Document control sounds like a lot of paperwork, but this register keeps it to one Word file: your records, where your controlled documents live and a log of the changes made to them.

Effective IMS Registers

This register template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Register number and title
• Information-classification
• Version
• Page number / total pages

alphaZ documents - beautifully designed, tried and tested register templates. No junk, jargon or unnecessary content. Simple and usable register templates developed over 25 years through practical use in the real world.

Further Reading

Further guidance on documents and records:

• ISO 9001 Clause 7.5 - Documented Information
• Personnel Records and Data Protection
• Setting Up a Management System
• Management Systems knowledge base

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Download this register with your company name and logo already added!
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How to Download

To get access to this file please click on Add to Cart to purchase for immediate download. If you have an alphaZ Subscription just click on Download Files to view all the files available to download. This register is also included in the ISO 9001, ISO 14001, ISO 45001, ISO 27001, ISO 22301 and ISO 37001 toolkits, including the integrated toolkits that combine them, and in the BS EN 1090 Toolkit, so the toolkit route gives you this file plus everything else you need in one download.

Need Help Implementing?

If you'd like hands-on help setting up your document register with your own records, filing locations and retention periods, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.

Document Register Template

The Document Register is a Word template that brings document control and record retention into one register. It lists the records your organisation keeps, where each is stored and how long it is kept, where your controlled registers, forms, policies and procedures are filed, and a log of significant changes to your file templates.

It supports the documented information requirements of the ISO management system standards, clause 7.5, and is the document register the IMS1 manual refers to in section 1.5, Management of Documented Information and Data.

Three Versions to Choose From

• F-IMS20 - lists the folder locations of your controlled registers, form templates, policies and procedures, with a table for other key company files
• F-IMS20-V2 - lists each controlled file individually under IMS registers, company form templates, company policies and company procedures, with the current version or date approved against each
• F-IMS20-V3 - the layout of the first version with an added section for key documents of external origin, such as standards, recording who issued each, where it is filed and who is responsible for keeping it up to date

What's Included in this Register

• Reviewed By and Date Reviewed - a header row to record who reviewed the register and when
• Key Company Records - each type of record with a description, where it is stored and who is responsible, and its retention period, with any personal or confidential data marked in red
• Key Company Records - IMS Related - the same columns for records that belong to the management system itself
• Key Company Controlled Registers, Policies and Forms - where the documents your organisation controls are filed, with access and editing restricted as required
• Other Key Company Files - other key procedures, handbooks and work instructions, with their location and current version
• File Template Update Log - significant changes to issue-controlled file templates, with the date of each change

Built for Clause 7.5 of the ISO Standards

• Shows in one place what documented information you control and where it is kept
• Records retention periods, so records are kept for as long as required
• Marks personal and confidential data, so the access controls on it can be shown
• Logs changes to controlled file templates alongside their current version

Who Needs a Document Register?

Any organisation working towards or maintaining ISO 9001, ISO 14001, ISO 45001, ISO 27001 or another ISO management system standard needs to control its documented information. The register suits small and medium-sized businesses that want document control kept in one short Word file rather than in a separate system.

Sample Data Versions for Subscribers

Completed examples are available with an alphaZ subscription including: the register filled in for a typical organisation, with records such as training, HR, accounts, maintenance and accident records listed against where they are stored and how long they are kept.

Included in the ISO 9001, ISO 14001, ISO 45001, ISO 27001, ISO 22301 and ISO 37001 Toolkits

This register is part of the ISO 9001, ISO 14001, ISO 45001, ISO 27001, ISO 22301 and ISO 37001 toolkits, including the integrated toolkits that combine them, and the BS EN 1090 Toolkit.

Works with the Records and Personal Data Registers

The F-IMS201 Records Register is an alternative register for listing records, where they are kept and for how long, without the document control sections. Records that hold personal data can be set out in more detail on the F-IMS24 Personal Data Register, and PP-1-08 Management of Files, Documents and Records Policy Procedure sets out how documents and records are controlled and how the document register is kept up to date.