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Document control is one of the most critical components of the quality management system. Effective document and data control ensures that a food business can be confident that they are using the current version of a document, and the information contained in these documents has been approved by management. All documents related to operational food safety and quality programs must be managed appropriately, and must be accessible for the verification of the operational scope of the program. The general requirement for effective document control is for each page to be authorised, and to include an issue date. All documents and monitoring / verification forms should be available in a digital format, and may be photocopied from an original as required. All used forms and documents must be archived, recycled or destroyed appropriately. Procedural and policy documents must be available for general use in a read only format. Copies of this material may be printed, but general access to the alteration of such material must be strictly governed. The review of documents and records must be undertaken at programmed intervals to verify the operation of the food safety program.

The Food Safety and Quality Management System should include specific requirements for Documentation and Data Control, which may include:
Responsibility and procedures for the management and integrity of Records, Standard Operating Procedures and Work Instructions;
Responsibility and procedures for the amendments to documentation, general document and data control, handling and storage;
Responsibility and procedures for how documents and data are protected from damage or loss;
Responsibility and procedures for how long documents and data are retained. The retention time for documents should be at least until the shelf life expiry of the related products, until any reasonable point at which consumers would be expected to have used or disposed of the product, or as required by legislative or industry requirements;
Responsibility and procedures for the communication of relevant safety, quality, industry and statutory information to staff and senior management;
Considerations of legal privilege and confidentiality of all document and data applicable to every food business, including personnel privacy requirements.

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