A document log is a structured record that tracks key information about documents, such as title, version, owner, status, approval history, and location. It provides visibility, traceability, and control across the document lifecycle.
What Is a Document Log?
Document logs help organisations monitor and manage documents by maintaining a central register of document-related information. They are commonly used in quality systems, compliance programs, and regulated environments.
What Is a Document Log?
A document log is a list or register that records metadata about documents, including document identifiers, revision numbers, approval dates, and current status. It acts as a single reference point for understanding which documents exist and which versions are active.
Why Document Logs Are Important
- Provide visibility into all controlled documents
- Prevent use of outdated or obsolete versions
- Support audits and inspections
- Improve accountability and governance
Common Document Log Examples
- Master document lists in quality management systems
- SOP and policy registers
- Compliance and regulatory document logs
- Project and engineering document registers
Where Document Logs Are Used
- Document and records management systems
- Quality and compliance documentation
- Pharmaceutical, healthcare, and regulated industries
- Enterprise governance and audit programs
Manual vs Digital Document Logs
- Manual logs: Spreadsheets or paper registers that are hard to maintain and audit
- Digital logs: System-generated logs with real-time updates and audit trails
How Document Logs Support Compliance
Document logs provide evidence that documents are controlled, reviewed, and approved. Auditors rely on document logs to verify document status, version history, and compliance with retention and governance requirements.
Next Steps for Organisations
- Identify documents that must be tracked centrally.
- Define standard fields for the document log.
- Use a document management system to automate logging.
Learn how modern document management platforms maintain document logs by exploring document management software features, book a demo, or contact our team.
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Frequently Asked Questions
What is a document log used for?
A document log is used to track document status, versions, ownership, and approvals in a central register.
Is a document log required for compliance?
Yes. Many quality and regulatory standards require organisations to maintain a controlled list of documents.
What information is stored in a document log?
Typical fields include document title, ID, version, owner, approval status, and effective date.
Can document logs be automated?
Yes. Modern document management systems automatically generate and update document logs.
