10 signs that your organisation lacks Document Control awareness

Here are 10 key signs that an organisation is not paying enough attention to Document Control (DC):

1. Exclusion from key meetings

A major red flag is when Document Controllers are not invited to important meetings (for example, project and progress meetings, kick-off meetings, etc). This suggests that management does not fully understand the value of Document Control or how integral it is to the organisation's success, leading to serious mistakes down the line.

2. Lack of awareness of Document Control's role

In organisations with poor Document Control awareness, management may have little understanding of the role of Document Controllers. This can result in underutilising the DC team or relegating them to administrative tasks, instead of recognising their crucial role in maintaining compliance, mitigating risk, and improving operational efficiency. 

3. Poor communication around document-related changes

When Document Controllers are not informed of updates or changes to important documentation, it’s a sign of poor organisational awareness. Effective Document Control relies on timely communication regarding changes to processes, policies, or documentation standards. 

4. Documents are treated as an afterthought

In an organisation lacking DC awareness, documents are often created as a reactive measure rather than a proactive one, hastily, without proper oversight or review. This can lead to errors, missing information, and difficulties in maintaining an accurate historical record. Proper Document Control requires that documentation is planned for, carefully managed, and continually updated as part of an ongoing process.

5. Frequent last-minute requests for documentation

A disorganised approach to Document Control is often revealed when users constantly make Document Control requests at the last minute, creating a sense of urgency and panic. This indicates a lack of planning and places unnecessary pressure on Document Controllers.

6. Document Controllers are not given decision-making authority

Without this authority, Document Controllers are unable to enforce best practices or ensure compliance, leading to disorganisation, inefficiency and increased risks for the organisation.

7. Over-reliance on informal communication channels

Another common sign of poor DC awareness is when important document-related information is communicated through informal channels, such as verbal instructions, quick chats, or instant messages. These channels by essence lack traceability and formality, often leading to mistakes.

8. Documents are stored in disorganised locations

A clear indicator is the disorganised storage of documents, often spread across personal folders, shared spaces, unregulated cloud services, or email attachments. This makes it difficult for teams to locate the correct revision of a document and increases the risk of using outdated or incorrect information. 

9. No emphasis on compliance or regulatory standards

If there is no focus on keeping documentation up to date with regulatory requirements, the organisation is exposed to significant legal and financial risks.

10. Document Control is not integrated into core processes

Number 10 is when Document Control is treated as a standalone function, disconnected from the organisation’s core processes. This can happen when Document Controllers are not integrated into project teams, or when management sees documentation as a separate task rather than an integral part of business operations. 

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