Audit – Document Control
The document control audit checks that people are working to the current version of the right document – and that the obsolete ones can’t come back to haunt you from a drawer or a shared drive.
A good auditor is curious, not hostile. Record what you actually observed, note the evidence, and agree corrective actions with the auditee before you leave the area.
1. Audit details
| Field | Details |
|---|---|
| Audit title | Audit – Document Control |
| Audit no. | [AUD-YYYY-###] |
| Date(s) | [YYYY-MM-DD] |
| Auditor(s) | [Name(s)] |
| Area / process audited | [Area] |
| Auditee(s) | [Name(s) / Title(s)] |
2. Audit criteria
Reword the clauses to match your standard if you need to – but keep the numbering stable so you can trend findings over time.
| Ref | Requirement | C / NC / N/A | Evidence seen | Corrective action ref |
|---|---|---|---|---|
| 1.1 | Documented procedure defines approval, issue, review, and change control. | |||
| 1.2 | Current versions are identifiable (version, date, approval). | |||
| 1.3 | Documents in use at point of use match the master list (spot checks). | |||
| 2.1 | Obsolete documents are removed from use or clearly marked. | |||
| 2.2 | External documents (standards, regulations, specs) are controlled. | |||
| 2.3 | Changes are reviewed for food safety impact before approval. | |||
| 3.1 | Records are legible, dated, signed, and attributable. | |||
| 3.2 | Record retention meets defined periods and regulatory needs. | |||
| 3.3 | Electronic records are backed up and access-controlled. | |||
| 4.1 | Staff can find the documents they need (interviews/observation). |
3. Summary
- Total clauses checked:
- Compliant: Non-compliant: N/A:
- Overall result: [Pass / Conditional pass / Fail – define your scoring rule here]
- Key strengths:
- Priority corrective actions: [list CAR references]
Approval and control
| Role | Name | Signature | Date |
|---|---|---|---|
| Prepared by | [Name] | [Signature] | [Date] |
| Reviewed by (QA) | [Name] | [Signature] | [Date] |
| Approved by | [Name] | [Signature] | [Date] |
Keep completed forms for [Define retention period, e.g., 2 years beyond shelf life] at [defined location] – and make sure someone besides you knows where that is.
General use: This template contains no country-specific laws or regulator names and suits any food business — restaurant, catering, food manufacturing, retail, or food service. Adapt temperature limits, legal references, and record-retention periods to your local regulations. Provided by GIFSQ · v1.0 · September 2026