Records and Document Management Procedure
-----------------------------------------

This procedure governs the creation, maintenance, and retention of
:term:`Records <Record>` and :term:`Documents <Document>`. 

.. impl:: Define processes for lifetime records
    :links: R_GDC_1_4

.. impl:: Define processes for Document Control
    :links: R_APPB_45

.. impl:: Define processes for Quality Records
    :links: R_APPB_79


.. _rmdc-systems:

Systems
^^^^^^^

Documents and records are managed in the following systems.

.. datatemplate:yaml:: 
    :source: /_data/systems.yaml

    {{ make_list_table_from_mappings(
        [('Name', 'name'), ('Use case(s)', 'use-cases'), ('Location', 'location')],
        data['rmdc-systems'],
        title='RMDC Systems',
        ) }}

.. _rmdc-origination: 

Origination
^^^^^^^^^^^
New records and new or revised documents are originated as invoked by other procedures
and processes. The following steps shall be taken at such times:

* **Originator** shall specify key data defining the new record/document, including:
    * Required:
        * Title --- a single-line description of what the record/document is
        * Record/document type --- This determines template, review, and
          retention rules. Should be from :ref:`rmdc-doctypes`
        * Originating organization --- the organization or group assigned primary authorship. 
          Internally-generated records/documents shall be contained on the :ref:`org-chart`, while
          others should be the name and department of external entities.
    * Optional
        * Keywords --- words or phrases to assist in future searches/lookups


.. impl:: Require document index to be updated upon origination
    of any new document or record
    :links: R_APPB_83

    Updating the index at the point of creation is a robust
    way to ensure compliance that each document/record will always
    be discoverable and retrievable.

.. _rmdc-doctypes: 

Record/Document Types
^^^^^^^^^^^^^^^^^^^^^
One of the following record/document types should be assigned to each
record/document.  The types are generally associated with specific forms or
templates that include the expected content/sections, and are often created to
satisfy the needs of a lower-level procedure.

.. impl:: Define numerous Record/Document types

    There is a timeless debate about having too many vs. too few doc types.
    Additional types are added to support more mature procedure sets, but then
    people start to struggle to know what type they should use, leading to
    cleanup efforts, followed by management declarations to reduce the number of
    types.

    A good solution to this problem is to be very explicit in your procedural 
    culture. Ensure that whenever a record or document is being originated, that
    each staff member has the relevant procedure open and is following it
    precisely.  Ensure that the procedures are rigorous and precise about which
    record/document types should be generated in each scenario. When a procedure
    is written, ensure that any new record/document types are added to the list
    of known types.

    .. warning:: Don't make one rec/doc type for each individual checklist or form
        in each procedure though. Those can all be forms. Or maybe do make them 
        all form subtypes? Could be nice to really have specific evidence.
        Need easy way to make auto-generated forms per procedure then.

.. datatemplate:yaml:: 
    :source: doc-types.yaml

    {{ make_list_table_from_mappings(
        [('Type', 'name'), ('Abbrev', 'abbrev'), ('Use case(s)', 'use-cases'), 
        ('Record', 'record'), ('Retention', 'retention')],
        data,
        title='Record/Document types',
        ) }}