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The Documentation Log Template
Document Version Control
The Documentation Log Template typically includes the following components:
Document Title: The title or name of the document.
Document ID or Number: A unique identifier assigned to the document for easy reference.
Document Type: The category or type of document (e.g., report, contract, policy, procedure, meeting minutes).
Author: The name or department of the individual or team responsible for creating the document.
Date Created: The date when the document was initially created.
Date Last Modified: The date of the most recent modification or update to the document.
Document Description: A brief description or summary of the document's content, purpose, or significance.
Location or Repository: Information about where the document is stored or archived, including physical and digital locations.
Status and Version:
Status: The current status of the document (e.g., draft, under review, approved, archived).
Version Number: The document's version or revision number, especially important when multiple versions exist.
Key Dates: Date Submitted/Received: The date when the document was submitted or received (if applicable).
Date Approved: The date when the document was officially approved (if applicable).
Owner: The person or department responsible for maintaining and managing the document.
Reviewer/Approver: Individuals or teams responsible for reviewing and approving the document.
Comments/Notes: A section for including comments, notes, or additional information related to the document.
Actions Taken: A log of actions taken concerning the document, such as revisions, approvals, or archiving.
Audit Trail: A record of changes made to the document, including dates, the nature of changes, and the individuals responsible for the changes.
References: Any references or links to related documents, policies, or procedures.
Document History: A chronological record of the document's history, including significant events, changes, and actions taken.
Attachments: A section for attaching related files or documents, such as the document itself or supporting materials.
The Documentation Log Template helps organizations maintain control over their documents, track their lifecycle, and ensure compliance with regulatory requirements. It also facilitates document retrieval, version control, and collaboration among team members. Depending on the specific needs and processes of an organization or project, the template can be customized and expanded to include additional fields or categories. Document logs are valuable tools for ensuring transparency, accountability, and efficient document management.
Riaan is a dynamic leader, coach, facilitator, Lean Six Sigma Master Black Belt with over 20 years of hands-on experience driving business results. Riaan is highly skilled and has worked across diverse industries internationally. With a degree in Chemical Engineering, Riaan started in the major breweries and bakeries in South Africa and was so dedicated to his work that he was often known to take his work home with him.