---
title: Document control and versioning
slug: policies-and-standards/document-control-and-versioning
icon: {"lucideIcon":"FileClock"}
docTags: 
createdAt: 2026-08-17T11:16:12.681Z
---

## 🎯 Purpose

The authoring and control rules for every document in this workspace. Consistent structure is what makes the workspace usable as an internal CMS rather than a pile of files.

:::hint{type="info"}
**ℹ️ Governance principle**

This standard defines the minimum authoring and control requirements for operational documentation maintained in this workspace.
:::

## 🗂️ Document types

| Type                         | Prefix            | Purpose                            | Review cycle                    |
| ---------------------------- | ----------------- | ---------------------------------- | ------------------------------- |
| Overview                     | none              | Orients a reader in a space        | Annual                          |
| Standard operating procedure | SOP:              | The controlled way a process runs  | Annual, or on process change    |
| Work instruction             | Work instruction: | Keystroke-level steps for one task | Annual, or on system change     |
| Checklist                    | none              | Executable evidence artefact       | With its parent SOP             |
| Register / dictionary        | none              | Controlled reference data          | Continuous, with change process |

## ✅ Mandatory elements

Every SOP and work instruction states: purpose, owner (one accountable role from the RACI), SLA or frequency where relevant, the procedure, and where its records go. Controls appear in the step where they operate, with their register ID.

:::ExpandableHeading
## 🔎 Implementation guidance

Apply these standards consistently across SOPs, work instructions, registers, and checklists to preserve auditability, ownership clarity, and document traceability.
:::

## 🧾 Versioning rules

- Documents are edited in draft and published deliberately; the published version is the version in force.
- Material changes (steps, controls, authorities) are announced at the ops review; editorial changes are not.
- Superseded procedures are archived, never deleted — retention per the Records Retention Standard.

:::hint{type="warning"}
**⚠️ Control expectation**

Material procedure changes affecting controls, authorities, or regulatory responsibilities must be communicated through the operational review process before publication.
:::

## ✍️ Writing rules

- Address the doer: "Validate the licence", not "The licence should be validated".
- One document, one job. A procedure that needs a second purpose statement is two documents.
- Reference other documents by title and space, and reference registers by entry ID, so links survive reorganisation.