Document & Record Control Procedure

3. Document & Record Control Procedure

Document Name: Document and Record Control Procedure
Version: 1.0
Approved by: Directors, Immercial Limited
Review Frequency: Annual

3.1 Purpose

This procedure defines how Immercial Limited controls documents and records that support the Integrated Management System (IMS), ensuring information is current, accurate, secure, and accessible to authorised users.

This procedure supports compliance with:

• ISO 9001 (control of documented information)

• ISO 27001 (information handling and security)

3.2 Scope

This procedure applies to:

• Internal IMS documents and records

• Operational records supporting service delivery

• Information assets stored digitally

• Quality and information security records

Public-facing governance, legal, licensing, and policy documents published on the Immercial website are included within the IMS by reference and are not duplicated internally.

3.3 Document Creation & Approval

• All IMS documents are created in a controlled digital format.

• Documents include a title, version number, approval authority, and review frequency.

• New or revised documents are approved by senior management prior to use.

• Obsolete documents are withdrawn or clearly marked as superseded.

3.4 Version Control

• Documents are versioned sequentially (e.g. v1.0, v1.1).

• Changes are recorded through updated version numbers and dates.

• Only the latest approved version is available for operational use.

• Historic versions are retained for reference where appropriate.

3.5 Storage & Access Control

• IMS documents and records are stored within Immercial’s structured OneDrive environment.

• Access permissions are role-based and restricted to authorised users.

• Sensitive or confidential information is protected from unauthorised access.

• Website-published policies are managed through controlled web content updates.

3.6 Record Retention

• Records are retained for periods appropriate to their purpose, legal obligations, and contractual requirements.

• Records may include:

  • Audit records

  • Management reviews

  • Client feedback logs

  • Risk registers

  • Corrective action records

• Records no longer required are securely archived or deleted.

3.7 External Documents

External documents relevant to operations (e.g. standards, guidance, regulatory information) are identified and reviewed as necessary. Where applicable, references are maintained rather than copied.

3.8 Review & Maintenance

This procedure is reviewed at least annually or when significant changes occur to systems, operations, or compliance requirements.