Last Updated on October 31, 2025 by Melissa Lazaro

Why Digital Control Is Essential for ISO/IEC 17024 Compliance

If your certification body still relies on shared folders or paper binders, sooner or later, an assessor will ask the one question that causes panic:

“Can you show me the approved version of this procedure?”

I’ve seen it happen in dozens of audits. What follows is usually a long, silent search through multiple folders — proof that document control wasn’t as tight as everyone thought.

In ISO/IEC 17024, document and record control is non-negotiable. Clause 9 demands evidence that your system manages approvals, versioning, distribution, and retention effectively.

Electronic document-control systems make this easy — when implemented properly. They reduce risk, save time, and keep your documentation audit-ready every day, not just during assessments.

ISO/IEC 17024 Requirements for Document & Record Control (Clause 9 Overview)

Let’s start with what the standard actually expects.
Under ISO/IEC 17024 Clause 9:

• All documents must be approved for adequacy before issue.
• Each must be reviewed, updated, and re-approved when necessary.
• Records must remain legible, identifiable, and retrievable.
• Access must be controlled to protect confidentiality and integrity.

In plain language: every controlled document should show who approved it, when, and why — and you should be able to prove that outdated versions are no longer in use.

Pro Tip: Map each ISO 17024 clause to a system feature. For example:

• Approval workflow → Clause 9.1 (control of documents)
• Access permissions → Clause 9.2 (protection of records)

That simple traceability matrix often impresses assessors more than any lengthy explanation.

Benefits of Electronic Document Control for Certification Bodies

Switching to a digital system isn’t just about convenience — it’s about control.
Here’s what I’ve consistently seen across clients:

• Centralized access: Everyone works from one source of truth.
• Version control: Automatic tracking of edits and history.
• Audit readiness: Retrieval takes seconds, not hours.
• Data protection: Role-based access keeps sensitive information safe.

Example: One certification body I supported replaced a patchwork of Excel logs with a cloud-based DMS. Their next accreditation audit finished half a day early — every record was pulled up instantly.

Common Pitfall: Using shared drives without approval records. A “last modified” date isn’t the same as an approval trail.

Setting Up an ISO/IEC 17024-Compliant Electronic System

Here’s a practical roadmap that works every time:

1. Define document categories. Policies, procedures, forms, records, external documents.
2. Select your platform. Choose one with approval workflows, change logs, and access control.
3. Assign user roles. Define who can create, review, approve, or archive.
4. Configure approval routing. Every draft must move through a reviewer before release.
5. Add metadata tags. Document type, owner, ISO clause, revision date, status.
6. Set retention rules. Link them to certification cycles and local data laws.

Pro Tip: Start with one category — like internal audits — and test your workflow end-to-end before migrating everything.

This phased approach keeps users confident and prevents data chaos.

Document Change Control and Version Tracking

Change control is where many systems stumble. ISO/IEC 17024 expects every document change to be identified, reviewed, and authorized.

A compliant workflow looks like this:

1. The author submits a revision request.
2. The reviewer checks alignment with relevant clauses.
3. The approver signs off digitally.
4. The system archives the previous version automatically.

Use consistent version numbering (v1.0 → v1.1 → v2.0). Add a short change description like “Updated Clause 7.3 reference; added validation step.”

Common Pitfall: Overwriting old versions. You lose your audit trail instantly.

Example: One certification body deleted all superseded procedures to “save space.” During reassessment, the assessor asked to see change history — they couldn’t. It cost them a corrective-action request.

Managing Record Security, Backup & Confidentiality

Clause 9 also demands record protection. Electronic systems make this straightforward if you build the right safeguards:

• Role-based access: Exam developers shouldn’t access complaints records.
• Encryption: Protect candidate data and exam materials.
• Backups: Daily if possible; store in a secure off-site or cloud location.
• Controlled deletion: Retire records only after their retention period.

Pro Tip: Enable multi-factor authentication for admin access. It’s a simple way to demonstrate proactive data protection.

Common Pitfall: Keeping all backups on one local drive. A single hardware failure can wipe years of accreditation evidence.

Integrating Document Control with Other ISO/IEC 17024 Processes

An electronic DMS shouldn’t exist in isolation. It supports nearly every other clause:

• Internal Audits: Retrieve checklists, reports, and corrective-action forms instantly.
• Certification Decisions: Store templates, logs, and signed approvals.
• Appeals and Complaints: Link supporting evidence directly to records.
• Management Reviews: Generate document-status summaries for discussion.

Pro Tip: Use dashboard views to track overdue reviews or pending approvals. It keeps management involved and ensures no document ages out unnoticed.

Transitioning from Manual to Electronic Systems — Change Management Tips

Moving from paper to digital can feel overwhelming, especially for small teams.
Here’s what works best:

• Digitize in phases. Start with high-risk or frequently used documents.
• Train your users. Emphasize version control and approval workflows.
• Pilot the process. One department first, then scale.
• Archive smartly. Keep scanned historical versions with clear “Obsolete” tags.

Example: A mid-sized certification body uploaded hundreds of documents but forgot to tag clause references. Six months later, no one could find the right versions during an internal audit. Metadata matters.

Common Pitfall: Treating the DMS as a file dump. Without structure, you’re just creating a digital mess instead of a paper one.

FAQs — Common Questions on Electronic Document Control

Q1: Can we use Google Drive or SharePoint?
Yes — if configured correctly with approval workflows, restricted access, and version tracking. You must be able to produce evidence of review and approval.

Q2: How long should records be retained?
Keep them for at least one full certification cycle after expiry, or longer if your accreditation body specifies it.

Q3: Are electronic signatures accepted?
Absolutely, as long as they’re secure, traceable, and uniquely linked to the signer.

Build a Paperless System That Strengthens Credibility

Electronic document control isn’t just digital convenience — it’s operational proof of discipline.
When you can show that every document is approved, current, and traceable, you’re demonstrating the kind of control ISO/IEC 17024 was designed to verify.

In my experience, certification bodies that move to structured DMS platforms see smoother audits, faster updates, and fewer errors. The system literally pays for itself in reduced prep time and stress.

If you’re planning your transition, QSE Academy’s ISO/IEC 17024 Electronic Document-Control Toolkit includes ready-to-use templates, metadata guides, and workflow checklists to help you build an accreditation-ready system from day one.