qms in sharepoint

[Asna08]

How can a SharePoint site be structured to support ISO 9001 compliance with libraries for processes, work instructions, and reports?

[ahuaiqom]

Hi @Asna08 👋

Hmm try Use one SharePoint site for your QMS with clear libraries for Policies/Processes, Work Instructions, and Records/Reports, plus lists for NC/CAPA and Audits. Control documents with versioning, approvals, metadata, and retention; publish read-only copies to users and keep drafts in a controlled area.

Structure (one SharePoint site)

Libraries: Policies & Processes, Work Instructions/SOPs, Forms & Templates, Records & Reports

Lists: Nonconformities (NC), CAPA, Internal Audits, Training/Competence, Suppliers

Document control

Turn on Versioning, Content Approval, Document ID

Columns: Doc Type, Process Area, Owner, Effective Date, Review Due, Document ID

Drafts in authoring library; publish Approved (read-only) to user library

Workflows (Power Automate)

Create/Change doc → Review → Approve → Publish (+ notify)

Periodic review reminder (e.g., 12–24 months)

NC → CAPA linked items; status + due dates

Audit plan/findings follow-up

Permissions

Authors/Process owners: edit authoring only

Quality/Admin: approve/publish

All staff/Auditors: read published

Records & retention

Keep Records & Reports separate; apply retention labels (3/5/10 yrs)

Usability

QMS Home page (policy, search, shortcuts)

Saved views/filters; optional dashboards (Power BI)

That’s an ISO-9001-ready, minimal QMS setup in SharePoint.