# DBIS DOCUMENTATION UPDATE TRIGGER PROCEDURES ## Event-Driven Documentation Update Framework **Document Number:** DBIS-DOC-TRIG-001 **Version:** 1.0 **Date:** 2024-01-15 **Classification:** UNCLASSIFIED **Authority:** DBIS Executive Directorate **Approved By:** [Signature Block] **Effective Date:** 2024-01-15 **Status:** Active --- ## DOCUMENT METADATA **Version:** 1.0 **Last Updated:** 2024-01-15 **Effective Date:** 2024-01-15 **Status:** Active **Authority:** DBIS Executive Directorate --- ## OVERVIEW This document establishes procedures for identifying, responding to, and processing trigger events that require documentation updates. It defines update triggers, response workflows, and implementation procedures. **Purpose:** To ensure documentation remains current and accurate by systematically responding to events that require updates. --- ## UPDATE TRIGGER CATEGORIES ### 1. Policy Changes **Trigger Events:** - New policies implemented - Policy modifications - Policy retirements - Policy clarifications **Affected Documents:** - Relevant statutory code titles - Governance documents - Operational procedures - Compliance documents **Response Workflow:** 1. **Detection:** Policy change notification received 2. **Assessment:** Identify affected documents 3. **Impact Analysis:** Determine update scope 4. **Update Planning:** Plan required updates 5. **Implementation:** Update documents 6. **Verification:** Verify updates 7. **Notification:** Notify stakeholders **Response Time:** Within 7 business days of policy change **Responsible Party:** Documentation Manager with Policy Owner --- ### 2. Regulatory Changes **Trigger Events:** - New regulations issued - Regulatory updates - Compliance requirements changes - Regulatory clarifications **Affected Documents:** - Compliance documents - Legal framework documents - Regulatory framework documents - Operational procedures **Response Workflow:** 1. **Detection:** Regulatory change notification received 2. **Assessment:** Identify affected documents 3. **Impact Analysis:** Determine compliance impact 4. **Update Planning:** Plan required updates 5. **Legal Review:** Legal compliance review 6. **Implementation:** Update documents 7. **Verification:** Verify compliance 8. **Notification:** Notify stakeholders **Response Time:** Within 5 business days of regulatory change **Responsible Party:** Documentation Manager with Legal/Compliance Team --- ### 3. Operational Changes **Trigger Events:** - Process changes - System changes - Organizational changes - Service changes **Affected Documents:** - Operational procedures - Technical specifications - User documentation - Training materials **Response Workflow:** 1. **Detection:** Operational change notification received 2. **Assessment:** Identify affected documents 3. **Impact Analysis:** Determine update scope 4. **Update Planning:** Plan required updates 5. **Implementation:** Update documents 6. **Verification:** Verify updates 7. **Training Update:** Update training materials if needed 8. **Notification:** Notify stakeholders **Response Time:** Within 3 business days of operational change **Responsible Party:** Operations Team Lead with Documentation Manager --- ### 4. Security Incidents **Trigger Events:** - Security breaches - Security vulnerabilities discovered - Security policy changes - Security procedure updates **Affected Documents:** - Security framework documents - Security procedures - Emergency response procedures - Incident response procedures **Response Workflow:** 1. **Detection:** Security incident reported 2. **Immediate Assessment:** Identify immediate documentation needs 3. **Impact Analysis:** Determine security documentation impact 4. **Urgent Update Planning:** Plan urgent updates 5. **Security Review:** Security team review 6. **Implementation:** Update documents 7. **Verification:** Verify security accuracy 8. **Notification:** Notify stakeholders (classified as appropriate) **Response Time:** Within 24 hours for critical incidents, 3 business days for others **Responsible Party:** Security Team Lead with Documentation Manager --- ### 5. Technology Changes **Trigger Events:** - System upgrades - Technology adoption - Infrastructure changes - Software updates **Affected Documents:** - Technical specifications - System documentation - Integration guides - API documentation **Response Workflow:** 1. **Detection:** Technology change notification received 2. **Assessment:** Identify affected documents 3. **Impact Analysis:** Determine technical documentation impact 4. **Update Planning:** Plan required updates 5. **Technical Review:** Technical team review 6. **Implementation:** Update documents 7. **Verification:** Verify technical accuracy 8. **Notification:** Notify stakeholders **Response Time:** Within 5 business days of technology change **Responsible Party:** Technical Team Lead with Documentation Manager --- ### 6. User Feedback **Trigger Events:** - Critical user feedback - Error reports - Improvement requests - Usability issues **Affected Documents:** - User documentation - Quick-start guides - Examples - FAQs **Response Workflow:** 1. **Detection:** User feedback received 2. **Assessment:** Evaluate feedback priority 3. **Impact Analysis:** Determine documentation impact 4. **Update Planning:** Plan required updates 5. **Implementation:** Update documents 6. **Verification:** Verify improvements 7. **User Notification:** Notify feedback provider 8. **Publication:** Publish updates **Response Time:** - Critical: Within 2 business days - High priority: Within 5 business days - Normal: Within 10 business days **Responsible Party:** Documentation Manager with User Support Team --- ## TRIGGER RESPONSE WORKFLOW ### Step 1: Detection **Detection Methods:** - Formal notifications - Change management system - Incident reports - User feedback system - Monitoring systems **Detection Responsibilities:** - All staff: Report potential triggers - Documentation Manager: Monitor for triggers - Department heads: Notify of changes - System administrators: Report system changes ### Step 2: Assessment **Assessment Activities:** 1. Verify trigger event 2. Identify affected documents 3. Determine update priority 4. Assess resource requirements 5. Estimate timeline **Assessment Output:** - Trigger event report - Affected documents list - Priority classification - Resource requirements - Timeline estimate ### Step 3: Impact Analysis **Impact Analysis Activities:** 1. Analyze document impact 2. Identify cross-reference impacts 3. Determine compliance impacts 4. Assess user impact 5. Identify dependencies **Impact Analysis Output:** - Impact assessment report - Update scope definition - Risk assessment - Dependencies list ### Step 4: Update Planning **Planning Activities:** 1. Define update requirements 2. Assign resources 3. Create update schedule 4. Identify review requirements 5. Plan notification strategy **Planning Output:** - Update plan - Resource assignments - Schedule - Review requirements - Notification plan ### Step 5: Implementation **Implementation Activities:** 1. Update documents 2. Update cross-references 3. Update revision history 4. Update version numbers 5. Verify updates **Implementation Output:** - Updated documents - Updated cross-references - Revision history entries - Version updates ### Step 6: Review and Approval **Review Activities:** 1. Technical review (if technical documents) 2. Legal review (if legal documents) 3. Security review (if security documents) 4. Compliance review (if compliance documents) 5. Final approval **Review Output:** - Review comments - Approval status - Final approval ### Step 7: Verification **Verification Activities:** 1. Verify update accuracy 2. Verify cross-references 3. Verify compliance 4. Verify formatting 5. Test updates (if applicable) **Verification Output:** - Verification report - Approval for publication ### Step 8: Notification **Notification Activities:** 1. Prepare change summary 2. Identify stakeholders 3. Send notifications 4. Update change logs 5. Publish updates **Notification Output:** - Change notifications sent - Change logs updated - Updates published --- ## PRIORITY CLASSIFICATION ### Critical Priority **Criteria:** - Security incidents - Compliance violations - Critical errors - Legal issues **Response Time:** Within 24 hours **Approval:** Immediate (expedited process) ### High Priority **Criteria:** - Policy changes - Regulatory changes - Major operational changes - Critical user feedback **Response Time:** Within 3-5 business days **Approval:** Standard process (expedited review) ### Normal Priority **Criteria:** - Minor operational changes - Technology updates - General user feedback - Routine updates **Response Time:** Within 10 business days **Approval:** Standard process ### Low Priority **Criteria:** - Minor clarifications - Formatting improvements - Non-critical updates **Response Time:** Within 20 business days **Approval:** Standard process --- ## TRIGGER EVENT LOG All trigger events are logged in the trigger event log: **Log Entries Include:** - Event ID - Event date - Event type - Trigger category - Priority - Affected documents - Status - Completion date - Responsible party --- ## ESCALATION PROCEDURES ### Escalation Triggers **Escalate to Documentation Manager:** - Multiple documents affected - Complex updates required - Resource constraints - Timeline concerns **Escalate to Change Control Board:** - Major structural changes - Policy-impacting changes - Compliance-critical changes - Multi-department impacts **Escalate to Executive Directorate:** - Constitutional changes - Statutory code changes - Strategic changes - High-risk changes ### Escalation Process 1. Identify escalation need 2. Document escalation rationale 3. Notify escalation authority 4. Provide supporting information 5. Await escalation decision 6. Implement escalation decision --- ## QUALITY ASSURANCE ### Update Quality Standards **Accuracy:** - Verify factual accuracy - Check technical correctness - Validate references **Completeness:** - Ensure all updates complete - Verify no missing information - Check for gaps **Compliance:** - Verify standards compliance - Check format compliance - Validate classification **Consistency:** - Ensure terminology consistency - Verify cross-reference accuracy - Check formatting consistency --- ## RELATED DOCUMENTS - [Document Control Standards](Document_Control_Standards.md) - [Change Management Process](Change_Management_Process.md) - [Maintenance Schedule](Maintenance_Schedule.md) - [Configuration Management Plan](Configuration_Management_Plan.md) --- **END OF UPDATE TRIGGER PROCEDURES**