dbis_docs/VERSION_CONTROL_POLICY.md

DBIS VERSION CONTROL POLICY

Document Version Management Standards

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DOCUMENT METADATA

Version: 1.0
Last Updated: [Enter date in ISO 8601 format: YYYY-MM-DD, e.g., 2024-01-15]
Effective Date: [Enter effective date in ISO 8601 format: YYYY-MM-DD, e.g., 2024-01-15]
Status: Active
Authority: DBIS Executive Directorate

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OVERVIEW

This policy establishes the version control standards and procedures for all DBIS documentation. It ensures consistent versioning, change tracking, and document lifecycle management across all institutional documents.

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VERSION NUMBERING SCHEME

Semantic Versioning (SemVer)

All DBIS documents shall use Semantic Versioning format: MAJOR.MINOR.PATCH

Version Components:

• MAJOR (X.0.0): Breaking changes, major revisions, or fundamental restructuring
  • Example: Complete rewrite of document structure
  • Example: Changes that invalidate previous interpretations
• MINOR (X.Y.0): New features, additions, or non-breaking changes
  • Example: Addition of new sections or chapters
  • Example: New procedures or guidelines
• PATCH (X.Y.Z): Bug fixes, corrections, minor updates, or clarifications
  • Example: Typo corrections
  • Example: Updated cross-references
  • Example: Clarification of ambiguous language

Examples:

• 1.0.0 - Initial version
• 1.1.0 - Added new section on compliance procedures
• 1.1.1 - Fixed typo in Section 3.2, corrected cross-reference
• 2.0.0 - Major restructuring of document organization

Version Number Assignment

Initial Version:

• All new documents start at version 1.0.0
• Version 1.0.0 indicates the document is complete and approved

Version Updates:

• Increment PATCH for minor corrections: 1.0.0 → 1.0.1
• Increment MINOR for additions: 1.0.0 → 1.1.0
• Increment MAJOR for major changes: 1.0.0 → 2.0.0
• Reset lower numbers when incrementing higher: 1.2.3 → 2.0.0

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DOCUMENT STATUS

Status Definitions

Draft:

• Document is work in progress
• Not yet approved for use
• Subject to revision
• Not binding or authoritative

Active:

• Document is approved and in effect
• Current and authoritative version
• Binding on all relevant parties
• Supersedes all previous versions

Superseded:

• Document has been replaced by a newer version
• Retained for historical reference
• Not current or authoritative
• Clearly marked with supersession notice

Archived:

• Document is no longer in use
• Retained for historical or legal purposes
• Not current or authoritative
• Stored in archive location

Status Transitions

1. Draft → Active: Upon approval by appropriate authority
2. Active → Superseded: When new version is approved
3. Superseded → Archived: After retention period (typically 7 years)
4. Active → Archived: When document is no longer needed

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REVISION HISTORY

Revision History Requirements

All major documents (Constitutional, Statutory Code, Technical Specifications, Major Manuals) shall include a revision history section.

Revision History Format:

## REVISION HISTORY

| Version | Date | Author | Changes |
|---------|------|--------|---------|
| 1.0.0 | YYYY-MM-DD | [Author/Department] | Initial version |
| 1.1.0 | YYYY-MM-DD | [Author/Department] | Added Section 5.3 on compliance procedures |
| 1.1.1 | YYYY-MM-DD | [Author/Department] | Corrected typo in Section 2.1, updated cross-reference to Title VI |

Revision History Entries:

• Version: Document version number
• Date: Date of change (YYYY-MM-DD format)
• Author: Individual or department making the change
• Changes: Brief description of changes made

Change Description Guidelines

Be Specific:

• Good: "Added Section 3.4 on emergency procedures"
• Bad: "Updated document"

Be Concise:

• Good: "Corrected typo in Section 2.1"
• Bad: "Fixed a small error in the second section"

Group Related Changes:

• Multiple minor corrections in one version: "Corrected typos and updated cross-references throughout"

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CHANGE APPROVAL PROCESS

Approval Authority

Constitutional Documents:

• Approval: Sovereign Control Council (SCC)
• Process: Formal resolution required

Statutory Code:

• Approval: Sovereign Control Council (SCC)
• Process: Formal resolution required

Technical Specifications:

• Approval: Technical Department with Executive Directorate review
• Process: Technical review, then executive approval

Operational Manuals:

• Approval: Executive Directorate
• Process: Department review, then executive approval

Procedural Documents:

• Approval: Relevant department head
• Process: Department review and approval

Change Request Process

1. Request Submission:

   • Submit change request to document owner
   • Include rationale and proposed changes
   • Specify proposed version number

2. Review Process:

   • Technical review (for technical documents)
   • Legal review (for legal documents)
   • Compliance review (for compliance documents)
   • Stakeholder consultation (for major changes)

3. Approval:

   • Approval by designated authority
   • Version number assignment
   • Effective date determination

4. Implementation:

   • Document update
   • Revision history entry
   • Notification to stakeholders
   • Archive previous version

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DOCUMENT METADATA REQUIREMENTS

Required Metadata

All documents shall include the following metadata section:

## DOCUMENT METADATA

**Version:** X.Y.Z
**Last Updated:** YYYY-MM-DD
**Effective Date:** YYYY-MM-DD
**Status:** Active/Draft/Superseded/Archived
**Authority:** [Relevant Department or Council]

Metadata Updates

• Version: Updated with each change
• Last Updated: Updated whenever document is modified
• Effective Date: Date when current version becomes effective
• Status: Updated to reflect current document state
• Authority: Remains constant unless authority changes

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VERSION CONTROL IN FILE NAMING

Standard File Naming

Current Versions:

• Use standard filename: Document_Name.md
• Do not include version in filename for current versions

Archived Versions:

• Include version in filename: Document_Name_v1.0.0.md
• Store in archive directory
• Maintain original filename for current version

Directory Structure

documents/
├── current/
│   ├── Document_Name.md (current version)
│   └── ...
└── archive/
    ├── Document_Name_v1.0.0.md
    ├── Document_Name_v1.1.0.md
    └── ...

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CHANGE NOTIFICATION

Notification Requirements

When a document is updated:

1. Stakeholder Notification: Notify all relevant stakeholders
2. Change Summary: Provide summary of changes
3. Effective Date: Communicate effective date
4. Migration Guide: Provide migration guide for major changes (if applicable)

Notification Channels

• Email notification to relevant parties
• Document repository update notification
• Change log publication
• Training updates (for procedural changes)

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DOCUMENT RETENTION

Retention Periods

• Active Documents: Retained indefinitely (current version)
• Superseded Documents: Retained for 7 years minimum
• Archived Documents: Retained per legal and compliance requirements
• Draft Documents: Retained for 1 year after supersession or cancellation

Archive Management

• All superseded versions archived
• Archive location clearly documented
• Archive accessible for historical reference
• Archive indexed for searchability

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COMPLIANCE AND AUDIT

Version Control Compliance

• All documents must comply with this policy
• Regular audits of version control compliance
• Non-compliance addressed through corrective action
• Compliance reported to Executive Directorate

Audit Requirements

• Annual review of version control practices
• Verification of revision history accuracy
• Confirmation of proper approval processes
• Documentation of any non-compliance

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EXCEPTIONS

Exception Process

Exceptions to this policy may be granted by:

• Constitutional Documents: Sovereign Control Council
• Other Documents: Executive Directorate

Exception Documentation

All exceptions must be:

• Documented in writing
• Approved by appropriate authority
• Reviewed annually
• Justified by business need

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VERSION TAGGING

Tag Naming Convention

Tag Format: vX.Y.Z

Examples:

• v1.0.0 - Initial release
• v1.1.0 - Minor release
• v1.1.1 - Patch release
• v2.0.0 - Major release

Tag Requirements

All Releases Must Be Tagged:

• Major releases: Required
• Minor releases: Required
• Patch releases: Recommended
• Pre-releases: Optional (use vX.Y.Z-alpha, vX.Y.Z-beta, vX.Y.Z-rc)

Tag Information

Tag Annotations Include:

• Version number
• Release date
• Release notes summary
• Author information

Tag Format:

v1.0.0
Release Date: 2024-01-15
Release Notes: Initial release of document
Author: DBIS Documentation Team

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BRANCH MANAGEMENT

Branch Strategy

Main Branch:

• main or master - Production-ready code
• Always stable and deployable
• Protected branch (requires approval for merges)
• Only contains approved, tested changes

Development Branch:

• develop - Integration branch for features
• Contains latest development changes
• Merged to main for releases
• Used for ongoing development

Feature Branches:

• feature/description - Individual feature development
• Created from develop branch
• Merged back to develop when complete
• Deleted after merge

Release Branches:

• release/vX.Y.Z - Release preparation
• Created from develop branch
• Used for final testing and preparation
• Merged to main and develop when ready

Hotfix Branches:

• hotfix/description - Critical fixes
• Created from main branch
• Merged to main and develop
• Used for urgent fixes

Branch Naming Convention

Format: [type]/[description]

Types:

• feature/ - New features
• bugfix/ - Bug fixes
• hotfix/ - Critical fixes
• release/ - Release preparation
• docs/ - Documentation updates

Examples:

• feature/add-compliance-section
• bugfix/fix-cross-reference
• hotfix/security-update
• release/v1.1.0
• docs/update-glossary

Branch Lifecycle

Creation:

1. Create branch from appropriate source
2. Use descriptive branch name
3. Document branch purpose
4. Begin development

Development:

1. Make changes
2. Commit frequently with clear messages
3. Keep branch up to date with source
4. Test changes

Completion:

1. Complete development
2. Review changes
3. Create merge request
4. Get approval
5. Merge to target branch
6. Delete feature branch

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MERGE PROCEDURES

Merge Request Process

Merge Request Requirements:

1. Description:

   • Clear description of changes
   • Rationale for changes
   • Impact assessment
   • Testing performed

2. Review:

   • Code review (if applicable)
   • Documentation review
   • Technical review (if technical)
   • Approval from reviewer

3. Testing:

   • Changes tested
   • No breaking changes (unless documented)
   • Compliance verified
   • Quality checks passed

4. Approval:

   • Required approvals obtained
   • All checks passed
   • Ready for merge

Merge Types

Fast-Forward Merge:

• Preferred for linear history
• No merge commit
• Clean history
• Use when possible

Merge Commit:

• Creates merge commit
• Preserves branch history
• Use for feature branches
• Standard for feature integration

Squash Merge:

• Combines commits into one
• Cleaner history
• Use for feature branches
• Loses individual commit history

Merge Best Practices

Before Merging:

1. Update branch with latest changes
2. Resolve conflicts
3. Run tests
4. Verify compliance
5. Get approvals

During Merging:

1. Use appropriate merge type
2. Write clear merge message
3. Verify merge success
4. Check for issues

After Merging:

1. Verify merge result
2. Test merged code
3. Update documentation
4. Delete feature branch
5. Notify stakeholders

Conflict Resolution

Conflict Handling:

1. Identify conflicts
2. Review conflicting changes
3. Resolve conflicts
4. Test resolution
5. Commit resolution
6. Continue merge

Conflict Resolution Guidelines:

• Preserve intended functionality
• Maintain consistency
• Document resolution rationale
• Get approval for complex conflicts

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RELEASE MANAGEMENT

Release Process

Release Planning:

1. Identify release scope
2. Plan release timeline
3. Assign release responsibilities
4. Prepare release notes
5. Schedule release

Release Preparation:

1. Create release branch
2. Finalize changes
3. Update version numbers
4. Update documentation
5. Prepare release notes

Release Testing:

1. Comprehensive testing
2. Quality assurance
3. Compliance verification
4. User acceptance testing (if applicable)
5. Final approval

Release Execution:

1. Merge to main branch
2. Create version tag
3. Publish release
4. Notify stakeholders
5. Update documentation

Post-Release:

1. Monitor release
2. Address issues
3. Gather feedback
4. Plan next release
5. Document lessons learned

Release Types

Major Release (X.0.0):

• Significant changes
• Breaking changes possible
• Requires comprehensive testing
• Requires stakeholder notification
• May require migration guide

Minor Release (X.Y.0):

• New features or additions
• Non-breaking changes
• Requires testing
• Requires notification
• May require training

Patch Release (X.Y.Z):

• Bug fixes and corrections
• No breaking changes
• Limited testing
• Notification as needed
• Quick release

Release Notes

Release Notes Include:

1. Version Information:

   • Version number
   • Release date
   • Release type

2. Changes Summary:

   • New features
   • Improvements
   • Bug fixes
   • Breaking changes

3. Impact Assessment:

   • User impact
   • Process impact
   • System impact

4. Action Required:

   • Required actions
   • Training needs
   • Migration steps (if applicable)

5. Additional Information:

   • Links to documents
   • Support resources
   • Contact information

Release Schedule

Regular Releases:

• Major releases: Quarterly or as needed
• Minor releases: Monthly or as needed
• Patch releases: As needed

Emergency Releases:

• Critical fixes
• Security updates
• Compliance requirements
• Immediate release

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VERSION INCREMENT DECISION PROCEDURES

When to Increment MAJOR Version (X.0.0)

Increment MAJOR version when:

• Complete document restructuring or reorganization
• Changes that invalidate previous interpretations
• Removal of major sections or procedures
• Fundamental changes to document purpose or scope
• Changes requiring significant retraining
• Breaking changes that affect dependent documents
• Changes to document classification or authority

Examples:

• Restructuring document from linear to hierarchical format
• Removing entire sections that were previously required
• Changing document from procedural to policy document
• Major changes to approval authority or process

Process:

1. Document rationale for major version increment
2. Get approval from Change Control Board
3. Create migration guide if needed
4. Notify all stakeholders
5. Update all dependent documents

When to Increment MINOR Version (X.Y.0)

Increment MINOR version when:

• Adding new sections, chapters, or procedures
• Adding new features or capabilities
• Expanding existing content significantly
• Adding new appendices or examples
• Non-breaking enhancements
• New compliance requirements added
• Additional guidance or clarification added

Examples:

• Adding new section on compliance procedures
• Adding new operational examples
• Expanding glossary with new terms
• Adding new quick-start guides
• Adding new templates

Process:

1. Document additions in change log
2. Get approval from Documentation Manager (or CCB for significant additions)
3. Update cross-references if needed
4. Notify relevant stakeholders
5. Update related documents if needed

When to Increment PATCH Version (X.Y.Z)

Increment PATCH version when:

• Typo corrections
• Formatting fixes
• Cross-reference updates
• Minor clarifications
• Link fixes
• Metadata updates
• Minor wording improvements

Examples:

• Fixing typo in Section 2.1
• Correcting broken cross-reference
• Updating date in metadata
• Fixing formatting inconsistency
• Clarifying ambiguous sentence

Process:

1. Document correction in change log
2. Get approval from Documentation Manager (or auto-approve for minor fixes)
3. Update revision history
4. No stakeholder notification required (unless critical fix)

Version Increment Decision Tree

Is this a complete restructuring or breaking change?
├─ YES → Increment MAJOR (X.0.0)
└─ NO → Continue

Is this adding new content or features?
├─ YES → Increment MINOR (X.Y.0)
└─ NO → Continue

Is this a correction or minor fix?
├─ YES → Increment PATCH (X.Y.Z)
└─ NO → Review change type again

VERSION CONTROL BEST PRACTICES

General Best Practices

Commit Practices:

• Commit frequently
• Write clear commit messages
• Keep commits focused
• Test before committing
• Review before committing

Commit Message Format:

[Type]: [Brief description]

[Detailed description if needed]

[Related issue/ticket if applicable]

Commit Types:

• feat: - New feature
• fix: - Bug fix
• docs: - Documentation
• style: - Formatting
• refactor: - Code refactoring
• test: - Testing
• chore: - Maintenance

Branch Practices:

• Use descriptive branch names
• Keep branches focused
• Update branches regularly
• Delete merged branches
• Protect main branch

Merge Practices:

• Review before merging
• Test before merging
• Get approvals
• Resolve conflicts properly
• Document merges

Release Practices:

• Plan releases
• Test thoroughly
• Document releases
• Notify stakeholders
• Monitor releases

Quality Assurance

Pre-Commit Checks:

• Format validation
• Link validation
• Cross-reference validation
• Compliance checks
• Quality checks

Pre-Merge Checks:

• Code review
• Documentation review
• Testing
• Compliance verification
• Approval verification

Pre-Release Checks:

• Comprehensive testing
• Quality assurance
• Compliance verification
• Documentation completeness
• Stakeholder approval

Version Control Workflow

Standard Update Workflow:

1. Identify Need for Update:

   • Review update triggers
   • Assess change scope
   • Determine version increment type

2. Create Change Request:

   • Document proposed changes
   • Specify version number
   • Get initial approval

3. Create Branch:

   • Create feature branch: docs/update-[document-name]-v[X.Y.Z]
   • Document branch purpose
   • Link to change request

4. Make Changes:

   • Implement updates
   • Update revision history
   • Update metadata
   • Test changes

5. Review and Approval:

   • Code/documentation review
   • Quality checks
   • Compliance verification
   • Get required approvals

6. Merge:

   • Merge to main branch
   • Create version tag
   • Update release notes

7. Notification:

   • Notify stakeholders
   • Update documentation index
   • Archive previous version (if major)

Automated Version Control Procedures

Pre-Commit Hooks (Recommended):

• Verify version number format
• Check revision history updated
• Verify metadata updated
• Run link verification
• Check compliance

Pre-Merge Checks:

• Version number increment verified
• Revision history entry present
• Metadata updated correctly
• All tests passing
• Approvals obtained

Post-Merge Actions:

• Create version tag
• Update release notes
• Archive previous version (if major)
• Notify stakeholders
• Update documentation index

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REVIEW AND UPDATES

This policy shall be reviewed:

• Annually: Comprehensive review
• As Needed: When issues arise or processes change
• Upon Request: By Executive Directorate or SCC

Policy updates follow the same version control process as other documents.

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END OF VERSION CONTROL POLICY