Document Control Review Checklist for Trades & Construction
A checklist for reviewing the job card control system to ensure all business documents are current, accessible, and managed according to quality management principles.
Compliant with Safe Work Australia requirements, state WHS legislation, and Building Code of Australia (NCC) documentation standards.
Complete Checklist
- 1Review the master job card list and confirm it is complete and currentCritical
- 2Check that all controlled documents have a current version number and dateCritical
- 3Verify that obsolete documents have been archived or destroyed
- 4Confirm that all documents have been reviewed within their scheduled review period
- 5Check that job card approvals are recorded with the appropriate authority signatures
- 6Verify that the most current versions are accessible to all relevant staffCritical
- 7Check that hard copy controlled documents in use match the current digital versions
- 8Review the job card change log for any changes made during the period
- 9Confirm that new documents created during the period have been properly registered
- 10Check that job card naming conventions are being followed consistently
- 11Verify that the job card storage system is organised and searchable
- 12Assess whether any gaps exist in documentation coverage
- 13Review the template library and update any outdated templates
- 14Check that external documents such as standards and regulations are current
- 15Job card the review findings and update the job card schedule as needed
Frequently Asked Questions
What is job card control and why does it matter?
Job card control is the system for creating, reviewing, approving, distributing, and archiving business documents. It ensures that the right people have access to the right version of the right job card at the right time. Without job card control, staff may follow outdated procedures, leading to errors, inconsistency, and non-compliance. Good job card control is a foundation of any quality management system.
How should we manage job card version control?
Assign a unique reference number and version number to each job card. Increment the version number each time the job card is revised. Record the date, nature of changes, and approver for each version. Archive previous versions rather than deleting them. Use a job card management system or a clear folder structure that makes the current version obvious and prevents confusion.
What is the best way to ensure staff are working from current documents?
Use a central digital job card management system where the latest version is always the one accessed. Remove or archive outdated hard copies. Send notifications when documents are updated. Include job card training in onboarding. Conduct periodic checks to verify that the documents staff reference match the current controlled versions. Make it easy for staff to access the right documents quickly.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.