16.1 Entering new document – Document Management Inputs Incidents, Problems, new processes. Entry Criteria A new controlled document is created. General Comments The purpose of this procedure is to ensure that the document is included in the Document Management Process and that it goes through the correct approval process. 16.1 Entering new document Narrative Step Responsible Role Action 16.1.1 Document Owner Takes document through Change Management. 16.1.2 Document Owner Submits document in the document repository. Notifies Document Manager that new controlled document has been posted.
Chooses appropriate approvers for document. 16.1.3 Document Manager Review document in the document repository to ensure all needed information is present and entered correctly. Choose appropriate signers to approve document. 16.1.4 Document Manager Obtains necessary approvals (signatures). 16.1.5 Document Approver Approves Document 16.1 Entering new document Exit Criteria, Outputs Outputs New document in document repository Exit Criteria Document manager is aware of document. All necessary approvals are obtained. 16.1 Entering new document Risks Risk Impact Document Manager is not aware of a controlled document. The document is not included in the Document Management process. Document does not go through correct approval process. Incorrect or out-of-date information is disseminated.
16.2 16.2 Changing Document Entry Criteria – Document Management Inputs Incident, Problem, new procedures or policy recommendations. Entry Criteria Document has changed either as a result of The annual document review process Input from a user or procedural changes at any time that require document revision. General Comments The purpose of this procedure is to ensure that the document goes through the correct approval process.
16.2 Changing Document Narrative Step Responsible Role Action 16.2.1 Document Owner Determines whether the change is A Simple change (as defined by Change Management Policy). As defined in the Change Risk Classification Guidance Document, a document does not need to go through Change Management when “Changes to process and policy documents that are editorial in nature and do not materially affect work or decisions.” Change that must go through Change Management (as defined by Change Management Policy) Update document in The document repository. If change must go through Change Management, follows that process and procedures. 16.2.2 Document Owner Updates document in the document repository. Indicates in “Notes” field exactly what has changed. Post draft change in document repository for review by signatories. Achieve approval of signatories, or modify document again and restart at 16.2.1 Post approved change to controlled document. 16.2.3 Document Manager Reviews document in the document repository to ensure all needed information is present and entered correctly. Makes sure standard template is used (for future revisions). 16.2.4 Document Manager Obtains necessary approvals (signatures).
16.3 Annual Document Review Entry Criteria – Document Management Inputs Due date for document review. Entry Criteria Document requires annual review. General Comments This procedure is to ensure that documents are reviewed regularly. 16.3 Annual Document Review Narrative Step Responsible Role Action 16.3.1 Document Manager Maintains schedule of annual review for each document. 16.3.2 Document Manager Notifies document owner that document is due for review. 16.3.3 Document Manager Obtains necessary approvals (signatures).
Document Name Description Relationship Fermilab Director’s Policy on Document Control, No. 13.000 Rev. 0 Laboratory Policy Defines Fermilab policy on document management. Fermilab Document Management Process and Procedures Process This document Fermilab Document Management Policy Policy (CD The document repository #4063-associated with this document) Defines policy on controlled documents owned by CD Change Risk Classification Document Guidance (CD The document repository #3549) Defines which document changes must undergo Change Management. Fermilab Change Management Policy Policy (CD The document repository #3529) Defines Change Management policy. Fermilab Change Management Process and Procedures Process (CD The document repository #3530) Defines process and procedures for new and changed documents. Proprietary information of Plexent or its affiliates in contained herein. Any reproduction, use, appropriation, or disclosure of this information, in whole or in part, without the specific prior written