A document change request is a formal request used to propose, review, and approve changes to an existing document. It ensures updates are evaluated, authorised, and documented before changes are implemented, supporting accuracy, traceability, and compliance.
What Is a Document Change Request?
Document change requests are a critical part of document control and change management processes. They help organisations manage updates systematically rather than making informal or uncontrolled edits.
What Is a Document Change Request?
A document change request is a structured submission that captures what change is needed, why the change is required, and who must review and approve it. Once approved, the document is updated under version control with a complete audit trail.
Why Document Change Requests Are Important
- Prevent unauthorised or undocumented changes
- Ensure changes are reviewed and approved
- Maintain document accuracy and consistency
- Support audits and regulatory compliance
Common Document Change Request Examples
- Updating an SOP due to process changes
- Revising policies after regulatory updates
- Correcting errors found during audits
- Improving clarity or instructions in work documents
Where Document Change Requests Are Used
- Document and records management systems
- Quality management and compliance programs
- Pharmaceutical, healthcare, and regulated industries
- Enterprise governance and risk management
Manual vs Automated Document Change Requests
- Manual change requests: Emails or forms that are difficult to track and audit
- Automated change requests: System-driven workflows with approvals and version history
How Document Change Requests Support Compliance
Document change requests provide evidence that updates were reviewed, approved, and implemented according to defined procedures. Auditors rely on change request records to verify document integrity and change control.
Next Steps for Organisations
- Define when a document change request is required.
- Standardise change request fields and approval workflows.
- Use a document management system to automate change control.
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Frequently Asked Questions
What is a document change request used for?
A document change request is used to formally propose and approve changes to controlled documents.
Are document change requests required for compliance?
Yes. Most quality and regulatory standards require documented change control for regulated documents.
Who approves a document change request?
Approvals typically involve document owners, quality teams, and compliance or regulatory stakeholders.
Can document change requests be automated?
Yes. Modern document management systems automate change requests with workflows, approvals, and audit trails.
