Define Roles in Document Control

This role is assigned to team members who need to access documents to review or refer to information. But do not need to or should not make changes. This role is ideal for employees who only require informational access, such as customer service reps or new team members.

Benefits: Minimizes accidental edits and helps ensure sensitive documents remain unchanged.
Implementation: Cloud storage tools like Google Drive, OneDrive, or Dropbox offer “view-only” access, where users can view but not modify or download documents.

The edit role grants team members permission to make changes to documents. This role is suitable for those actively involved in content creation, updating, or revising documents, such as content writers, project managers, or analysts.

Benefits: Allows designated users to collaborate in real-time on documents without creating multiple versions. And it helps in streamlining document development by designating specific people to handle content updates.
Implementation: Google Drive and Microsoft OneDrive allow shared documents to be set as “editable,” with real-time co-authoring capabilities and version history tracking to see who made specific edits.

This role is assigned to individuals responsible for finalizing and approving documents before they are officially distributed or published. Managers or senior leaders, make sure that the document meets standards, accuracy, and compliance.

Benefits: Adds a layer of quality control and accountability, as documents are only marked “final” after approval. This also prevents premature distribution of drafts or unreviewed documents.
Implementation: Approval roles can be managed through workflows in tools like Google Workspace or Microsoft 365. They allow restricting editing access to specific reviewers and using “suggesting” mode for feedback instead of direct edits.

More robust document control systems (like Docupile) offer automated role assignment, where a document’s status can trigger access changes (e.g., a document marked “Draft” may only be editable by certain users, but “Final” might be viewable by the whole team).