Resources
Icologiq Knowledge · Process
Periodic Document Review
A planned evaluation of a released controlled document to confirm that it remains accurate, current and fit for use and to decide whether it should remain, be revised or be retired.
Also known as:
periodic review, scheduled document review, document periodic review
At a glance
Type
Process
Topic
Document Control
Applies to
Cross-industry
Current version
Status
Last reviewed
October 23, 2026
Definition
Periodic document review is a planned evaluation of a released controlled document to confirm that its content remains accurate, current, appropriate and fit for use. The review may result in continued approval, a controlled revision, deactivation or retirement. Review frequency should be based on applicable requirements, document type, risk and organizational policy; there is no single review interval that is appropriate for every controlled document.
Why it matters
Processes, regulations, equipment and responsibilities change even when a document itself has not been edited. Periodic review helps Quality and QHSE teams detect silent obsolescence before users continue working from instructions that no longer reflect current practice. A recorded review decision also provides evidence that continued use of the document was consciously assessed rather than assumed.
Use a risk- and document-based interval or another defined trigger so reviews occur predictably without assuming one universal frequency.
Define when the review is due
1
Compare the document with current regulations, standards, equipment, responsibilities and actual working practices that may have changed since release.
Check current requirements and process reality
2
Confirm that instructions, references, responsibilities and attachments remain correct and usable for the intended audience.
Assess accuracy and fitness for use
3
Record whether the document remains valid, needs a controlled change or should be deactivated, superseded or archived.
Decide whether to keep, revise or retire
4
Preserve the reviewer, date, decision and next review requirement so future audits can reconstruct why the document remained in use or was changed.
Record the review and next action
5
Process explained
What a periodic document review should establish
A useful periodic review is more than confirming that a document still exists. It should establish whether the current approved content remains suitable for the process and record the decision that follows.
The controlled path a document follows from creation or request through authoring, review, approval, release, use, revision, retention and retirement or archive.
Document Lifecycle
Process
· Document Control
The process of ensuring that approved documents are current, traceable, accessible to the right people and protected against uncontrolled change or use.
Document Control
Process
· Document Control
The controls used to identify, approve, publish and trace document revisions so users work from the correct current version and obsolete versions remain controlled.
Document Version Control
Process
· Document Control
A formal request to assess and process a proposed change to a controlled document before a revised version is approved and released.
Change Request
Request
· Document Control
Explore further
Related knowledge
Explore related standards, processes and quality-management concepts.
Relevant Icologiq capabilities
Explore the quality processes and platform capabilities connected to this topic.
In practice
Where this matters
See which industries and Icologiq capabilities are most closely connected to this topic.