Clause 5: Leadership
The management system must be communicated and maintained so users understand how controlled documents are approved, distributed, accessed, and reviewed.
ISO 9001:2015
Quality management system document controls mapped to IDMS workflows, version history, metadata, review reminders, and secure document availability.
ISO Requirements Conformance
Quality documentation controls made visible, current, and governed.
There are many requirements to fulfil in order to be ISO 9001:2015 compliant. In particular, Clause 5 Leadership requires the system to be made available, communicated, maintained, and understood by all parties.
Clause 7.5: Documented Information
ISO recognizes increasing electronic document usage and the need for security considerations around confidentiality, access, integrity, and data control.
Step 1Approval Workflow
Route documents through authorized review before release.
Step 2Version History
Preserve revisions and keep the latest approved copy visible.
Step 3Metadata Control
Tag internal and external documents for traceable control.
Step 4Global Search
Help authorized users find controlled information quickly.
Requirement Matrix
How IDMS supports ISO document control requirements.
01
ISO Requirement
Approve documents before they are distributed.
Solutions From IDMS
- Digital document library for storing and viewing controlled documents.
- Approval workflow deployment.
Description
Documents pass through authorized approval before they are distributed or made viewable by the organization.
02
ISO Requirement
Update documents on a periodic basis.
Solutions From IDMS
Deploy workflows that follow information management policies.
Description
- Documents are periodically reviewed to keep content up to date.
- Reminders can be automated through system workflow.
03
ISO Requirement
Ensure the correct document version is available at point of use.
Solutions From IDMS
Enable Document Version History.
Description
The correct version of each document can be published and presented to the organization.
04
ISO Requirement
Identify current revision status of documents.
Solutions From IDMS
Enable Document Version History.
Description
- Every amended document version is preserved in the document library.
- Version indexing indicates the sequence of document versions.
05
ISO Requirement
Identify, control, and monitor documents from external sources.
Solutions From IDMS
External sources such as emails or other electronic information can be imported into IDMS and tagged with appropriate metadata. Documents received externally can share the same policies applied to internally received documents.
Description
Hard-copy information can be scanned, imported into IDMS, and tagged with appropriate information.
06
ISO Requirement
Prevent accidental or unintended use of obsolete documents.
Solutions From IDMS
Only the latest approved document version is shown to the organization for viewing.
Description
Older versions are not presented to the organization as active documents.
07
ISO Requirement
Preserve the usability of documents.
Solutions From IDMS
Documents are stored digitally with metadata properties, helping them remain legible and easily identifiable.
Description
Global Search allows users to search documents in the system with ease, provided they have authority to view the document.
Need ISO Document Control?
Map your documented information workflow with IXI.
Tell IXI about your approval flow, review frequency, external document intake, and access requirements. We will help assess how IDMS can support your ISO document control process.