194 lines
5.5 KiB
Markdown
194 lines
5.5 KiB
Markdown
---
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document_id: KC-POL-GOV-001
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title: Document Control Policy
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document_type: Policy
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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-PRO-GOV-001
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related_systems:
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- Kell Creations Platform
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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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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.
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# Scope
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This policy applies to all controlled documents maintained within the Kell Creations repository structure, including:
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- policies
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- procedures
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- standards
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- guidelines
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- forms
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- exception records
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This policy applies to all business areas using the policy repository, including governance, operations, ecommerce, marketing, manufacturing, finance, information technology, security, and privacy.
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# Policy Statement
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Kell Creations shall maintain all controlled documents through a defined document lifecycle that supports traceability, version control, formal approval, and retention of evidence.
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Controlled documents must be:
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- uniquely identified
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- versioned
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- assigned an owner
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- reviewed before activation
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- approved before publication to active status
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- retained in version-controlled form
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- retired when superseded, obsolete, or withdrawn
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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.
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# Document Lifecycle Requirements
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## Draft
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A document begins in draft status while being authored or revised.
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Draft documents must:
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- use an approved template where applicable
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- include required metadata
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- identify an owner
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- be stored in the `drafts/` area unless formally advanced
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## Review
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A document moves to review status when the owner determines it is ready for formal evaluation.
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Review documents must:
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- identify reviewers
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- be evaluated for completeness, clarity, and applicability
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- remain unchanged except through controlled revision
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## Active
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A document becomes active only after formal approval by the named approver.
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Active documents must:
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- include an effective date
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- include a next review date
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- be stored in the `active/` area
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- be referenced in the document register
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## Revision and Supersession
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When an active document is changed materially, the revised version must proceed through draft and review before replacing the active version.
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Superseded versions must not remain in the active area.
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## Retirement
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A document shall be retired when it is no longer needed, replaced, withdrawn, or no longer applicable.
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Retired documents must:
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- be moved to the `retired/` area
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- retain their historical metadata
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- be referenced in the control log
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- retain supporting retirement evidence when required
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# Metadata Requirements
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All controlled documents must include front matter with the required metadata fields defined in the repository guidance.
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Missing or incomplete metadata makes a document ineligible for active status.
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# Version Control Requirements
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Controlled documents must be maintained in the Kell Creations Git repository.
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All lifecycle changes must be traceable through version history and supporting control records.
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Git history supports technical traceability, but document register and control log updates are still required for formal lifecycle accountability.
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# Roles and Responsibilities
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## Business Owner
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The Business Owner shall:
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- approve active policies and procedures unless delegated otherwise
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- ensure document control is enforced
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- review high-impact governance changes
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- approve retirement of major governing documents
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- ensure repository integrity and governance consistency
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## Document Owner
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The document owner shall:
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- maintain document accuracy
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- initiate review when updates are needed
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- ensure metadata is complete
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- coordinate revisions and corrections
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- ensure the document is moved through the proper lifecycle state
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## Reviewers
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Reviewers shall:
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- evaluate assigned documents for accuracy and applicability
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- provide timely feedback
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- identify conflicts, ambiguity, or missing controls
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## Operations Staff
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Operations Staff shall:
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- use active documents as authoritative references
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- support document updates where assigned
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- avoid relying on draft or retired documents for active operations
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# Document Registers and Evidence
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The following records must be maintained:
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- `policy-register.csv`
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- `document-control-log.csv`
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- `review-calendar.csv`
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- `exception-register.csv` when applicable
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Approval, review, exception, and retirement evidence should be preserved under the `evidence/` structure when required by the document type or business need.
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# Exceptions
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Exceptions to this policy must be documented, justified, approved, time-bounded where appropriate, and recorded as controlled exception records.
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No informal exception overrides this policy.
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# Compliance and Enforcement
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Failure to maintain document control may result in:
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- use of outdated or unauthorized guidance
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- inconsistent business execution
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- loss of approval traceability
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- reduced audit readiness
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Noncompliant documents may be withdrawn from active use until corrected.
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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 | |