ISO Documents

Document Distribution Matrix

A document distribution matrix is a mechanism for recording the location of documents, if your business uses hard copies. Element 4.2.3 of the ISO 9001 standard requires us to “…ensure that … documents are available at points of use.”  There are a couple of approaches that businesses use to keep track of document locations.  One is to have a distribution matrix on the document itself.  The benefits of this approach, while quite frequently used, are not clear.  What if we need to add a department or a person to this list?  I suppose we will need to revise the document only for this purpose.  It does not appear to be practical and economical.  Another method is to create a distribution matrix.  This matrix also may be a part of a master list and may look like this: 

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