As a part of Document control procedure you should always do photocopies of the original document (SOP) put a stamp of “Controlled copy” specify copy number on each photocopy, like 1, 2, 3, 4, 5, 6, 7,…etc. Write on controlled copy distribution form that which copy number is distributed to which department or section. Take signature of receiving person and hand over controlled copy to him.
Please do not take photocopy of controlled document. It will be treated as Uncontrolled or Invalid document.
Similarly, for issuing revised SOP controlled copies, first, take back the earlier issued copy by referring the SOP Distribution list of controlled copies. And only then issue next version of SOP as per above procedure. All obsolete controlled copies of SOP should be destroyed and only master copy of that SOP should be stamped as “Obsolete” and should be archived in Documents storage room for history purpose.
The above procedure should be governed by internal SOP on Document control.
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