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Free · 5 minutes · No obligation

Free document control gap analysis

Find out where your document control and records management are strong, where the gaps are, and what to fix first. Answer 15 quick questions and see your score straight away.

  • + Instant score across five areas
  • + A prioritised action plan, weakest areas first
  • + A print-friendly report you can share with your team
1 of 5 · Classification and ownership

Documents are named and filed using a consistent, documented convention.

Each type of controlled document has a named owner who is responsible for it.

People can tell what type a document is, and whether it is a record, without opening it.

2 of 5 · Version control and approvals

There is a single, current version of each controlled document that everyone uses.

Reviews and approvals follow a defined workflow, not email chains.

You can see the full revision history of a document, including who changed it and why.

3 of 5 · Retention and disposal

Retention periods are defined for each type of record.

Disposal of expired records is approved, carried out and evidenced.

Documents can be placed on hold when a dispute or audit is under way.

4 of 5 · Access and security

Access is based on role and is reviewed regularly.

Sensitive documents are protected, and access to them is logged.

When people leave or change role, their access is removed or adjusted promptly.

5 of 5 · Findability and audit readiness

Staff can find the document they need within a couple of minutes.

You could show an auditor who approved what, and when, without a scramble.

Documents held in several systems can be found from one place.

0 of 15 answered

Common questions

What is a document control gap analysis?

It compares how you manage documents today against good practice across five areas: classification and ownership, version control and approvals, retention and disposal, access and security, and findability and audit readiness. The result shows where the gaps are and which to fix first.

How long does it take?

About five minutes. There are 15 questions, each answered Yes, Partly or No.

Is it really free?

Yes. The self-assessment and the full gap report are free, and you are under no obligation to do anything afterwards.

Who is it for?

Operations, quality, compliance and records owners who manage controlled documents, whether or not you already use a document management system.

What happens to my answers?

Your score is calculated in your browser. If you unlock the full report, we receive your contact details and your result so we can follow up. We do not publish or share them.

Related: Records management readiness checklist · M-Files consulting