Assign a Document Owner (The "Checker"), give one person (like a Quality Manager or Team Lead) the official responsibility for overseeing all documentation. They are the single point of contact for checking and fixing manuals.
Implement Mandatory Review Dates, all manuals and procedures must be scheduled for review every 6 or 12 months, no matter what. The system must automatically remind the Document Owner before the due date.
Enforce the "Remove & Replace" Rule, when a new manual is released, the Document Owner must immediately conduct a physical audit to confirm all old paper copies have been removed, destroyed, and replaced with the new one at the work stations.
Document Change Log Requirement, every time a procedure changes, the change must be briefly summarized at the beginning of the new manual. This helps users quickly see what is different without reading the entire document again.
Final solution: Standardize Digital Access, eliminate paper copies wherever possible. Place all current manuals on a centralized, easy-to-access digital hub (like a tablet or QR code link) that only displays the latest version.