---
document_id: KC-POL-GOV-001
title: Document Control Policy
document_type: Policy
domain: Governance
version: 1.0
status: Active
owner: Business Owner
reviewers:
  - Operations Staff
approver: Business Owner
effective_date: 2026-04-03
next_review_date: 2027-04-03
supersedes: None
related_documents:
  - KC-PRO-GOV-001
related_systems:
  - Kell Creations Platform
  - Policy Repository
  - Forgejo Git
  - Compliance Evidence Repository
retention_period: 3 years
confidentiality: Internal
---

# Purpose

The purpose of this policy is to establish a controlled and auditable process for creating, reviewing, approving, publishing, revising, superseding, retaining, and retiring official Kell Creations governance and operational documents.

# Scope

This policy applies to all controlled documents maintained within the Kell Creations repository structure, including:

- policies
- procedures
- standards
- guidelines
- forms
- exception records

This policy applies to all business areas using the policy repository, including governance, operations, ecommerce, marketing, manufacturing, finance, information technology, security, and privacy.

# Policy Statement

Kell Creations shall maintain all controlled documents through a defined document lifecycle that supports traceability, version control, formal approval, and retention of evidence.

Controlled documents must be:

- uniquely identified
- versioned
- assigned an owner
- reviewed before activation
- approved before publication to active status
- retained in version-controlled form
- retired when superseded, obsolete, or withdrawn

No document shall be treated as active policy unless it is stored in the approved repository structure, has required metadata, and has been formally approved.

# Document Lifecycle Requirements

## Draft

A document begins in draft status while being authored or revised.

Draft documents must:

- use an approved template where applicable
- include required metadata
- identify an owner
- be stored in the `drafts/` area unless formally advanced

## Review

A document moves to review status when the owner determines it is ready for formal evaluation.

Review documents must:

- identify reviewers
- be evaluated for completeness, clarity, and applicability
- remain unchanged except through controlled revision

## Active

A document becomes active only after formal approval by the named approver.

Active documents must:

- include an effective date
- include a next review date
- be stored in the `active/` area
- be referenced in the document register

## Revision and Supersession

When an active document is changed materially, the revised version must proceed through draft and review before replacing the active version.

Superseded versions must not remain in the active area.

## Retirement

A document shall be retired when it is no longer needed, replaced, withdrawn, or no longer applicable.

Retired documents must:

- be moved to the `retired/` area
- retain their historical metadata
- be referenced in the control log
- retain supporting retirement evidence when required

# Metadata Requirements

All controlled documents must include front matter with the required metadata fields defined in the repository guidance.

Missing or incomplete metadata makes a document ineligible for active status.

# Version Control Requirements

Controlled documents must be maintained in the Kell Creations Git repository.

All lifecycle changes must be traceable through version history and supporting control records.

Git history supports technical traceability, but document register and control log updates are still required for formal lifecycle accountability.

# Roles and Responsibilities

## Business Owner

The Business Owner shall:

- approve active policies and procedures unless delegated otherwise
- ensure document control is enforced
- review high-impact governance changes
- approve retirement of major governing documents
- ensure repository integrity and governance consistency

## Document Owner

The document owner shall:

- maintain document accuracy
- initiate review when updates are needed
- ensure metadata is complete
- coordinate revisions and corrections
- ensure the document is moved through the proper lifecycle state

## Reviewers

Reviewers shall:

- evaluate assigned documents for accuracy and applicability
- provide timely feedback
- identify conflicts, ambiguity, or missing controls

## Operations Staff

Operations Staff shall:

- use active documents as authoritative references
- support document updates where assigned
- avoid relying on draft or retired documents for active operations

# Document Registers and Evidence

The following records must be maintained:

- `policy-register.csv`
- `document-control-log.csv`
- `review-calendar.csv`
- `exception-register.csv` when applicable

Approval, review, exception, and retirement evidence should be preserved under the `evidence/` structure when required by the document type or business need.

# Exceptions

Exceptions to this policy must be documented, justified, approved, time-bounded where appropriate, and recorded as controlled exception records.

No informal exception overrides this policy.

# Compliance and Enforcement

Failure to maintain document control may result in:

- use of outdated or unauthorized guidance
- inconsistent business execution
- loss of approval traceability
- reduced audit readiness

Noncompliant documents may be withdrawn from active use until corrected.

# Review and Revision History

| Version | Date | Description | Author | Approver |
|---|---|---|---|---|
| 1.0 | 2026-04-03 | Initial active release | Business Owner | Business Owner |