Training Module
Training Module
Documentation & Knowledge Foundations
Fundamentals of documented information control, records, and knowledge capture for management systems
Understand
Implement
Manage
Audit
Training module overview
Many management systems accumulate documents faster than they maintain them: multiple versions circulate, templates drift, and teams rely on local copies and informal know-how. The result is confusion in daily work and weak evidence when organisations need to demonstrate control.
This full-day module covers the foundations of documented information and organisational knowledge as a practical backbone: clear document types and hierarchy, findability through simple information architecture, workable lifecycle rules, and targeted approaches to reduce knowledge loss when people change roles or leave.
Many management systems accumulate documents faster than they maintain them: multiple versions circulate, templates drift, and teams rely on local copies and informal know-how. The result is confusion in daily work and weak evidence when organisations need to demonstrate control.
This full-day module covers the foundations of documented information and organisational knowledge as a practical backbone: clear document types and hierarchy, findability through simple information architecture, workable lifecycle rules, and targeted approaches to reduce knowledge loss when people change roles or leave.
Target audience
Management system implementers and coordinators
Quality, information security, environmental, HSE, continuity, and compliance managers
Documentation / knowledge owners and content stewards (platform-agnostic)
Process owners and subject matter experts responsible for procedures and work instructions
Internal auditors (manager-side) who need to understand what “controlled documented information” looks like in practice
Management system implementers and coordinators
Quality, information security, environmental, HSE, continuity, and compliance managers
Documentation / knowledge owners and content stewards (platform-agnostic)
Process owners and subject matter experts responsible for procedures and work instructions
Internal auditors (manager-side) who need to understand what “controlled documented information” looks like in practice
Agenda
What “documented information” covers in practice
Documents, records, and “system knowledge” as working assets
Typical misunderstandings and where control usually breaks down
Common failure modes in organisations
Duplicate sources, outdated templates, uncontrolled sharing, local copies
“Shadow procedures” and tacit know-how that bypasses the system
Documentation hierarchy and document types
Distinguishing policy, process, procedure/work instruction, guideline, record, knowledge artefact
Choosing the right level of detail and avoiding procedural inflation
Information architecture and findability
Structuring repositories (logical grouping, entry points, linking)
Naming conventions and metadata that support reliable retrieval
Lifecycle control that people can follow
Creation, review, approval, publication, change control, archiving
Clear roles for ownership, maintenance, and authorised change
Records and evidence without drowning in detail
What to retain, where to store it, and how to keep it traceable
Evidence sufficiency vs. data minimisation (practical trade-offs)
Knowledge foundations
Identifying critical know-how and single-point dependencies
Choosing appropriate capture formats (FAQs, checklists, playbooks, onboarding aids)
Technology as an enabler
Using common platforms effectively (principles, not tool administration)
AI support for search and summarisation, with review and access boundaries
Workshop
Map your current landscape, identify 3–5 structural issues
Sketch a target hierarchy, lifecycle rules, and a first 30–60 day clean-up plan
What “documented information” covers in practice
Documents, records, and “system knowledge” as working assets
Typical misunderstandings and where control usually breaks down
Common failure modes in organisations
Duplicate sources, outdated templates, uncontrolled sharing, local copies
“Shadow procedures” and tacit know-how that bypasses the system
Documentation hierarchy and document types
Distinguishing policy, process, procedure/work instruction, guideline, record, knowledge artefact
Choosing the right level of detail and avoiding procedural inflation
Information architecture and findability
Structuring repositories (logical grouping, entry points, linking)
Naming conventions and metadata that support reliable retrieval
Lifecycle control that people can follow
Creation, review, approval, publication, change control, archiving
Clear roles for ownership, maintenance, and authorised change
Records and evidence without drowning in detail
What to retain, where to store it, and how to keep it traceable
Evidence sufficiency vs. data minimisation (practical trade-offs)
Knowledge foundations
Identifying critical know-how and single-point dependencies
Choosing appropriate capture formats (FAQs, checklists, playbooks, onboarding aids)
Technology as an enabler
Using common platforms effectively (principles, not tool administration)
AI support for search and summarisation, with review and access boundaries
Workshop
Map your current landscape, identify 3–5 structural issues
Sketch a target hierarchy, lifecycle rules, and a first 30–60 day clean-up plan
Course ID:
HAM-DKF-1
Audience:
Manager
Domain:
Agnostic
Available in:
English
Duration:
7 h
List price:
CHF 550
Excl. VAT. VAT may apply depending on customer location and status.
What you get
Learning outcomes
Explain the practical expectations for controlled documented information, records, and organisational knowledge in management systems
Define a consistent documentation hierarchy and classify artefacts by type and intended use
Diagnose common documentation and knowledge failure modes and their operational impact
Design a basic information architecture (structure, naming, metadata) that improves findability and reduces duplicates
Define workable lifecycle rules for review, approval, publication, change, and archiving, with clear roles
Set up records and evidence handling that supports traceability without over-documenting
Identify critical knowledge risks and select targeted capture measures that fit day-to-day work
Explain the practical expectations for controlled documented information, records, and organisational knowledge in management systems
Define a consistent documentation hierarchy and classify artefacts by type and intended use
Diagnose common documentation and knowledge failure modes and their operational impact
Design a basic information architecture (structure, naming, metadata) that improves findability and reduces duplicates
Define workable lifecycle rules for review, approval, publication, change, and archiving, with clear roles
Set up records and evidence handling that supports traceability without over-documenting
Identify critical knowledge risks and select targeted capture measures that fit day-to-day work
Learning materials
Slide deck
Participant workbook
Certificate of completion
Slide deck
Participant workbook
Certificate of completion
Templates & tools
Documented information inventory (type, owner, location, status, review date)
Document lifecycle checklist (create → review → approve → publish → change → archive)
Naming and metadata guideline (lean, reusable rules)
Knowledge risk checklist (single-point dependency, fragile know-how, critical activities)
Simple knowledge capture template (e.g., procedure addendum / FAQ / playbook page)
AI prompt set for content search and summarisation, including review-responsibility reminders
Documented information inventory (type, owner, location, status, review date)
Document lifecycle checklist (create → review → approve → publish → change → archive)
Naming and metadata guideline (lean, reusable rules)
Knowledge risk checklist (single-point dependency, fragile know-how, critical activities)
Simple knowledge capture template (e.g., procedure addendum / FAQ / playbook page)
AI prompt set for content search and summarisation, including review-responsibility reminders
Prerequisites
This module assumes general familiarity with management system concepts and everyday document handling in organisations. No standard-specific knowledge is required.
Helpful background includes:
Basic understanding of roles, processes, and documented procedures
Familiarity with shared repositories and versioned documents
This module assumes general familiarity with management system concepts and everyday document handling in organisations. No standard-specific knowledge is required.
Helpful background includes:
Basic understanding of roles, processes, and documented procedures
Familiarity with shared repositories and versioned documents
Strongly recommended preparatory modules
Leadership & Policy Foundations: Management Commitment and Policy Direction in Practice
Understand leadership responsibilities in management systems and how top management sets clear policy direction and accountability
7 h
Leadership & Policy Foundations: Management Commitment and Policy Direction in Practice
Understand leadership responsibilities in management systems and how top management sets clear policy direction and accountability
7 h
Leadership & Policy Foundations: Management Commitment and Policy Direction in Practice
Understand leadership responsibilities in management systems and how top management sets clear policy direction and accountability
7 h
Policy Management: Policy Architecture, Drafting, and Lifecycle Control
Build a coherent, auditable policy framework that aligns with strategy, scales across entities, and stays current without bureaucracy.
7 h
Policy Management: Policy Architecture, Drafting, and Lifecycle Control
Build a coherent, auditable policy framework that aligns with strategy, scales across entities, and stays current without bureaucracy.
7 h
Policy Management: Policy Architecture, Drafting, and Lifecycle Control
Build a coherent, auditable policy framework that aligns with strategy, scales across entities, and stays current without bureaucracy.
7 h
Helpful preparatory modules
The modules below prepare for an optimal learning experience – but are not strictly necessary for participants to follow.
System Foundations: Context, Stakeholders, and System Boundaries
Understand organisational context, stakeholders, and system boundaries
7 h
System Foundations: Context, Stakeholders, and System Boundaries
Understand organisational context, stakeholders, and system boundaries
7 h
System Foundations: Context, Stakeholders, and System Boundaries
Understand organisational context, stakeholders, and system boundaries
7 h
Continuous learning
Follow-up modules
Follow-up modules
After completion of this module, the following modules are ideal to further deepen the participant's competence.
After completion of this module, the following modules are ideal to further deepen the participant's competence.
Ready to achieve mastery?
Bring ISO requirements into everyday practice to reduce avoidable issues and strengthen the trust of your customers and stakeholders.
Ready to achieve mastery?
Bring ISO requirements into everyday practice to reduce avoidable issues and strengthen the trust of your customers and stakeholders.
Ready to achieve mastery?
Bring ISO requirements into everyday practice to reduce avoidable issues and strengthen the trust of your customers and stakeholders.