What is the difference between a document and a record?

A document describes how something should be done and is changed when needed. A record proves what was done and is retained unchanged.

Do documents have to be signed?

The standards do not require a signature, but a traceable review and approval. In practice, an electronic approval with name and date meets this.

How long must records be kept?

The standards do not set retention periods. Legal, contractual and internal requirements apply – the organisation defines the retention period itself.

Do you need a management system manual?

No. Since the 2015 revisions the standards no longer require a manual. Specific documented information is required, such as the scope, policy and objectives.

Which file formats does IMScheck support?

PDF, DOCX and XLSX up to 20 MB per file. Each new file is stored as a new version; earlier versions are kept.

Deutsche Version

Document control – always the current version

Document control makes sure everyone works with the current approved version, changes are traceable and records are kept safe. IMScheck controls your documents with versions, approval and publishing – for all standards in one system.

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How IMScheck supports your document control

File documents by type: policy, procedure, process, form, record.
Every change becomes a new version – earlier versions are kept.
Approval workflow: draft, approved or rejected – with name and date.
The current version is marked and can be published read-only via a revocable link; storage stays private.
Link documents to tasks as evidence, every change in the audit trail, data in the EU.

What does document control mean?

ISO management system standards cover documented information in clause 7.5. When creating and updating it, the focus is on clear identification, a suitable format and review and approval for suitability and adequacy.

Controlled also means: the information is available where it is needed, adequately protected, and distribution, access, storage, changes, retention and disposition are managed. This also applies to documents of external origin, such as laws, standards or customer requirements.

Documents and records

Documents define how work is done – policy, objectives, procedures, process descriptions, forms. They are maintained and changed when needed.

Records prove what was done – audit reports, inspection logs, training records, management review minutes. They are retained and protected against unintended changes.

Typical problems without document control

“Procedure_final_v3_new.docx” on the shared drive, another version in an email attachment, a third printed out at the machine: nobody knows for sure which one applies. Who changed and approved what, and when, cannot be proven – which becomes a problem at the latest during the audit.

One document system for all standards

In an integrated management system, documents are kept only once: one integrated policy, one procedure for controlling documented information, one shared legal register. Standard-specific documents such as the Statement of Applicability (ISO 27001) or environmental aspects (ISO 14001) complement the shared set.

Frequently asked questions

What is the difference between a document and a record?: A document describes how something should be done and is changed when needed. A record proves what was done and is retained unchanged.
Do documents have to be signed?: The standards do not require a signature, but a traceable review and approval. In practice, an electronic approval with name and date meets this.
How long must records be kept?: The standards do not set retention periods. Legal, contractual and internal requirements apply – the organisation defines the retention period itself.
Do you need a management system manual?: No. Since the 2015 revisions the standards no longer require a manual. Specific documented information is required, such as the scope, policy and objectives.
Which file formats does IMScheck support?: PDF, DOCX and XLSX up to 20 MB per file. Each new file is stored as a new version; earlier versions are kept.