What common errors cause CDF to be rejected in internal audits?

Introduction

Physical Document Control (PDC) is one of the crucial tools for ensuring compliance in internal processes. However, during internal audits, it is common for CDF to be rejected due to frequent errors. Identifying these mistakes is essential in order to improve document management and avoid non-conformities that can compromise the efficiency of procedures.

Failure to update documents

One of the most common mistakes that leads to the rejection of the CDF is the failure to constantly update the stored documents. Outdated documents can cause discrepancies between what is recorded and the reality of the process, highlighting flaws in control and raising doubts about the veracity of the information.

No proper identification

Documents without clear identification, such as date, version or person responsible for approval, are often rejected. The lack of these elements makes it difficult to trace, review and control the records, directly impacting on the reliability of the CDF.

Inadequate storage

The way physical documents are stored is fundamental to guaranteeing their integrity. Storage in inappropriate places - exposed to humidity, dust or uncontrolled access - can damage documents or compromise their security, making them invalid in the face of audits.

Lack of standardization in control processes

With no clear standardization for the control and archiving of documents, the CDF tends to show inconsistencies. The absence of documented procedures guiding how to organize, review and discard documents makes compliance difficult and raises doubts during the audit.

Rework and duplicate documents

The accumulation of duplicate documents or old uncontrolled versions contributes to rework and confusion in data analysis. In auditing, this situation highlights failures in document management, which can lead to the CDF being rejected.

Failures in access control

Ensuring that only authorized people have access to the CDF is fundamental to preserving the integrity and confidentiality of documents. Failures in access control can result in the improper handling or loss of information, which is often the reason for non-conformities in audits.

Conclusion

Avoiding errors such as lack of updating, lack of identification, inadequate storage, lack of standardization, the presence of duplicate documents and failures in access control are fundamental steps in ensuring that Physical Document Control is accepted in internal audits. Implementing efficient practices and constantly reviewing document management processes contributes to compliance and continuous improvement in operations.