The problem with office tools in regulated audits
Many organizations rely on Microsoft Word and Excel to create audit materials because they are familiar and easy to use. In regulated environments, convenience does not equal control. When measured against AS9100D Clause 7.5, these tools often place document integrity at risk.
What AS9100D Clause 7.5 actually requires
Clause 7.5.3 Control of documented information
AS9100D Clause 7.5.3 requires documented information to be controlled so it is available, suitable for use, and protected from loss of integrity. This includes preventing unintended changes, controlling revisions, and ensuring users are working from the correct version.
Clause 7.5.3.2 Distribution, access, and change control
Clause 7.5.3.2 further requires control over distribution, access, retrieval, storage, preservation, and changes. The intent is not just to have documents, but to prove they are managed throughout their lifecycle.
Where Word and Excel struggle
Word and Excel documents are inherently editable. Formatting, headers, revision history, and metadata can be altered without detection. Version control often relies on manual file naming, shared folders, or email distribution, which increases the risk of uncontrolled changes and obsolete documents remaining in use.
How Adobe-based documents reduce risk
Adobe tools such as Acrobat and InDesign are built around fixed layouts and controlled outputs. Documents can be locked, revision identified, and distributed in formats that preserve structure and prevent unauthorized edits. This shifts document control from user behavior to document design.
Microsoft office products are built to serve a broad range of use cases, which results in feature-heavy tools that prioritize flexibility over control. In regulated quality environments, this flexibility often introduces unnecessary risk through uncontrolled edits, inconsistent formatting, and reliance on user behavior to maintain integrity. Adobe’s document-centric products are more focused and intentional, enabling simplified, professional outputs that better support control, preservation, and traceability, often exceeding the intent of AS9100D Clause 7.5 documented information requirements.
Why this matters during audits
Auditors assess not only what is written, but how documented information is controlled. When documents are easily altered or lack clear status and revision control, organizations face findings tied directly to Clause 7.5. Adobe-based workflows support clearer traceability and stronger evidence of control.
Closing perspective
AS9100D does not require specific software, but it does require demonstrable control of documented information. Recognizing the limitations of general office tools and adopting document-centric workflows can significantly reduce risk while improving audit readiness.
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