Why these errors persist
Complexity grows as teams add forms and procedures. Without strict ownership and a single source of truth, outdated files linger, copies spread, and approvals go missing.
Frequent AS9100D documentation errors
Obsolete copies in active folders
Internal audits often find old forms inside live work areas. Users grab what is closest rather than the controlled source.
Version identifiers missing or inconsistent
Docs without a visible revision, date, and approver cause confusion. Teams cannot prove current use.
Uncontrolled templates
Editable forms circulate by email or chat. Header fields get altered. Logos, titles, and clause links drift.
Mismatch between procedure and floor practice
Work instructions describe a sequence people do not follow. Auditors see the gap and raise a finding.
Missing approvals and signatures
Records show completion but lack required approvals or timestamps. Traceability breaks.
Weak document numbering
Numbers do not reflect process ownership. Teams cannot locate related docs fast.
Retention rules unclear
Records remain past retention or get deleted too soon. Legal risk rises and audits bog down.
Clause linkage absent
Docs do not show which AS9100D clause they support. Auditors must infer coverage.
Unlabeled attachments and photos
Evidence files lack titles, dates, or job references. Retrieval fails during audits.
Spreadsheets used as uncontrolled databases
Key logs live in unlocked files with hidden columns and no change history.
What internal auditors look for
Clear current copy in one controlled location
Visible revision with date and approver on page one
Quick proof of change control and training on new forms
Archived copies moved at release time to a restricted area
Records that match how work is done on the floor
Preventive controls that work
Single Source of Truth
Use one controlled library with role-based access. Link all workstations to this location only.
Locked master templates
Protect style, headers, and footer fields. Force entry of revision, owner, and clause link before approval.
Immediate archive path
On release, auto-move prior revision to Archive or Obsolete with read-only rights. Remove it from all active folders.
Standard headers and metadata
Include title, number, revision, date, owner, approver, clause, page count. Keep the block in the same place on every doc.
Numbering and ownership map
Tie each number range to a process owner. Publish the map. Use it in training.
Read-and-understand signoffs
Require quick acknowledgment for changes that affect operators or inspectors. Keep proof in the document register.
Controlled records plan
Define what to keep, where to keep it, and for how long. Add purge steps with approvals.
Spreadsheet hardening
Lock structure, define data types, add change logs, and store in the same controlled library. Version like any other doc.
Quick self-check list
Current revisions only in active folders
Prior revisions moved to Archive with access limits
All docs show revision, date, owner, approver
Templates locked and distributed from one place
Numbers map to owners and processes
Records list is up to date with retention rules
Procedures match floor practice after each change
Sample controlled header block
Title
Document Number
Revision and Date
Owner
Approver
AS9100D Clause Reference
Page X of Y
Next steps
Pick a pilot area. Clean the library, lock templates, and publish the numbering map. Train operators on where to pull the current copy and how to report a mismatch.
FAQ
Which clause covers documented information?
Clause 7.5 covers creation, updating, and control of documented information.
How do we stop old forms from resurfacing?
Remove write access to the archive, link workstations to the controlled library, and scan for duplicates monthly.
What should appear on every document front page?
Title, unique number, revision, date, owner, approver, and clause reference.
How fast should we archive a superseded revision?
At release time for the new revision. Do not allow overlap in active folders.
Ronnie Lee Roberts II has worked in the Department of Defense (DoD) quality environment since 2017, supporting programs at Patuxent River and Webster Field (NAWCAD/NAVAIR). A certified AS9100:2016 Rev D Lead Auditor (2022–2025), he brings deep knowledge of quality management systems, documentation control, and audit readiness across aerospace and defense operations. His background includes hands-on experience inspecting to specification per engineering drawings and customer requirements, verifying process conformity, and maintaining compliance with AS9100D clauses related to documented information, product realization, and risk management.
In addition to audit work, Ronnie has supported QMS development, technical writing, CAD-based documentation, and controlled record structures that ensure traceability and repeatability. He also holds ISO/IEC 20000-1:2018 Lead Auditor (TPECS, 2023) and Certified CMMI® Associate (2025) credentials, supporting CMMI-DEV Level 3 environments. His focus remains on aligning documentation and inspection practices with AS9100D standards to drive measurable quality performance and readiness for customer and regulatory audits.