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TBT-06: Document Control & Records Management

Reference: TBT-06 | Issue Date: 14/03/2026 | Review Date: Sep 2026 Applicable Standards: ISO 9001 Cl. 7.5 | ISO 14001 Cl. 7.5 | ISO 45001 Cl. 7.5 Related Documents: HPROC10, HSQEMS01, HSQEMS02

All Staff

This toolbox talk applies to everyone at CRGI Solutions. Understanding document control is essential—it ensures we all follow the right processes, maintain audit evidence, and meet legal requirements.

Why Document Control Matters

Effective document control keeps our organisation aligned. When documents aren't properly managed, people work from outdated procedures, compliance falls apart, and we can't prove what we did when auditors ask. Document control means one source of truth, clear responsibility, and confidence that you're using the correct version.

CRGI's Document Structure

All controlled documents follow a naming convention:

  • HSQEMS## — Health, Safety, Quality, Environment & Management System manuals
  • HPOL## — Policies (leadership intent and commitment)
  • HPROC## — Procedures (step-by-step processes)
  • HFORM## — Forms and templates (what you fill in)
  • HREG## — Registers and records (proof of compliance)
  • TA/TBT — Training materials

The HSQEMS Site: Single Source of Truth

The HSQEMS site at hsqems.crgi.uk is your single source of truth for all controlled documents. Every approved, current version lives here. Never rely on downloaded copies, email attachments, or printed versions as reference—always access the site.

Version Control & Identifying Current Documents

Every document carries: - Version number — tracks how many times it's been updated - Issue date — when this version became official - Review date — when it's due for a refresh

The document header shows all three. If dates have passed, that version may be superseded. Always check the HSQEMS site for the latest.

What "Controlled Document" Means

A controlled document is: - Only published after formal approval - Tracked and versioned - Updated only through a documented review process - Accessible to everyone who needs it

This prevents rogue versions and ensures consistency.

Your Responsibilities

As a CRGI team member, you must:

  • Use current versions — always reference the HSQEMS site, not local files
  • Don't create unofficial copies — save documents locally only for immediate work, not as a reference source
  • Report gaps or errors — if a procedure is unclear or a form is outdated, tell the Operations Manager
  • Complete forms as instructed — use only approved HFORM## templates
  • Follow procedures — HPROC documents explain how we work; follow them

Documents vs. Records

  • Documents tell you what to do (procedures, policies, forms)
  • Records prove you did it (completed forms, test results, inspection notes)

Both matter. Documents guide you; records demonstrate compliance.

Record Retention

CRGI retains records for minimum periods required by law, contract, or our quality system. Some records stay indefinitely; others we archive or destroy after set periods. Check the relevant procedure for retention timelines.

What NOT to Do

  • Don't save a local copy of a policy and forget to update it
  • Don't use an old form template from last year
  • Don't create your own unofficial forms or checklists
  • Don't modify a controlled document without going through the approval process
  • Don't email controlled documents as "versions of record"

Something Wrong? Report It

If you spot an error, confusion, or gap in a controlled document—contact Sean Ashton, Operations Manager. He coordinates reviews and updates. Your feedback improves our system.

Key Takeaways

  • One source: Always use the HSQEMS site (hsqems.crgi.uk) for current documents
  • Version matters: Check issue and review dates; out-of-date documents aren't authoritative
  • Use official templates: Complete forms only with current HFORM## versions
  • Records are proof: Filled forms, logs, and registers document compliance
  • Report issues: Tell the Operations Manager if something needs updating
  • Don't improvise: Follow procedures and use approved documents—consistency protects us all

CRGI Solutions HSQE Department | HSQEMS v2.0 | Classification: CRGI Information