and reliability across operations.

Having a proper document control system in place means every file — whether it’s a policy, procedure, or form — is properly managed, tracked, and updated when needed. This not only reduces the risk of using outdated or incorrect information but also ensures that everyone in the organisation is always working with the most accurate and current data. Ultimately, it’s a key step toward staying compliant and running a smooth, well-organised operation. This course is aimed at assisting organisations in setting up their document control and document management systems.

Mastering Document Control and Document Management Systems Training techniques enables organizations to eliminate outdated document usage, making Document Control and Document Management Systems Training a vital program for enterprise quality control.

Course Objectives

After attending this Document Control and Document Management Systems Training course, delegates will be able to:

  • Understand Document Control Fundamentals: Explain the key concepts, definitions, and differences between document control, document management, and records management in organisations.
  • Identify the Importance of Document Control: Evaluate why document control is necessary, and understand the risks and organisational benefits associated with effective document management.
  • Understand Legal and Regulatory Requirements: Interpret key legal frameworks and regulations affecting document control, including PAIA, ECTA, POPIA, and other compliance requirements.
  • Apply ISO Standards to Document Control: Understand the role of ISO standards such as ISO 9001 and ISO 15489 in establishing effective document and records management systems.
  • Implement Document Control Procedures: Apply structured procedures for document creation, identification, review, approval, access, tracking, and retirement.
  • Develop Document Control Policies: Design and implement a comprehensive document control policy covering scope, roles, document lifecycle, and disposal procedures.
  • Apply Best Practices in Document Management: Implement best practices such as version control, audit trails, document numbering, and periodic review to maintain document integrity.
  • Select Appropriate Document Control Systems: Evaluate and select suitable document control or document management systems based on organisational needs and technological capabilities.
  • Manage Electronic Document and Records Systems: Understand electronic document management, records management, and enterprise content management systems used in modern organisations.
  • Implement Document Appraisal and Disposal Processes: Establish procedures for document appraisal, retention schedules, and secure disposal of records in compliance with regulations.

Who should attend?

Participants focused on Document Control and Document Management Systems Training typically include:

  • Document Controllers
  • Records Personnel
  • Quality Management Specialists
  • Quality Controllers
  • Data Management Specialists
  • Compliance Officers
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Training Methodology

Our diverse instructional approaches ensure effective learning:

– Lectures & Presentations: Engage with expert-driven, stimulating content.
– Course Material: Access well-crafted supporting resources.
– Group Work: Collaborate on discussions and case studies for practical insights.
– Workshops & Role-Play: Participate in immersive, scenario-based activities.
– Practical Application: Focus on applying theoretical knowledge in real situations.
– Post-Training Support: Receive extensive support after training for skill implementation.

Training Outline

Day 1 — Concepts, Definitions, and the Legal and Standards Framework
Concepts and Definitions
  • What is document control?
  • Is there a difference between document control and document management?
  • Is there a difference between a document and a record in document control?
  • The difference between document control and records management
Why Is Document Control Necessary?
  • The importance of document control
  • Factors that demand document control
  • Risks associated with poor document control
  • Benefits of document control to an organisation
Legal Requirements for Document Control
  • Sector-specific regulations and country-specific legislation
  • The Promotion of Access to Information Act (PAIA)
  • The Electronic Communications and Transactions Act (ECTA)
  • The Protection of Personal Information Act (POPIA)
  • The National Archives and Records Service of South Africa Act (NARSSA)
ISO Standards and Document Control
  • ISO 15489-1:2016 (Information and Documentation — Records Management)
  • ISO 9001:2015 (Quality Management Systems Requirements)
  • ISO 13485:2016 (Medical Devices Quality Management Systems)
  • ISO 15189:2022 (Requirements for Quality and Competence of Medical Laboratories)
  • The FDA's Quality Management System Regulation (QMSR), which replaced 21 CFR Part 820 and aligns US medical-device requirements with ISO 13485:2016

Day 2 — Implementation, Procedures, and Best Practices
Tips on Implementing Document Control
  • Assessing your current system
  • Defining quality and safety standards
  • Choosing the right tools
  • Training your staff
  • Monitoring and review
Assessing the Types of Documents That Need to Be Controlled
  • Quality manuals
  • Quality policy and objectives
  • Standard Operating Procedures (SOPs)
  • Specifications
  • Forms and templates
  • Records
Document Control Procedure
  • Document creation
  • Document identification
  • Document review
  • Document approval
  • Document access
  • Document tracking
  • Document retirement
Document Control Best Practices
  • Developing a concise document control policy
  • Automating the numbering of document versions
  • Monitoring metrics: retrieval time, overdue reviews, and audit findings
  • Establishing a network of "document champions" in each department
  • Deploying effective version control
Key Components of Effective Document Control
  • Numbering
  • Version control
  • Audit trail
  • Periodic review of documents
  • Access control
  • Change control
Developing a Document Control Policy: Key Areas
  • Scope; roles and responsibilities
  • Document creation, review, and approval
  • Document distribution and storage
  • Revision control and document disposal
  • Standardising document identification: reference codes, titles, author and revision details, creation/update dates, and department or category tags

Day 3 — System Selection, Deployment, and Document Disposal
Deployment Approaches for Document Control Systems
  • Online/cloud software versus on-premise software
  • Proprietary software versus open-source software
  • The concept of complementary assets in document management
Selecting the Right Document Control System
  • Why embrace technology to manage documents
  • Tips for choosing the appropriate Document Management System (DMS)
Electronic Document and Records Management Systems
  • Electronic Document Control Systems
  • Electronic Document Management Systems
  • Electronic Records Management Systems
  • Electronic Document and Records Management Systems (EDRMS)
  • Enterprise Content Management Systems (ECM)
Document Control Systems: Key Functionalities
  • Document routing
  • Version control
  • Compliant electronic signatures
  • Notifications and reminders
  • Audit trails
  • Access control
  • Document backup and disaster recovery
  • Retrieval and search
  • Metadata management
Document Control Systems: A Look at Leading Solutions in the Market
  • Axero
  • M-Files
  • DocuWare
  • MasterControl
  • OpenText Documentum
  • Revver
  • Laserfiche
  • SharePoint
  • DocuSign CLM
  • Confluence
  • Box
  • Zoho WorkDrive
  • Templafy
  • Dropbox Business
  • Document Locator
Appraisal and Disposal of Documents
  • When to appraise documents for disposal
  • Developing disposal schedules
  • Implementing disposal schedules

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Success Stories

Discover how our courses enhance professionals’ effectiveness in their workplaces.

Tharisa Minerals

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The course was very informative and interesting

Revenue Appeals Tribunal Eswatini

Basic Registry, Records and Archives

The facilitator is the best in the field and i personally learnt a lot on the subject matter.

Magalies Water

Document Control and Document Management Systems

The facilitator was knowledgeable, engaging, and presented the material clearly. The institution provided a well-organized learning environment with adequate resources and support throughout the training.

Central Bank of Lesotho

Data & Information Governance

The vast knowledge of Mr Selelepoo is really unmatched. I am totally happy and transformed from this training.

FAQs – Document Control and Document Management Systems Training

Master document control and document management systems, learning electronic document organization, metadata tagging, version control, workflow automation, and compliance auditing for enterprise document repositories.

What is covered in the Document Control and Document Management Systems Training?
The Document Control and Document Management Systems Training covers document lifecycle management, version control, numbering conventions, quality assurance workflows, distribution logs, electronic document management system (EDMS) implementation, and compliance with ISO quality standards.
Who should attend the Document Control and Document Management Systems Training?
This Document Control and Document Management Systems Training is designed for document controllers, administrative assistants, quality managers, project coordinators, compliance officers, and records specialists tasked with organizing, controlling, and maintaining critical corporate documentation.
How does this Document Control and Document Management Systems Training align with ISO quality management standards?
Participants learn to align document control workflows with ISO 9001 quality management guidelines, ensuring strict version tracking, authorized review protocols, controlled distribution, and audit-ready archiving.
Will delegates learn how to structure and optimize Electronic Document Management Systems (EDMS)?
Yes. The Document Control and Document Management Systems Training provides practical guidance on configuring folder structures, assigning metadata, establishing user permissions, setting up automated review workflows, and managing searchability within digital EDMS platforms.
Does the Document Control and Document Management Systems Training include practical exercises on version control and audit trails?
Yes. Attendees participate in practical exercises focused on managing document revisions, controlling engineering or technical transmittals, conducting document audits, and enforcing strict change request processes.
Why is structured document control vital for project and corporate operations?
Effective document control prevents the use of obsolete procedures, reduces operational errors and rework, maintains compliance integrity during audits, and speeds up information distribution across project teams.

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