Ever found yourself lost in a sea of paperwork or digital files, wondering where that one crucial document is hiding? Fear not—we’re breaking down the systems that keep our information organized, accessible, and compliant. Let’s dive in!
RECORD CONTROL
🧩 What’s the RCS? (Records Control System)
Think of the RCS as your friendly, super-organized librarian for both paper and digital records. It tracks where records live, who’s responsible for them, how long we keep them, and even how we say goodbye (disposal, anyone?). This isn’t just about tidiness—it’s about staying aligned with ISO standards and legal requirements. Compliance has never been this cool 😎.
📜 So… What Exactly Is a Record?
A record is like a time capsule of our work—it captures what we did, when we did it, and who was involved. From signed contracts to quality reports, these pieces of evidence help us make smarter decisions, stay accountable, and ace those audits.
Examples include:
- Inspection results & test reports
- Signed NDAs and contracts
- HR files (employment contracts, reviews, you name it!)
- Invoices and financial statements
Treating these as records means giving them consistent names, secure homes, and clear expiration dates. It’s like Marie Kondo, but for compliance 📦✨.
📍 Location, Location, Location!
Whether it’s a dusty filing cabinet or a sleek server, the RCS knows where to find every record. For paper: building, floor, room. For digital: server name and folder path. No more treasure hunts! Note: The RCS doesn’t store things like work instructions or templates—those live elsewhere (keep reading!).
⏳ Record Retention: Keep It or Toss It?
Record retention is our policy for how long we keep records before giving them a proper send-off (shredding, deleting, you get the idea). Managers, this is your reminder to keep the RCS updated!
🛠️ RCS Resources
Note: Managers are responsible for ensuring incorporation of record entries into the RCS
DOCUMENT CONTROL
📘 Meet the DCS (Document Control System)
If the RCS is the librarian, the DCS is the creative workshop! It’s where we manage living documents—procedures, work instructions, policies, and templates—that help us do our best work today.
The DCS makes finding, updating, and sharing documents a breeze. Say goodbye to lost files and hello to more desk space!
Examples of DCS documents:
- Work instructions
- Policies & procedures
- Training materials
- Forms & templates
📂 DCS Resources
- User Guide – Document Control System
- DCS-101 Training Material
- Document Submission Form
RECORD CONTROL vs DOCUMENT CONTROL
🔍 Documents vs. Records: What’s the Difference?
- Documents = “We Will Do” – They’re alive, evolving, and meant to guide our work.
- Records = “We Did” – They’re frozen in time, kept as evidence of what happened.
One helps us operate; the other helps us prove it. Both are superheroes in their own right!
💡 Your Takeaway
- Use the RCS for records—proof of what we’ve accomplished.
- Use the DCS for documents—tools to help us accomplish more.
Managers, you’re the captains of this ship! Make sure your team’s records are properly logged in the RCS. Let’s keep our information organized, compliant, and—dare we say—fun!
Cheers,
The Compliance & Clarity Crew 🚀
P.S. Have questions? Reach out! We’re here to help.