Last updated: 
5 February 2020

Purpose

Facilitates managing the controlled documents by assigning responsibility to maintain the documents to position titles in IP Australia. The registers allow staff to monitor and review documents to ensure they meet appropriate quality management system requirements for document control.

Controlling documents ensures that:

•           The content of the document is adequate and approved prior to publishing;

•           Changes to documents are reviewed by an approver for accuracy and relevance;

•           Documents are reviewed and updated regularly;

•           A revision history is kept and maintained for historical reference;

•           There is one official version of a document at any one time;

•           Obsolete documents are removed in a timely manner; and

•           Record keeping requirements are met

Content

The:

•           COG Document Control Register

•           PPBRG Document Control Register

•           TMDG Document Control Register

The content of the registers differ in some respects but they all share the following attributes:

•           a Revision History, which details all changes made to the register

•           controlled document details (i.e. name; date of effective and review; BRIK location and the file name of the original document; the position title responsible for the document and approving its release; a link to the most recent version of the document (sensitive documents have a BRIK file reference); and the method and to who changes to the document are communicated.

•           Details of historical controlled documents.

Access and Security

IP Australia staff have access to the Document Control Registers. Access to individual sensitive or classified documents included on a register is limited to staff with an appropriate security clearance and who have a need to know. The public may access the Document Control Registers via freedom of information. Public access to individual documents included on the registers depends on whether the document is exempt from access.