How to organize quality documentation for easy access?

Properly organizing quality documentation is the basis of compliance and efficiency, ensuring swift access to the right information when it matters most. Yet, too often, scattered spreadsheets and outdated versions turn this vital process into a slow, logistical nightmare —and a nonconformance risk waiting to happen.

That’s where digital document control systems like Kiuey come in. With streamlined organization, automated updates, and secure accessibility, teams move faster, audits run smoother, and compliance becomes achievable without chaos. 

Read more to learn how supplier quality engineers can transform their approach to documentation and turn a challenge into a competitive advantage.

Why quality documentation organization matters

Documentation serves as material reference that details an organization’s processes, and it is the primary support of any quality management system (QMS). From PPAP to incoming inspection reports, documentation records how business is conducted and provides evidence of production procedures, quality management, and performance results.  

Easy access to key information is crucial for maintaining quality standards and meeting compliance requirements. Effective documentation organization is at the core of many QA tasks, such as the corrective and preventive actions (CAPA) process and PFMEA. 

On the other hand, poor quality documentation control can lead to audit failures, process inefficiencies, and nonconformances, causing further issues in the organization.  

Key principles for organizing quality documentation

Centralization

Having scattered files and documents makes it difficult to find information when you need it the most. Instead of resorting to emails and shared drives, aim to keep all documentation in a single repository. This ensures that files can be easily identified, shared, and stored throughout a project’s life, reducing risk of errors and streamlining processes. 

Version control

Quality documentation is not static, it evolves through changes, updates, and reviews to maintain accuracy and assure compliance. This means that without proper version control, outdated procedures or forms can slip into daily operations, leading to inconsistencies, errors, and regulatory risks. Implementing a version control system to manage this process makes it so that all stakeholders work with the latest approved documentation, minimizing deviations and reinforcing traceability.

Standardization of formats and naming conventions

Establishing a file naming convention provides consistency, meaning for every member of the team, and easy access to documentation. According to the International Organization for Standardization (ISO), a document’s title must be “as self-explanatory as possible to enhance the accessibility and discoverability of information”. 

ISO naming conventions, for example, recommend different structures depending on the type of document at hand, each with its own components:

• For face to face and hybrid meetings: [YYYY-MM-DD] – [Location ([Meeting type])] – [Document main topic] – [Document maturity]

E.g: 2021-09-29 – La Coruña (hybrid) – Agenda – Draft ver. 2

• For virtual meetings: [YYYY-MM-DD] – Virtual meeting – [Document main topic]

E.g: 2024-03 -05 – Virtual meeting – Working documents for discussion for plenary schedule

• For decision documents: [Draft or not] – [By correspondence or not] – [Decision main topic]

E.g: Approval to submit new project about XYZ

• For project documents: [Subtype] – [Project reference] – [Document main topic] – [Expected action if important]

E.g: Form 8A – ISO/CD 21911 – Decision to proceed to Draft International Standard

Tools and solutions for managing quality documentation

Managing quality documentation the traditional way —using manual filing and spreadsheets— comes with significant limitations: it makes changes difficult to track, hinders real-time collaboration, and is prone to human error.

As the industry evolves, pivoting to digital document control systems like Kiuey offers a smarter solution for maintaining compliance and preventing errors when managing quality documentation. With automated control version, access permissions, and audit trails, these systems streamline processes, ensure accuracy, security, and traceability. 

Best practices to ensure easy access and compliance

• Establish clear user access and permissions to enhance information safety.
• Implement metadata and tags for a faster search.
• Set document review schedules to verify information is accurate and up to date. 
• Create an effective document archive system, outlining explicit retention and disposal policies to determine whether a file is to be archived or deleted. 
• Train team members on document management best practices. 
• Choose and use appropriate tools for managing quality documentation.

Improve documentation management with digital solutions 

Switching to a digital document control system allows QA teams to focus on improvement rather than paperwork, saving time, strengthening collaboration, and ensuring compliance readiness for audits. Using software solutions for managing quality documentation simplifies common but crucial tasks that can be tiresome, like version control. 

Imagine an SQE is conducting a supplier audit and needs the latest quality documentation. Instead of sifting through outdated spreadsheets and emails, they can streamline this process using a digital control system like Kiuey, where version history is automatically tracked and recent updates appear highlighted. So, our hypothetical SQE can access the latest approved procedures with a few clicks, ensuring compliance and consistency. 

Discover how to manage quality documentation properly and without complications. Explore all the benefits Kiuey’s software solutions offer for your quality management needs. Schedule a free demo and start saving time and resources today.