If you’re transitioning from paper-based systems or refining an existing digital setup, one thing becomes clear quickly: document control can either simplify compliance — or turn into a constant source of frustration.
Under BRCGS Version 9, controlled documents must be accurate, current, and accessible to the people who need them. An electronic system helps you achieve this with structure and traceability built in, instead of chasing outdated binders or uncontrolled printouts across the site.
Over the years, I’ve seen sites dramatically reduce non-conformities simply by organizing their documentation digitally — not because they changed their processes, but because the right version of each document was available when needed.
By the end of this guide, you’ll understand what BRC expects, how to structure your digital system, and how to avoid the pitfalls that often catch companies off guard during audits.
BRC V9 Requirements for Document Control – What the Standard Expects
The rules are straightforward: documents must be controlled, versioned, traceable, and accessible.
Electronic systems must demonstrate:
Approved and authorized documents
Clear version control
Document distribution control
Obsolete document prevention
Consistency across the QMS
Auditors will check whether the documents used on the shop floor match the latest version in the system. If they don’t, even the most sophisticated software becomes a liability.
A common oversight? Keeping digital SOPs updated — while laminated copies in production areas still show older versions. BRC requires alignment, not parallel systems.
Setting Up an Electronic Document Control Structure – Building the Framework
A good structure is what makes a system usable. If staff can’t find documents quickly, the system isn’t working.
Here’s a simple but effective rule: If someone has to guess the document name, the naming convention needs adjusting.
Most teams overcomplicate file structures. A simple, consistent system always performs better during audits.
Approval, Review & Change Management – Keeping Documents Current
Approval workflows are one of the biggest advantages of electronic systems — especially when supported by e-signatures and automated review reminders.
Your change-control process should document:
Who approves
What triggered the change
Revision history
Stakeholder notification
Training or rollout requirements
Revision control isn’t just housekeeping; it’s evidence of governance. I’ve seen companies pass tough audits because their system clearly showed the “story” of each document — who changed it, why, and when.
Access Control, Permissions & User Security – Protecting Data Integrity
Electronic document control isn’t just about storage — it must protect access.
Key elements include:
Role-based permissions
Edit vs. read-only rules
Password and security controls
Locked or restricted templates
Backup and disaster recovery plans
Another common issue? Allowing production staff to print uncontrolled copies.
If printed documents exist, they must be:
Marked “Controlled Copy”
Signed and tracked
Removed when replaced
A digital system doesn’t prevent risk — controlled permissions do.
Linking Records, Forms & Evidence – Making the System Work End-to-End
A strong electronic system doesn’t treat documents as isolated files — it connects SOPs to the forms, checklists, specifications, and verification records they generate.
Examples:
HACCP plan linked to CCP monitoring forms
Allergen policy linked to training records
Calibration SOP linked to calibration logs
Supplier approval SOP linked to supplier documentation
This linking builds traceability — something auditors rely on when following document trails.
A simple improvement many sites overlook? Use metadata consistently: revision, owner, area, status. It makes searches faster and audits smoother.
Hybrid Systems – Transitioning from Paper to Digital Without Chaos
Most sites don’t switch overnight — and that’s perfectly normal. The key is managing the transition without losing control.
A phased approach works best:
Digitize high-risk and high-use documents.
Train staff gradually, not all at once.
Replace printed SOPs with QR access points or controlled kiosks.
Remove obsolete paper formats with clear logs.
I’ve worked with a bakery that digitized only CCP forms first — and saved hours each week by removing handwritten log errors. Small wins build momentum.
Common Mistakes & How to Avoid Them
Here are the issues I see most frequently:
Multiple versions stored in different folders
Unrestricted editing permissions
Uncontrolled or outdated printed copies
Overcomplicated file indexing systems
No backup strategy or disaster recovery testing
A good litmus test: If the auditor asks for a document and it takes longer than one minute to find, the system needs adjustment.
FAQs – Electronic Document Control for BRC V9
Are electronic signatures acceptable? Yes — as long as they’re secure, identifiable, and traceable.
Can we use a mix of digital and paper? Yes — but the hybrid system must still follow full document control rules.
Does the software need special certification? No — but it must support audit trails, version control, and access control.
Conclusion – What Happens Next
A well-structured electronic document control system gives you visibility, consistency, and confidence — three things every certified site needs. Once the framework is in place, maintaining compliance becomes simpler, faster, and far less reactive.
If you’d like help building the structure, selecting software, or accessing editable templates aligned with BRC V9, I can support that next step.
Melissa Lavaro is a seasoned ISO consultant and an enthusiastic advocate for quality management standards. With a rich experience in conducting audits and providing consultancy services, Melissa specializes in helping organizations implement and adapt to ISO standards. Her passion for quality management is evident in her hands-on approach and deep understanding of the regulatory frameworks. Melissa’s expertise and energetic commitment make her a sought-after consultant, dedicated to elevating organizational compliance and performance through practical, insightful guidance.
