Document Control Process (ISO audit)

Process Goal

Document control is a key component of standards such as ISO (e.g., 9001, 14001, 27001), IATF, C5, and many others. Ensuring that documents such as policies or guidelines are properly created, reviewed, approved, and published helps to meet compliance requirements, enhances operational efficiency, and maintains audit readiness.

KPIs:

Minimization of nonconformities
Reduction in document approval cycle time by up to 70%
100% audit traceability on document changes
Elimination of version control errors
Increased compliance with ISO clause 7.5 - Documented Information

Minimization of nonconformities
Reduction in document approval cycle time by up to 70%
100% audit traceability on document changes
Elimination of version control errors
Increased compliance with ISO clause 7.5 - Documented Information

Minimization of nonconformities
Reduction in document approval cycle time by up to 70%
100% audit traceability on document changes
Elimination of version control errors
Increased compliance with ISO clause 7.5 - Documented Information

Improvement with FireStart

Documents are automatically routed for review and approval, ensuring no steps are missed.
All changes and approvals are logged and traceable, simplifying internal and external audits.
Version control and access permissions are enforced by the workflow.
Notifications and tasks are automatically sent to the right stakeholders.

Significantly reduced admin time and eliminated manual errors.

Documents are automatically routed for review and approval, ensuring no steps are missed.
All changes and approvals are logged and traceable, simplifying internal and external audits.
Version control and access permissions are enforced by the workflow.
Notifications and tasks are automatically sent to the right stakeholders.

Significantly reduced admin time and eliminated manual errors.

Documents are automatically routed for review and approval, ensuring no steps are missed.
All changes and approvals are logged and traceable, simplifying internal and external audits.
Version control and access permissions are enforced by the workflow.
Notifications and tasks are automatically sent to the right stakeholders.

Significantly reduced admin time and eliminated manual errors.

Process starts with document request
Trigger: A document request is submitted by an employee via FireStart form or document management tool (e.g. SharePoint, Confluence etc)
AI-based validation (optional)
If integrated, AI or rules engine checks for completeness of the form, proper classification of the document type (policy, SOP, etc.), and alignment with ISO requirements.
Draft creation
A task is assigned to the responsible person (e.g. process owner) to upload or create the first version of the document using ISO-compliant templates.
Document review
The draft is routed to the Quality/Compliance Team for a structured review, including:
- Accuracy and completeness
- Formatting and metadata
- Reference to applicable ISO clauses
Document approval
If approved, the document is automatically routed to the designated approver (based on role, value, or department).
Upon approval:
- The document is versioned and published to the official document repositor
- A notification is sent to affected user
- An audit trail entry is created and stored

** A recurring task is scheduled for future review, as required by ISO (e.g., every year, 2 years or based on document criticality).

Process starts with document request
Trigger: A document request is submitted by an employee via FireStart form or document management tool (e.g. SharePoint, Confluence etc)
AI-based validation (optional)
If integrated, AI or rules engine checks for completeness of the form, proper classification of the document type (policy, SOP, etc.), and alignment with ISO requirements.
Draft creation
A task is assigned to the responsible person (e.g. process owner) to upload or create the first version of the document using ISO-compliant templates.
Document review
The draft is routed to the Quality/Compliance Team for a structured review, including:
- Accuracy and completeness
- Formatting and metadata
- Reference to applicable ISO clauses
Document approval
If approved, the document is automatically routed to the designated approver (based on role, value, or department).
Upon approval:
- The document is versioned and published to the official document repositor
- A notification is sent to affected user
- An audit trail entry is created and stored

** A recurring task is scheduled for future review, as required by ISO (e.g., every year, 2 years or based on document criticality).

Process starts with document request
Trigger: A document request is submitted by an employee via FireStart form or document management tool (e.g. SharePoint, Confluence etc)
AI-based validation (optional)
If integrated, AI or rules engine checks for completeness of the form, proper classification of the document type (policy, SOP, etc.), and alignment with ISO requirements.
Draft creation
A task is assigned to the responsible person (e.g. process owner) to upload or create the first version of the document using ISO-compliant templates.
Document review
The draft is routed to the Quality/Compliance Team for a structured review, including:
- Accuracy and completeness
- Formatting and metadata
- Reference to applicable ISO clauses
Document approval
If approved, the document is automatically routed to the designated approver (based on role, value, or department).
Upon approval:
- The document is versioned and published to the official document repositor
- A notification is sent to affected user
- An audit trail entry is created and stored

** A recurring task is scheduled for future review, as required by ISO (e.g., every year, 2 years or based on document criticality).

"FireStart supported us very well and competently in modeling our processes. As a result, a wide range of specialist departments can work on clear, comprehensible process models across the board. This provides us at mann&mouse with significant support for our ISO 27001:2022 and ISO 9001:2015 certificates."

Christian Sallaberger, Quality Management

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