Wish I could help, sardonyx, but the best I can offer is from my own second-hand exposure to such a process along with a few bits of advice...
- What is currently done?
- If everyone is doing it differently, what should be done for your organization?
- Are you talking control of used/complete notebooks or also how notes are taken?
- I know of one company that collects their used/complete notebooks from all personnel and files them by date and employee id code.
- I also know of one company that issues new notebooks for each project. Upon complete of the project, even if the notebook is not full, it is filled as if it were a quality record.
- I've seen on policy where notebooks are not allowed to leave the site of the organization (how you enforce this, however, in a logical manner is beyond me ).
Hopefully that helped a bit...best thing I can say is to treat a notebook like a record. Figure out how you want it used, maintained, retained, dispositioned, etc.