kell_creations/docs/policies/governance/KC-PRO-GOV-001-policy-review-and-retirement-procedure.md

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

Purpose

This procedure defines the steps used to review active controlled documents and to retire documents that are superseded, obsolete, or no longer applicable.

Scope

This procedure applies to all controlled documents maintained under the Kell Creations policy repository structure.

Preconditions

Before starting this procedure, the following should exist:

• the target document is identified
• the current version is available in the repository
• the owner and approver are known
• supporting review or retirement rationale is available

Procedure Steps

A. Periodic Review Process

1. Identify review candidate

Identify a document for review using one or more of the following:

• scheduled review date
• business process change
• system change
• regulatory or governance update
• issue discovered during operations
• owner-requested review

2. Confirm current document state

Verify:

• document ID
• version
• current status
• owner
• file location
• related documents
• next review date

3. Evaluate the document

Review the document for:

• continued applicability
• accuracy
• clarity
• completeness
• consistency with current business practice
• consistency with related architecture, systems, and workflows

4. Determine review outcome

Select one of the following outcomes:

• no change required
• revise and resubmit
• supersede with a new version
• retire document

5. Record review result

Update the appropriate records, including:

• review-calendar.csv
• document-control-log.csv

If no change is required, update the next review date and close the review cycle.

B. Revision and Supersession Process

6. Create revised draft

If revision is required, create or update the next version in the appropriate drafts/ area.

7. Route for review

Move or track the revised document through the review/ state and gather reviewer input.

8. Obtain approval

Obtain formal approval from the named approver.

9. Publish revised version

After approval:

• place the approved document in the correct active/ location
• update version and effective date
• update the document register
• log the transition in the control log

10. Retire superseded version

Move the superseded active version to the appropriate retired/ location and record the supersession in the control log.

C. Retirement Process

11. Identify retirement basis

A document may be retired because it is:

• replaced by a newer version
• no longer applicable
• obsolete due to process or system change
• withdrawn by management decision

12. Confirm retirement impact

Before retiring the document, confirm:

• no current dependency requires it to remain active
• users can be directed to a replacement, if applicable
• related records are updated
• evidence of the retirement decision is captured when needed

13. Obtain retirement approval

The named approver must approve retirement before the document is removed from the active set.

14. Move document to retired state

Move the document to the matching path under retired/.

Do not delete retired controlled documents unless a separate retention rule explicitly authorizes deletion.

15. Update records

Update:

• policy-register.csv
• document-control-log.csv
• review-calendar.csv as applicable

16. Preserve evidence

Store supporting evidence in the appropriate evidence folder when required, including:

• approval note
• review outcome
• supersession reference
• retirement rationale

Outputs

This procedure should result in one or more of the following:

• updated active document
• retired document
• updated review date
• updated registers and control log
• retained approval or retirement evidence

Exceptions and Escalation

If review cannot be completed on time, or if ownership, applicability, or replacement status is unclear, escalate to the Business Owner.

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.

Review and Revision History

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