Issuing & Destroying Controlled Copies

Controlled Copies

Controlled copies manage and track the distribution and use of documents. They help with version control, monitor distribution to relevant users, and restrict access to maintain document integrity. Additionally, they provide an audit trail to demonstrate adherence to document control procedures.

To allow users to produce controlled copies, the document security needs to be set to Authorized Users Can Issue Controlled Copies at the document category level:

This security setting needs to be set at the individual document level as well:

Issuing Controlled Copies

At the document level, click the controlled copies icon. As a reminder, the document security setting needs to allow for users to issue controlled copies:

Click on Issue New Controlled Copy:

Fill in the 3 required fields and click Download Controlled Copy:

The file will be available for download in the My Downloads section for 14 days:

All controlled copies that have been issued can be viewed at the document level by clicking the controlled copies icon:

In the table, you can see controlled copies that were issued, destruct controlled copies, and/or issue a new controlled copy:

Destroying Controlled Copies

To destroy a controlled copy, click the checkbox next to the item and click Certify Destruction:

You will need to sign off on this action. Click Submit Signature when finished:

Once the signature is successfully submitted, the item will have the status of destructed and it will state by whom: