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DBIS VERSION CONTROL POLICY
Document Version Management Standards
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
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.
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 version1.1.0- Added new section on compliance procedures1.1.1- Fixed typo in Section 3.2, corrected cross-reference2.0.0- Major restructuring of document organization
Version Number Assignment
Initial Version:
- All new documents start at version
1.0.0 - Version
1.0.0indicates 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
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Superseded:
- Document has been replaced by a newer version
- Retained for historical reference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
- Draft → Active: Upon approval by appropriate authority
- Active → Superseded: When new version is approved
- Superseded → Archived: After retention period (typically 7 years)
- Active → Archived: When document is no longer needed
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"
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
-
Request Submission:
- Submit change request to document owner
- Include rationale and proposed changes
- Specify proposed version number
-
Review Process:
- Technical review (for technical documents)
- Legal review (for legal documents)
- Compliance review (for compliance documents)
- Stakeholder consultation (for major changes)
-
Approval:
- Approval by designated authority
- Version number assignment
- Effective date determination
-
Implementation:
- Document update
- Revision history entry
- Notification to stakeholders
- Archive previous version
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
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
└── ...
CHANGE NOTIFICATION
Notification Requirements
When a document is updated:
- Stakeholder Notification: Notify all relevant stakeholders
- Change Summary: Provide summary of changes
- Effective Date: Communicate effective date
- 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)
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
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
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
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.
END OF VERSION CONTROL POLICY