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Form · FRM-01

Master Document Register

Register of every controlled internal and external document with revision, status and distribution.

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Purpose

The Master Document Register is the single controlled index of every internal and external document that forms part of the management system. It shows the current revision and status of each document, where the master is held, who approved it, when it is next due for review, and where controlled copies are distributed. It is maintained by the Quality Manager under SOP-01 and is the first document an assessor uses to navigate the system.

What it covers

  • Part A - Internal documents
  • Part B - Controlled printed copies
  • Part C - External documents

How to complete it

  1. 1.Maintain the register electronically (spreadsheet or document management system) and print or export it for audits; the electronic version is the master.
  2. 2.Part A lists internal documents in ID order. Enter the document ID, title, type (QM, GD, SOP, WI, FRM, CHK, VAL), current revision, effective date, approver, review-due date (24 months by default), status (DRAFT, CURRENT, TEMPORARY AMENDMENT, OBSOLETE, WITHDRAWN) and the location of the master.
  3. 3.Part B lists controlled printed copies: copy number, document, holder, location, date issued and date withdrawn. Every controlled printed copy must be traceable here.
  4. 4.Part C lists external documents: title, issuing body, edition or date, where held, which procedures reference it, the date the edition was last checked as current and by whom.
  5. 5.Record each review that concludes 'no change' in the change summary column with the reviewer and date, and reset the review-due date.
  6. 6.Never delete an entry; set status to OBSOLETE or WITHDRAWN and record the date and the superseding document.

Before you use it

  • Replace every square-bracket token, starting with [LABORATORY NAME], [ADDRESS] and [EFFECTIVE DATE]. The full token list is in GD-01 Read Me First.
  • Have the content technically reviewed against how your laboratory actually works, then approved by the responsible manager before it becomes a controlled document.
  • Update the Word fields after editing so the table of contents and page numbers are correct: select all, then press F9.
  • Record the document in your own document register and set its review date.

Related documents

This is an original template published by ValiTrac. It does not reproduce the text of ISO/IEC 17025 or of any accreditation body publication, and it does not by itself confer or guarantee accreditation. Customise, review and approve it before use.