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Policy Repository

This directory contains the controlled policy, procedure, standard, guideline, form, exception, and evidence records for the Kell Creations platform.

Purpose

The purpose of this repository structure is to provide a controlled, auditable, and maintainable lifecycle for business policies and supporting governance records.

This repository supports:

document creation
review and approval
publication to active status
version control
retirement of superseded documents
retention of approval and retirement evidence

Repository Structure

`active/`

Contains approved documents that are currently in force.

`drafts/`

Contains documents being authored or revised before formal review.

`review/`

Contains documents that are under formal review and awaiting approval, rejection, or revision.

`retired/`

Contains documents that are no longer active because they were superseded, withdrawn, or retired.

`templates/`

Contains approved starter templates for controlled documents.

`register/`

Contains the master document register and supporting control logs.

`evidence/`

Contains approval records, review records, exceptions, and retirement evidence.

Lifecycle Model

Controlled documents move through the following lifecycle:

Draft
Review
Active
Superseded or Revised
Retired

Documents should not skip lifecycle stages without documented approval.

Document Types

The following document types are supported:

Policy
Procedure
Standard
Guideline
Form
Exception

Naming Convention

Documents should follow this pattern:

KC-<TYPE>-<DOMAIN>-<NUMBER>-<short-title>.md

Examples:

KC-POL-GOV-001-document-control-policy.md
KC-PRO-GOV-001-policy-review-and-retirement-procedure.md
KC-STD-MKT-001-social-media-publishing-standard.md

Type codes

POL = Policy
PRO = Procedure
STD = Standard
GLD = Guideline
FRM = Form
EXC = Exception

Domain codes

GOV = Governance
OPS = Operations
ECM = Ecommerce
MKT = Marketing
MFG = Manufacturing
FIN = Finance
IT = Information Technology
SEC = Security
PRV = Privacy

Required Metadata

All controlled documents must begin with YAML front matter that includes:

document_id
title
document_type
domain
version
status
owner
reviewers
approver
effective_date
next_review_date
supersedes
related_documents
related_systems
retention_period
confidentiality

Document Control Rules

All controlled documents must be stored in Git.
All changes must be reviewed through the approved repository workflow.
Active documents must have an approver and effective date.
Superseded documents must be moved to retired/.
Approval and retirement actions must be reflected in the control logs under register/.
Evidence of approval, review, exception, or retirement should be preserved under evidence/.

Registers

`policy-register.csv`

The master index of controlled documents.

`document-control-log.csv`

The record of lifecycle changes and status transitions.

`review-calendar.csv`

The schedule for periodic policy review.

`exception-register.csv`

The record of approved and tracked exceptions.

Recommended Workflow

Create a new document in drafts/.
Assign owner, reviewers, and proposed approver.
Move document to review/ when ready for formal review.
Approve and move to active/ when authorized.
Update the document register and control log.
Move superseded versions to retired/.
Store supporting approval or retirement evidence in evidence/.

Relationship to Architecture and Operations

This policy repository supports the architecture and workflow documentation maintained elsewhere in the repository, including:

policy lifecycle workflows
audit and compliance architecture
CI/CD workflow documentation
operating procedures for controlled publication

Ownership

Unless otherwise specified in a document, repository governance is owned by the Kell Creations business owner.

Summary

This policy repository is the controlled governance layer for Kell Creations documentation, operational rules, and retained compliance evidence.

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