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ReStructuredText
98 lines
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3.7 KiB
ReStructuredText
Records and Document Management Procedure
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-----------------------------------------
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This procedure governs the creation, maintenance, and retention of
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:term:`Records <Record>` and :term:`Documents <Document>`.
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.. impl:: Define processes for lifetime records
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:links: R_GDC_1_4
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.. impl:: Define processes for Document Control
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:links: R_APPB_45
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.. impl:: Define processes for Quality Records
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:links: R_APPB_79
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.. _rmdc-systems:
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Systems
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^^^^^^^
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Documents and records are managed in the following systems.
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.. datatemplate:yaml::
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:source: /_data/systems.yaml
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{{ make_list_table_from_mappings(
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[('Name', 'name'), ('Use case(s)', 'use-cases'), ('Location', 'location')],
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data['rmdc-systems'],
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title='RMDC Systems',
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) }}
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.. _rmdc-origination:
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Origination
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^^^^^^^^^^^
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New records and new or revised documents are originated as invoked by other procedures
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and processes. The following steps shall be taken at such times:
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* **Originator** shall specify key data defining the new record/document, including:
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* Required:
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* Title --- a single-line description of what the record/document is
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* Record/document type --- This determines template, review, and
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retention rules. Should be from :ref:`rmdc-doctypes`
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* Originating organization --- the organization or group assigned primary authorship.
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Internally-generated records/documents shall be contained on the :ref:`org-chart`, while
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others should be the name and department of external entities.
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* Optional
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* Keywords --- words or phrases to assist in future searches/lookups
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.. impl:: Require document index to be updated upon origination
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of any new document or record
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:links: R_APPB_83
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Updating the index at the point of creation is a robust
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way to ensure compliance that each document/record will always
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be discoverable and retrievable.
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.. _rmdc-doctypes:
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Record/Document Types
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^^^^^^^^^^^^^^^^^^^^^
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One of the following record/document types should be assigned to each
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record/document. The types are generally associated with specific forms or
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templates that include the expected content/sections, and are often created to
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satisfy the needs of a lower-level procedure.
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.. impl:: Define numerous Record/Document types
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There is a timeless debate about having too many vs. too few doc types.
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Additional types are added to support more mature procedure sets, but then
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people start to struggle to know what type they should use, leading to
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cleanup efforts, followed by management declarations to reduce the number of
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types.
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A good solution to this problem is to be very explicit in your procedural
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culture. Ensure that whenever a record or document is being originated, that
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each staff member has the relevant procedure open and is following it
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precisely. Ensure that the procedures are rigorous and precise about which
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record/document types should be generated in each scenario. When a procedure
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is written, ensure that any new record/document types are added to the list
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of known types.
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.. warning:: Don't make one rec/doc type for each individual checklist or form
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in each procedure though. Those can all be forms. Or maybe do make them
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all form subtypes? Could be nice to really have specific evidence.
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Need easy way to make auto-generated forms per procedure then.
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.. datatemplate:yaml::
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:source: doc-types.yaml
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{{ make_list_table_from_mappings(
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[('Type', 'name'), ('Abbrev', 'abbrev'), ('Use case(s)', 'use-cases'),
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('Record', 'record'), ('Retention', 'retention')],
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data,
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title='Record/Document types',
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) }} |