Document Control

What Document Control is for

Document Control tracks every controlled document in the QMS — SOPs, work instructions, forms, policies, specs. The point: make sure every operator reads the CURRENT version, and the OLD version is archived but traceable.

Menu: Plating → Quality → Document Control.

Box ① + New. Box ② column header. Box ③ open a doc record.

Document record anatomy

Revision workflow

When a doc needs an update:

1. Open the current version.
2. Click Create New Revision.
3. System creates a Draft copy with incremented revision.
4. Edit content, upload new PDF.
5. State: Draft → Pending Review → Pending Approval → Effective.
6. On Effective, the old revision auto-moves to Superseded.

Read receipts

For Effective documents, the system tracks which operators/roles have confirmed they've read this version:

1. When a new version becomes Effective, tagged roles get a notification in Odoo inbox.
2. Each person opens the doc, clicks Mark as Read.
3. Signature + date is logged.
4. Quality Manager sees coverage % — "47 of 52 required readers have signed".
5. Follow up with non-readers; auditor will check coverage.

Retirement

When a doc no longer applies:

1. Open the current version.
2. Click Retire.
3. State flips to Retired. Still visible for audit; not active.

External audit use

Auditor asks "show me your SOP for X". You:

1. Filter Document Control by category + keyword.
2. Show the Effective version.
3. Show the revision history + approval signatures.
4. Show the read-receipt coverage.
5. Done.

What can go wrong

Old version still on the shop floor

Printed docs aren't auto-controlled. Each station binder needs manual updating when a doc is revised. Add the binder walk to the monthly audit checklist.

Low read-receipt coverage

Nagging notifications aren't enough. Walk the floor, sit with operators individually, watch them read + sign.

Retired doc used by mistake

The system shows a RETIRED banner when opened. If someone used retired content → process violation → NCR.