Controlled documents originated by the company should follow some basic rules:
1. Uniquely Identifiable
Each document should be uniquely identifiable. Often this is through some combination of keyword / number scheme (for example, SOP-0015).
2. Unique Name & Revision
All pages should have a unique name and revision.
3. “X of Y” Format
All pages should be numbered in “x of y” format (typically in the footer), so if a page is separated, it’s easy to find where to replace it and the total number of pages is obvious.
4. Revision History
A means to understand and track the history of the document should also be present. This is often accomplished with a “Revision History” table in the document.
5. Controlled & Retrievable
Records need to be controlled and retrievable.
6. Kept Safe
Regulations require that records are kept safe from alteration or damage and you need to be able to retrieve them within a reasonable amount of.