192 lines
4.7 KiB
Markdown
192 lines
4.7 KiB
Markdown
---
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document_id: KC-PRO-GOV-001
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title: Policy Review and Retirement Procedure
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document_type: Procedure
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domain: Governance
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version: 1.0
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status: Active
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owner: Business Owner
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reviewers:
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- Operations Staff
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approver: Business Owner
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effective_date: 2026-04-03
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next_review_date: 2027-04-03
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supersedes: None
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related_documents:
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- KC-POL-GOV-001
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related_systems:
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- Policy Repository
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- Forgejo Git
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- Compliance Evidence Repository
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retention_period: 3 years
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confidentiality: Internal
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---
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# Purpose
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This procedure defines the steps used to review active controlled documents and to retire documents that are superseded, obsolete, or no longer applicable.
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# Scope
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This procedure applies to all controlled documents maintained under the Kell Creations policy repository structure.
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# Preconditions
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Before starting this procedure, the following should exist:
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- the target document is identified
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- the current version is available in the repository
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- the owner and approver are known
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- supporting review or retirement rationale is available
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# Procedure Steps
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## A. Periodic Review Process
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### 1. Identify review candidate
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Identify a document for review using one or more of the following:
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- scheduled review date
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- business process change
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- system change
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- regulatory or governance update
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- issue discovered during operations
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- owner-requested review
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### 2. Confirm current document state
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Verify:
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- document ID
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- version
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- current status
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- owner
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- file location
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- related documents
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- next review date
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### 3. Evaluate the document
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Review the document for:
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- continued applicability
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- accuracy
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- clarity
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- completeness
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- consistency with current business practice
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- consistency with related architecture, systems, and workflows
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### 4. Determine review outcome
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Select one of the following outcomes:
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- no change required
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- revise and resubmit
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- supersede with a new version
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- retire document
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### 5. Record review result
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Update the appropriate records, including:
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- `review-calendar.csv`
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- `document-control-log.csv`
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If no change is required, update the next review date and close the review cycle.
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## B. Revision and Supersession Process
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### 6. Create revised draft
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If revision is required, create or update the next version in the appropriate `drafts/` area.
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### 7. Route for review
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Move or track the revised document through the `review/` state and gather reviewer input.
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### 8. Obtain approval
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Obtain formal approval from the named approver.
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### 9. Publish revised version
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After approval:
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- place the approved document in the correct `active/` location
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- update version and effective date
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- update the document register
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- log the transition in the control log
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### 10. Retire superseded version
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Move the superseded active version to the appropriate `retired/` location and record the supersession in the control log.
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## C. Retirement Process
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### 11. Identify retirement basis
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A document may be retired because it is:
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- replaced by a newer version
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- no longer applicable
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- obsolete due to process or system change
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- withdrawn by management decision
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### 12. Confirm retirement impact
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Before retiring the document, confirm:
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- no current dependency requires it to remain active
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- users can be directed to a replacement, if applicable
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- related records are updated
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- evidence of the retirement decision is captured when needed
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### 13. Obtain retirement approval
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The named approver must approve retirement before the document is removed from the active set.
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### 14. Move document to retired state
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Move the document to the matching path under `retired/`.
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Do not delete retired controlled documents unless a separate retention rule explicitly authorizes deletion.
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### 15. Update records
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Update:
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- `policy-register.csv`
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- `document-control-log.csv`
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- `review-calendar.csv` as applicable
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### 16. Preserve evidence
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Store supporting evidence in the appropriate evidence folder when required, including:
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- approval note
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- review outcome
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- supersession reference
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- retirement rationale
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# Outputs
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This procedure should result in one or more of the following:
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- updated active document
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- retired document
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- updated review date
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- updated registers and control log
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- retained approval or retirement evidence
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# Exceptions and Escalation
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If review cannot be completed on time, or if ownership, applicability, or replacement status is unclear, escalate to the Business Owner.
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If an active document appears unsafe, misleading, or materially outdated, it should be flagged for immediate review and may be temporarily withheld from operational use pending decision.
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# Review and Revision History
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| Version | Date | Description | Author | Approver |
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|---|---|---|---|---|
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| 1.0 | 2026-04-03 | Initial active release | Business Owner | Business Owner | |