APP_24 · Document Control Register

Purpose

This register is the single master list of controlled documents and forms maintained by A M Water Services Limited across the IMS portal, the Van Packs portal and the AMWS Forms portal. It is the operational output of ISO 9001 / 14001 / 45001 Clause 7.5 — Documented Information, providing one place where the Directors and the HSQE Consultant can confirm, for every controlled item: its reference, current issue number, issue date, next review date and approver.

Scope

The register covers every controlled document with a live document-control band — manuals, policies, SOPs, appendices, risk assessments, method statements and COSHH assessments — together with the management-system forms. Document review status is computed from each item’s Next Review date against the date the register was last rebuilt — overdue if the date has passed, due within ninety days, otherwise current; forms carry a two-year validity from their issue date. Forms that are referenced across the system but not yet created are shown as To create / Proposed so the gap is visible. Records — supplier annual reviews, monthly HSQE bulletins, management-review minutes — are excluded. Van Pack field copies are listed, deliberately. A policy or COSHH assessment published on both the IMS portal and the Van Packs portal is two separately maintained pages that can drift apart, and the register is where that would show: the two rows carry the same reference and must therefore carry the same issue number and date. Where they do not, one of them is out of date. Each row is one published item, so a reference may legitimately appear twice — once per portal — but never at two different issue numbers.

Where each row’s issue comes from

154 of 335 rows are read from the document’s own control band every time this register is built. Those cannot drift from what is published. The remaining 181 are declared, because their pages live on the Van Packs and Forms portals rather than in this repository, and are maintained by hand.

The Issue source filter separates the two, so it is visible which rows carry that guarantee and which do not.

Review status is computed from each item’s next-review date against the build date — overdue if it has passed, due within ninety days, otherwise current. Lifecycle states (record, superseded, to create, proposed, external) say what a document is rather than when it is next due, and are left as recorded.

Key to the status column

Office working registers — reference mapping

Five references mean two different things.

A M Water Services maintains a set of working registers in the office as spreadsheets. Each carries its own document-control tab with a reference and an issue number, and each is genuinely maintained — the Kit & Equipment Log was last updated 21/09/2026, the Ticket & Qualification Log 21/09/2026.

Those references were assigned under the original appendix numbering, which predates this portal. As the system moved to its digital form the same APP_ numbers were reused for different documents. The result is that five references now resolve to two different documents depending on where you look.

Position and planned resolution

Both sets of documents are controlled and current. Neither is wrong in itself. What is wrong is that the reference does not uniquely identify the document, which is the requirement at Clause 7.5.3.

The resolution agreed on 24/09/2026 is to renumber the portal appendices to an IMS_ prefix, leaving the office registers on their original APP_ numbers. That direction was chosen because the office registers carry the older claim to the numbering, they are in daily use by the people who maintain them, and changing four spreadsheets in daily use is a larger operational risk than changing references inside a single documented system.

The renumbering is scheduled for after the October 2026 surveillance audit. It touches 3,452 references across 372 files and would change 28 published URLs. Carrying that out in the fortnight before a surveillance audit would introduce more document-control risk than the ambiguity it removes. The decision is minuted at the September 2026 management review with a target of 30/11/2026.

Until then, this table is the authority on which reference means which document. A copy of each office register as at 22/09/2026 is held under audit-readiness evidence so the two can be compared directly.

Where AMWS forms live

Decision of 15 September 2026: forms.amwaterservices.co.uk is the system of record for the 12 forms it holds, and the Onyx forms portal is the system of record for the other 35. No form appears on both. Both figures are counted from APP_24 at build time.

Why this needed deciding, 15 September 2026. The Onyx portal held forty controlled forms at that date. Eleven of the twelve on the new portal duplicated one of them, three under a different reference, and the same reference carried different issue dates on the two portals. A form that exists in more than one place is more than one document, and the copies drift. The figures in the tiles above are the position today, counted from APP_24; the forty is the figure at the date the decision was taken.

One form, one version

The rule: one form, one location, one issue. Where a form is held on forms.amwaterservices.co.uk, the version at forms.amwaterservices.co.uk is the issued version, the Onyx equivalent is withdrawn, and the van-pack PDF blank is not reprinted.

A printed copy already in a van stays valid for the week it is in use; the operative submits the digital version thereafter.

Document control on the form itself

The Onyx portal already does this correctly: every form there carries a band reading reference, issue number, issue date, next review, controlled by and approved by. Those 12 forms carry only a bare reference. The footer of each must read exactly as below. Nothing here changes a form’s content.

Because the footer is rendered into the submitted PDF, every completed record then carries its own version stamp.

Responsibilities

How this document is approved

Approved by the Directors. Rebuilt whenever a controlled document is reissued, which re-reads every page-backed row, and reviewed as a whole at the annual Management Review.

Related documents

• APP_02 Clause Application Map — which clause each document answers
• APP_20 Internal Audits Programme
• Registers index — every register mapped to the clause it discharges

Revision history