Document control has one job: the right revision is in the right place, approved by the right person, and the
evidence (records) survives as long as it is needed. scripts/numbering_scheme.py designs and checks document
IDs; scripts/register_audit.py audits the master list for the failures auditors find most.
Trigger Conditions
Activate this skill when the user:
- Is setting up document control for a new QMS or migrating to SharePoint / an eQMS
- Needs a numbering scheme, master list, review cycle or retention schedule
- Has audit findings about obsolete documents at workstations, missing approvals or uncontrolled copies
- Asks "document or record?", "how long do we keep inspection records?", "how do we control customer drawings?"
Workflow
1. HIERARCHY -> decide document types (manual, procedures, WIs, forms, specs, external, record series)
2. NUMBERING -> python scripts/numbering_scheme.py --types QM QP WI QF EXT REC [--areas PRD QA]
3. REGISTER -> build the master list with the columns in register-and-numbering.md
4. WORKFLOW -> draft -> review -> independent approval -> issue -> periodic review -> obsolete
5. RETENTION -> set retention per record series from customer, legal and standard requirements
6. AUDIT -> python scripts/register_audit.py register.csv --today YYYY-MM-DD --pattern '<regex>'
7. FLOOR -> walk the points of use; compare revisions at stations against the registerDesign Decisions
| Decision | Recommendation |
|---|---|
| ID format | TYPE-NNN or TYPE-AREA-NNN; revision held separately |
| Approval | Someone other than the author; record name and date |
| Distribution | Portal with only approved versions visible; prints marked uncontrolled or dated |
| Point of use | Location list per document; swap on revision; QR links at stations |
| External documents | In the register (type EXT) with source and yearly currency check |
| Review cycle | 12 months for manual/external, 24 months for procedures and WIs |
| Records | Retention per series, protected from change, retrievable, disposed of on schedule |
Lifecycle, electronic-system criteria, point-of-use controls and a retention table: document-lifecycle.md. Register columns, numbering rules, revision conventions and review intervals: register-and-numbering.md.
Register Audit Codes (register_audit.py)
| Code | Severity | Finding |
|---|---|---|
| DC001 | high | Same doc and revision listed twice |
| DC002 | high | Two approved revisions at once |
| DC003 | high | Approved without approver or date |
| DC004 | high | Obsolete document still at points of use |
| DC005 | medium | Periodic review overdue |
| DC006 | medium | Approved by its own owner |
| DC007 | medium | No revision |
| DC008 | medium | Record series without retention |
| DC009 | low | External document currency check overdue |
| DC010 | low | ID breaks the numbering pattern |
DC002 [high] QP-007: revisions C, D all approved; obsolete the old one
DC004 [high] WI-010: obsolete but still at: Lathe 3 station; withdraw or mark OBSOLETEOutput Format
Deliver:
- Document hierarchy and types with ID format and examples.
- Register template and the review/approval workflow (who drafts, reviews, approves; intervals).
- Retention schedule per record series with the requirement driving it.
- Audit result of the current register and a cleanup list (high findings first).
- Point-of-use plan - how revisions reach and leave the shop floor.
Scripts
python scripts/numbering_scheme.py --types QM QP WI QF EXT --areas PRD QA
python scripts/numbering_scheme.py --types QP WI QF --check ids.txtExit codes: 0 scheme printed / all IDs valid, 1 duplicate or invalid IDs, 2 bad codes or unreadable file.
python scripts/register_audit.py register.csv --today 2026-10-24
python scripts/register_audit.py register.csv --pattern '^(QM|QP|WI|QF|REC|EXT)-\d{3}$'Register columns: doc_id, title, type, revision, status, owner, approved_by, approval_date, last_review, review_months, retention, locations. Exit codes: 0 no high findings, 1 high findings, 2 read error.
Additional Resources
| File | Content |
|---|---|
| document-lifecycle.md | Document vs record, lifecycle and 7.5 controls, electronic systems, point-of-use control, retention table |
| register-and-numbering.md | Register columns, numbering rules, revision conventions, review intervals |
8d-problem-solving-report-writer
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acceptance-sampling-plan-selector
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approved-supplier-list-manager
Manage and audit an approved supplier list (ASL) / external provider register for ISO 9001 8.4.1, IATF 16949 8.4 and AS9100 8.4.1: supplier status (approved, conditional, probation, pending, disqualified), scope of approval by commodity and process, risk class, certification and expiry, re-evaluation intervals by risk, conditions with end dates, single-source contingency, approver and customer-directed sources. Audits the list for expired or expiring certificates, overdue re-evaluations, conditional or probation status past its decision date, high-risk suppliers without the required certification, single-source suppliers without backup and missing approvers, and checks purchase orders for suppliers that are off-list, disqualified or pending, or buying outside the approved scope. Covers ERP blocks, PO requirements, off-list and emergency purchases.
apqp-phase-planner
Plan and track Advanced Product Quality Planning (AIAG APQP 3rd edition, IATF 16949) for a new or changed automotive part: back-schedule the five phases (plan and define, product design, process design, product and process validation, launch and feedback) from the start-of-production date by program complexity, with overlap, PPAP lead and safe-launch period; list the deliverables and gate for each phase (DFMEA, DVP&R, feasibility, process flow, PFMEA, control plans, MSA, Ppk, run at rate, PPAP, safe launch, lessons learned); adjust for build-to-print suppliers; flag compressed timelines and late or untracked deliverables against a status list. Covers gate reviews, red/yellow/green status reporting, run at rate and safe-launch exit criteria.
as9100-gap-analyzer
Run an AS9100D / EN 9100:2018 gap analysis for aviation, space and defence suppliers on the requirements added to ISO 9001: on-time delivery and conformity focus, management representative, ethics and human-factors awareness, operational planning and operational risk management, configuration management, product safety, counterfeit-part prevention, special requirements, critical items and key characteristics, external provider register and flow-down, FOD prevention, tooling and NC program control, special process validation, first article inspection (AS9102), traceability, in-service data and nonconforming product control. Generates and scores a worksheet, grades missing core controls as major, and checks invalid n/a claims. Covers AS9101/AS9104, OASIS, AS9102 FAI forms, counterfeit standards (AS5553, AS6174, AS6081), NADCAP and the planned IA9100 transition.
audit-report-writer
Write internal, supplier and pre-certification audit reports with the content ISO 19011:2018 6.5 expects: audit objectives, scope, criteria with revisions, dates, team and auditees, method and sampling statement, specific strengths, findings table and three-part finding details (requirement, evidence, statement), conclusion on the degree of fulfilment of criteria, diverging opinions, follow-up deadlines and distribution. Builds a Markdown report from a JSON audit record, generates the conclusion from the findings (major / minor / none) and flags reports missing required content or findings without clause or evidence. Covers conclusion wording, closing meetings, response expectations and verifying corrective actions.