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Document Audit Checklist


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Document Audit Checklist The following Document Audit Checklist is designed in the form of action plan that consists of statements about document audit and control. It will be helpful for people involved in records management as well as for any person who needs to take care of the quality of daily paper work.

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  1. Document Management.
    • Document Design Policy. Your company has approved a policy for designing documents and managing paper work. Being a component of corporate records management, such a policy states the following criteria for document design:
      • Document Header, including titles, registration date, name of applicant, name of recipient, registration number.
      • Document Body, including requirements for content design and cross referencing.
      • Document Footer, including signatures, review dates, submission dates, versioning.
      • Audit Authorities. Your company has assigned a team responsible for auditing corporate documents and records. Necessary facility and services are available for this team.
      • Document Form. The team carries out its duties and responsibilities following approved forms and templates.
      • Submission.Rules for submitting documents (submission dates, submission process, people responsible for reviewing) have been established.
      • Documents Management System. A software system for documents management has been introduced. Staff members have got secure access to this system.
      • Protection. The system creates a corporate database for keeping and managing records and papers. It provides each employee with authorized login to this database.
  2. Document Content Quality Control.
    • SOP. A set of SOP (standard operating procedures) is approved to manage the process for controlling document content quality.
    • Requirements. A set of requirements is approved to guide staff through the process.
    • Review Date. Each document has been reviewed and approved by a qualified staff member – this fact is proved by review date written at the document’s header.
    • Staff Training. Employees are well trained in document content control. Templates and special instructions are available for staff.
    • Update. Document content is updated and available for staff. Out of date documents are reviewed and necessary control is done.
    • Versioning. Previous versions of document content are available for retrieval.
    • Back-up. Adequate back-up is available and software is used for back-up purposes.
  3. Document Submission Audit.
    • Submission Due Date. According the corporate document design policy of your company, each document is submitted within submission due

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