Documentation is useful only when it can be linked to the product, version and decision it supports. A folder of certificates and specifications does not by itself show that every document applies to the exact presentation under discussion. Build a request-and-review process around those links.
Start with the decision and its scope
Write down the product name, form, strength, pack and intended market before requesting documents. Then identify the decision you are trying to make: confirming a product specification, assessing a proposed supplier role or reviewing a market-specific requirement. Different decisions may need different evidence.
Ask the responsible qualified reviewer which documents apply to the exact product and destination. A generic checklist should not be treated as a universal legal requirement, and a document available for one product should not be assumed to cover the whole catalogue.
Maintain one document request register
| Register field | Purpose |
|---|---|
| Product reference | Links the request to an exact catalogue presentation |
| Requested evidence | States the question the document should answer |
| Document identity | Records title, issuer, reference and version where applicable |
| Scope and dates | Records the products, sites, activities and validity period actually stated |
| Reviewer and outcome | Distinguishes received material from reviewed evidence |
Review consistency before closing a question
Compare the product and entity names across the document, catalogue record and proposal. Check whether pack or formulation details differ. Record any discrepancy and ask for clarification instead of silently choosing one value. A document’s presence in an email does not establish its authenticity, currency or relevance.
Keep superseded versions clearly separated from the current review set. If a replacement arrives, record what changed and whether the change affects an earlier conclusion. Avoid overwriting a document in a shared folder without retaining its identity or review history.
Request information without implying availability
A practical request identifies the product URL, destination and evidence question, then asks which current information can be provided for review. This lets the supplier explain what is applicable and available. Do not describe unconfirmed certificates, registrations or testing capabilities as established facts in public product copy.
Use the Dr. ICO catalogue to identify records and the Inquiry List to attach your document questions to the right products. The quality page can help frame a discussion, while the decision itself should depend on evidence reviewed for the proposed scope.
