After reviewing according to the distribution scope, the documenter will write down the file code and file name on the Document Distribution Record Form, and ask the recipient to sign and record the date of collection.

Of course, important documents should be backed up, such as the original in the archives, and once the copy is lost, it can be made up immediately. If the document is confidential, it can only be part of it at a time. In addition, to strengthen the responsibility system, one of the two people must be responsible, or return it after use every day. In fact, if no one took it, how could they lose it?

Use:

After the controlled documents or materials are lost, it is generally necessary to fill in the Application Form for File Filing and Distribution again, explain the reasons, and report to the relevant departments for approval and filing. When the document control center reissues a document, it shall cancel the controlled number of the lost document on the Application Form for Document Filing and Distribution, compile a new controlled number, and notify the relevant departments to declare it invalid to prevent misuse.

In general, controlled documents cannot be taken out of the workplace (or designated place). In addition, all controlled documents should be properly kept. Losing controlled documents is a violation of your company's rules and regulations, and you should be punished according to relevant internal regulations. As for the punishment standard, it depends on the company's relevant management system.