"Sanity Check" in Document Control

Sanity check in Document Control plays a major role as they it is starting point to check the document/drawings authenticity and building an image of the quality documents of the originating organization.

Every Documents coming IN and going OUT needs to check by Document Controller thoroughly.

Document Control Dept. must generate a 'Document Sanity Check List" for documents for the checking the following points at the minimum.

1. Check the legibility of the document.If documents are not legible than reject and return to originator as such document will create bad impression among clients and concern stakeholders.
2. A Document Sanity check list needs to be prepared and distributed to Document Controllers.
3. Proper training to be given to every Document Controller on sanity checks.
4. Concerned stakeholders to be informed through Document Control Procedures that documents will be returned for correction by Document Controllers, if they found any anomalies during sanity check.
5. During sanity check Document Controller will check,document number,revision number,date of issue,title or subject of the document,cross reference number,approval status,reason for issue,authorised signature, no.of sheets,attachments and legibility of the documents,transmittals etc...as minimum criteria.
6. Document Controller must sanity check all above parameters before acknowledging the incoming and outgoing documents before registering,distributing or transmitting.
7. Document Controllers are responsible for proper sanity checks and he has right to reject the documents if not meeting the requirements.
8. Document Controllers needs to reject the document and request the originator politely to get the better copies for necessary action within timeframe.
9. Proper "Sanity Check" is one time effort to reduce redundancy,confusion,frustration and give peace of mind to users of the documents.
10. Document Controllers are "Custodian of Documents" and they are not Clerks,Secretaries or Office Boys...and has Right to Reject document which is harming image of his organization and should not have any fear in doing it.
11. If Document Controller start rejecting document with validity reason under sanity check, originators of the documents from internal team or external agencies will get caution and begin to produce better deliverables next time.
12. Management and Quality Assurance Department must support Document Controller's efforts of improving the quality of documents delivery and should not be blamed for rejection and delay.
13. Document Controllers are the Image Builders of the organization as they do not allow improper documents to be sent or received.