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 Job aid and form versioning and control

Marianne Downes's profile image
Marianne Downes posted 10-02-2025 12:55

Help!  I'm working on updating our document control policy and trying to work on the language that ensures that job aids and forms in use are in the current version, and how we ensure that any printed job aids are the current approved version, and how those are retired and replaced by the new version.  

Do we have any experts who are willing to share your language?

Rebecca Ross's profile image
Rebecca Ross posted 10-03-2025 15:33

Marianne, 

What exactly are you looking for?  We use medilab, but it will not print the version on the form so we add a footer to all of our SOP's and forms with the SOP Name, IE.  TS A.01 Tube method.  v1.0 Effective Date.  

Marianne Downes's profile image
Marianne Downes posted 10-03-2025 18:26

@Rebecca Ross That is exactly what I am looking for!  It sounds like your versioning method is: [policy number] [Abbreviated name] v.[version#] effective date.  

How do you ensure that the correct version is always in use, and that when a version is retired, that the form or job aid is also retired?  

While it could be assumed that when the policy is reviewed every 1-2 years that someone is responsible to ensure the version is correctly stated within the policy if that version happened to have changed since the last review, ideally that policy would have been updated when that form was put into use. 

I am specifically looking for the language others use in their document control policy (or stand alone policy) describing the procedure used for their versioning. and stewardship to ensure all outdated versions are removed from service.  

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