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Document Control for Defense Work: A Practical Guide for Small to Mid-Sized Manufacturers
Managing documents might not seem glamorous, but for small and mid-sized manufacturing companies working with the Department of Defense (DoD), it’s absolutely critical. Defense contracts often require strict adherence to regulations that govern how you handle, store, and track your documents. Mistakes can lead to delays, penalties, or even losing the contract entirely.
In this article, we’ll break down the essentials of document control — what it is, why it matters, and how you can set up a simple yet effective system suited to your size and capacity. You don’t need to be a cybersecurity expert or have a huge team to stay compliant. Just a clear process, good organization, and a few best practices.
What Is Document Control?
Document control is the process of managing and maintaining company records consistently and securely. This includes all kinds of documents like drawings, specifications, process procedures, quality records, and audit reports. Proper document control ensures that everyone has access to the latest, approved version of a document, and that changes are properly tracked.
Why Is Document Control Important in Defense Manufacturing?
Defense work is heavily regulated. Regulations such as the DFARS (Defense Federal Acquisition Regulation Supplement) and NIST SP 800-171 require firms to protect Controlled Unclassified Information (CUI). Mismanagement of documents related to CUI can lead to serious cybersecurity breaches or compliance violations.
Effective document control helps you:
Meet compliance requirements and pass audits.
Reduce errors and rework caused by using outdated documents.
Improve efficiency by easily locating and sharing the correct files.
Protect sensitive information by controlling access.
Key Components of a Document Control System
1. Document Identification and Naming
Every document should have a clear, standardized name. Include details like type, version, date, and revision number. For example: WeldingProcedures_v3_2024-04-15.pdf. This helps everyone know what the latest version is at a glance.
2. Version Control
Track changes every time a document is updated. Use revision numbers or dates. Never overwrite an old document without archiving it. This prevents confusion and guarantees everyone uses current info.
3. Access Control
Decide who can view, edit, or approve documents. Maintain a list or log of permissions. For example, certain procedures might only be editable by quality managers.
4. Document Review and Approval
Set clear approval workflows. Before new or updated documents are used, they should be reviewed and signed off by responsible personnel.
5. Storage and Backup
Use a reliable document management system (DMS) — whether a dedicated software or a well-organized folder structure on a secure server. Implement regular backups to prevent data loss due to hardware failure or cyber incidents.
6. Audit Trail and Records Retention
Maintain records of who accessed or changed a document and when. Store documents for the period mandated by regulations, typically several years.
Practical Steps Small Manufacturers Can Take
Assess Your Current System: Are documents stored on paper, spreadsheets, or a simple folder structure? Identify gaps and risks.
Create a Document Naming Convention: Define a simple standard and train your team.
Designate a Responsible Person: Someone to oversee document control — e.g., a quality manager or operations lead.
Implement a Basic Tracking System: Use shared drives with clear folder structures and versioning. Consider affordable DMS options like Google Drive with add-ons or dedicated software like MasterControl, if budget allows.
Train Your Team: Make sure everyone understands how to find, update, and save documents properly.
Review Regularly: Set periodic reviews to ensure documents remain current and compliance is maintained.
Common Challenges and How to Overcome Them
Inconsistent Naming or Filing: Standardize your naming conventions early. Keep it simple enough for everyone to remember.
Lack of Version Control: Always update version numbers and archive old files systematically. This prevents using outdated documents.
Limited Resources: Focus on the essentials — a good folder structure and clear procedures. As you grow, consider investing in more advanced document management tools.
Resources and Further Reading
Final Thoughts
Document control might seem like a mundane back-office process, but in defense manufacturing, it’s a cornerstone of successful and compliant operations. Keep it simple, stay consistent, and regularly review your system. Doing so helps ensure your team can focus on building quality products while meeting the strict standards for defense work.
If you’re unsure where to start, consider consulting with a security or quality expert familiar with defense regulations. It’ll pay off in smoother audits, better security, and peace of mind.