Record Control

Record Control is a core term in foreign trade quality management systems (such as ISO 9001). It refers to the systematic management activities of identifying, storing, protecting, retrieving, retaining, and disposing of various records generated during trade processes (such as contracts, orders, inspection reports, customs declarations, bills of lading, invoices, packing lists, etc.). Its application scenarios run through the entire foreign trade process: from customer inquiries, contract review, production follow-up, quality inspection, customs declaration and inspection to after-sales tracking, all require ensuring records are complete and traceable. Precautions include: records must be authentic, clear, and easily identifiable; retention periods should comply with regulations and contract requirements (e.g., China's 'Measures for the Management of Accounting Archives' stipulates that original vouchers be kept for 30 years); electronic records need to be tamper-proof and backed up; records involving trade secrets should be kept confidential. Difference from other terms: Record Control emphasizes the control of already formed records, while 'Document Control' targets guiding documents (such as procedures, work instructions) for version and distribution; 'Traceability' focuses on tracking product history through records, which is one of the purposes of Record Control. If foreign trade enterprises improperly control records, it may lead to inability to provide evidence, failed claims, or compliance risks.