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Quality Management
Trades & Construction
Updated March 2026

Document Control — Trades & Construction Edition

A procedure for managing the creation, review, approval, distribution, and revision of controlled documents within the quality management system.

Purpose

To ensure that only current, approved documents are available at points of use, preventing the use of obsolete or unauthorised documents that could lead to quality errors.

Scope

Covers all controlled documents including policies, procedures, work instructions, forms, specifications, and records across all departments within the quality management system.

Prerequisites

  • Established job card management system with version control capabilities
  • Defined job card hierarchy and numbering convention
  • Appointed job card controller with authority to manage the system
Compliance Note

Compliant with Safe Work Australia requirements, state WHS legislation, and Building Code of Australia (NCC) documentation standards.

Step-by-Step Procedure

1

Initiate Job card Request

A new job card or revision is requested by submitting a job card change request with justification for the creation or change.

  • 1.1Complete the job card change request form with the proposed content or changes
  • 1.2Provide justification for the new job card or revision
  • 1.3Submit the request to the job card controller
Document Author
15 minutes
Document Change Request Form, Document Management System
2

Draft the Job card

Prepare the job card content using the approved template and formatting standards.

  • 2.1Use the correct job card template for the job card type
  • 2.2Draft the content following the organisation writing and formatting standards
  • 2.3Include all required sections such as purpose, scope, responsibilities, and procedure steps
Document Author
1 to 4 hours
Document Template, Word Processing Software
Tips
  • Use clear, concise language and avoid jargon where possible
3

Review the Job card

Circulate the draft job card to relevant stakeholders for review. Collect and incorporate feedback.

  • 3.1Send the draft to identified reviewers with a review deadline
  • 3.2Collect feedback from all reviewers
  • 3.3Incorporate feedback and resolve any conflicting comments
Document Controller
3 to 5 days
Document Management System, Collaboration Platform
4

Approve the Job card

Submit the reviewed job card to the designated approver for formal approval and sign-off.

  • 4.1Present the final draft to the approver with a summary of review comments addressed
  • 4.2Obtain formal approval signature or electronic sign-off
  • 4.3Record the approval date and approver identity
Document Approver
1 day
Document Management System
5

Publish and Distribute

Publish the approved job card in the job card management system and distribute to relevant personnel.

  • 5.1Upload the approved job card to the job card management system with correct metadata
  • 5.2Set access permissions for relevant users and departments
  • 5.3Notify affected personnel that a new or revised job card is available
Document Controller
15 minutes
Document Management System, Notification System
6

Manage Obsolete Documents

Withdraw the previous version of the job card from circulation and mark it as obsolete in the system.

  • 6.1Remove or restrict access to the obsolete version at all distribution points
  • 6.2Mark the obsolete version clearly in the job card management system
  • 6.3Retain the obsolete version in the archive for reference
Document Controller
10 minutes
Document Management System
Tips
  • Conduct periodic checks to ensure no obsolete documents remain at points of use

Quality Checkpoints

Job card uses the correct template and follows formatting standards
All required reviewers have provided feedback before approval
Obsolete versions are withdrawn from all distribution points
Job card metadata including revision number and approval date is accurate

Common Mistakes to Avoid

Distributing documents without formal approval, creating uncontrolled copies
Failing to withdraw obsolete versions, leading to use of outdated procedures
Not notifying affected staff when documents are revised
Inconsistent use of job card templates and numbering conventions

Expected Outcomes

Document Currency Rate

Percentage of documents that are current and within their scheduled review date.

Document Revision Cycle Time

Average time from job card change request to approved publication, measuring efficiency of the control process.

Frequently Asked Questions

How often should documents be reviewed?

Documents should be reviewed at defined intervals, typically annually or biannually. Additionally, reviews should be triggered by changes in regulations, processes, or customer requirements.

Can team members keep printed copies of controlled documents?

Printed copies should be minimised and are typically considered uncontrolled. If printed copies are necessary, a controlled copy register should track their distribution and ensure they are updated when revisions are issued.

What is the difference between a controlled and uncontrolled job card?

A controlled job card is managed through the job card control process, ensuring it is current, approved, and traceable. An uncontrolled job card is a copy that is not guaranteed to be current, typically marked as such.

What types of documents need to be controlled?

All documents that direct or record activities affecting quality should be controlled. This includes policies, procedures, work instructions, forms, specifications, and quality records.

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