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IMS Document Control | Internal Audit & Management Review | ISO 9001:2015 | ISO 14001:2015 | ISO 45001:2018 | ISO 27001:2013 | ISO 22000:2005 | ISO 50001:2011 | ISO 22301:2019 | ISO 37001:2016 | ISO 41001:2018 | ISO 55001:2014 | ISO 13485:2016 | ISO 20000-1:2018 | ISO 21001:2018 | ISO 28000:2010 | ISO 29001:2018 | ISO 39001:2012 | ISO 29993:2012 | ISO 10002:2018 | ISO 10004:2018 | ISO 21401:2015 | ISO 50002:2018 | ISO 56002:2018 | ISO 56002:2018 (with pre-built clauses/controls and audit checklists)

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Odoo

$ 1080.00

v 18.0 Third Party
Versions 18.0 19.0
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Versions 18.0 19.0

Document Control & Records

A corporate-grade document and record management layer for your Integrated Management System. Govern policies, procedures, work instructions, manuals, and forms through structured lifecycle states—draft, review, approval, effective, obsolete—with revision discipline, controlled copies, distribution lists, acknowledgements where required, and explicit linkage to standards, clauses, processes, sites, and departments so your documentation portfolio is audit-ready and operationally aligned.

Compliance-ready by design Document categories, confidentiality, and distribution types support controlled and uncontrolled copy models—while records management captures evidence against templates and processes without losing traceability to the normative framework maintained in Integrated Management Core.

Document Control and Records overview

Dashboards & Document Lifecycle Visibility

Document control dashboard

See what matters before it becomes an audit finding — Document dashboards surface revision status, overdue reviews, distribution coverage, and record activity so document controllers and quality leaders can prioritize work—not chase email threads.

Operational teams open the same documents they are expected to follow; the system preserves version history, controlled file attachments, and chatter-backed collaboration—so “which document is current?” is never ambiguous.

Link documents to standards, processes, sites, and departments so internal audits, risk assessments, and KPIs reference the same authoritative source.

Controlled Documents, Controlled Records, Continuous Alignment

BB Document Control & Records is built for organizations that must demonstrate that documented information is approved, current, available where needed, and protected when required. It complements Integrated Management Core by operationalizing the standards and process structure: each document carries explicit relationships to clauses and controls; records inherit templates and evidence expectations; distribution and acknowledgement patterns match your policy for controlled copies versus general publication.

Controlled documents register

A) Document Lifecycle & Revision Governance

Move from ad-hoc file shares to disciplined lifecycle management:

  • States & workflow: Draft through review, approval, effectiveness, obsolescence, and archival—aligned to your authority matrix.
  • Revisions: Maintain revision numbers, controlled file attachments, and history of what changed and who approved it.
  • Ownership: Document owners, controllers, reviewers, and approvers with clear responsibilities.
  • Review dates: Plan periodic review and next review triggers.
  • Traceability: Link to standards, processes, sites, and departments for audit and KPI alignment.

B) Distribution, Acknowledgement & Controlled Copy Models

Ensure the right people receive the right version:

  • Distribution lists: Target recipients by role, site, or department.
  • Acknowledgements: Where policy requires read-and-confirm behaviour.
  • Controlled vs uncontrolled: Reflect how your organization manages master copies versus informational copies.
  • Evidence: Preserve who received what and when.
Document revisions

C) Records & Evidence Templates

Support the record half of “documented information” with clarity:

  • Record templates: Standardize how evidence is captured for processes and audits.
  • Controlled records: Align retention and access expectations with confidentiality levels.
  • Operational linkage: Connect records to the processes and sites they evidence.

D) Integration & Executive Oversight

Document health is not an island:

  • Issues & audits: Nonconformities and audit findings can reference the same document IDs.
  • Risk & compliance: Obligations and controls map to the documentation that implements them.
  • Management review: Feed document status, changes, and risks into review packs.

E) Multi-Site & Multi-Company Patterns

Scale governance without fragmenting the framework:

  • Sites & entities: Scope documents and records to where they apply.
  • Corporate groups: Align with Odoo company rules where separate legal entities need isolation.
  • Consistent templates: Publish once; adapt locally only where permitted.

Frequently Asked Questions

Q: How does revision control work for documents?
A: Each document carries revision metadata and controlled file attachments. Revision history supports approvals and traceability—document controllers can see what was effective, when, and who authorized it.
Q: Can we link documents to ISO clauses and processes?
A: Yes. Integrated Management Core provides standards, clauses, sub-clauses, and controls; document records reference those relationships so audits and KPIs align to the same structure.
Q: What is the difference between documents and records in this module?
A: Controlled documents define how work is performed; records provide evidence that work occurred. The module supports both—templates for records, lifecycle for documents—within one IMS-aware model.
Q: Can we enforce acknowledgements for critical procedures?
A: Distribution and acknowledgement patterns can be configured to match your policy—supporting read-and-confirm behaviour where required for controlled copies or critical safety and compliance content.
Q: How do dashboards help document controllers?
A: Dashboards aggregate document status, review cadence, and distribution insight so teams can manage workload proactively and leadership can see systemic document risks before audits.
Q: Is multi-site document ownership supported?
A: Yes. Sites, entities, departments, and processes allow you to scope where documents apply and how roll-up reporting works across locations.
Q: Can Binary Bridge customize document workflows?
A: Yes. Additional approval layers, fields, report layouts, and integrations are available through professional services—while preserving upgrade paths.

Screenshots

Illustrative views from the module assets shipped under static/description/.

1. Dashboards

Document portfolio health and KPI-style visibility.

Document control dashboard 1

Secondary dashboard perspective.

Document control dashboard 2

2. Controlled documents

Documents register view.

Documents list view

Document form — detail and linkage.

Document form

Revision history and file governance.

Document revisions

3. Distribution

Distribution and acknowledgement context.

Document distributions

4. Records

Controlled records and templates.

Controlled records

Record templates.

Record templates

Professional Support & Services

Binary Bridge Technology Services implements document control programmes that respect your authority matrix, retention policies, and audit expectations—configuring modules, training document owners, and integrating with related IMS apps.

Installation & Implementation Support

  • Security groups for document owners, controllers, and readers
  • Standards and process linkage workshops
  • Migration from legacy document registers and file shares
  • Dashboard tuning for executive and quality councils

Customization Services

  • Custom approval workflows and PDF layouts
  • Portal or email distribution patterns
  • Integration with DMS, PLM, or QMS ecosystems

Ongoing Support & Maintenance

  • Upgrade assistance and regression testing
  • Periodic review of taxonomy and templates after certification audits

Enterprise Security & Governance

  • Confidentiality levels and access control design
  • Evidence retention aligned to regulatory requirements
Binary Bridge Technology Services Professional Solutions | Enterprise Security | Expert Support
odoo@bbtech.ae | +971 56 128 6321 | www.bbtech.ae 
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