Unfortunately, it is all too common for companies to solve the documentation control issue by implementing more controls, checks, and validations.  While it is important to ensure that the correct files are in the right hands when needed, inefficient systems can create unneeded bottle necks and problems. 

• Physical Documentation - This method is easy to understand and quick to implement.  It can also make it easier to control documents if wet signatures are required on all production documents.  However, it can be difficult to distribute, and limits the number of available copies to preset copies.  This also requires fastidious control over existing copies at the completion of each job and at each update to the files.  Regardless, this is still one of the most popular methods.
  
  
• Electronic Documentation (loose) - This method replaces the physical paper with electronic copies.  It requires easy access to a terminal in each production station in order to get the needed files to the production line.  Typically, the approved files are stored in an accessible folder on the server.  Workers would access the files via the work station terminal.  These files can also be controlled by requiring only "signed" documents be placed in the accessible folders.  This makes revision control, and distribution easier.  However, it also creates the potential for workers to access the wrong file by mistake.  Another potential issue is the cost of placing a terminal at each workstation.  Although it is getting more cost effective, it may still be prohibitive for some companies.
  
  
• Electronic Documentation (controlled) - This method is similar to the last method, except it uses a program to supply, control, and block access to files.  This can ensure employees access only the correct and approved files for the current job.  It also makes it easy to control and distribute updates and revisions to production.  As with the prior option, this method requires a terminal at each work station.  This functionality does not need to be integrated into the production system, but doing so can increase efficiencies and reduce possible mistakes..