dbis_docs/VERSION_CONTROL_POLICY.md

# 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 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`

---

## 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**Superseded:**
- Document has been replaced by a newer version
- Retained for historical reference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

---

## REVISION HISTORY

### Revision History Requirements

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

**Revision History Format:**

```markdown
## 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

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

---

## DOCUMENT METADATA REQUIREMENTS

### Required Metadata

All documents shall include the following metadata section:

```markdown
## 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:
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)

---

## 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**