A controlled document life cycle is a structured process that ensures documents evolve in an organized, systematic, and traceable way.

A controlled document is an officially agreed-upon set of content that forms the initial base version of a document. This version serves as the foundation for future updates and ensures consistency and accuracy in its use. Changes to the document are managed through a structured workflow, where Change Requests (CRs) can be raised to propose updates such as edits, additions, or deletions. These CRs undergo a workflow based approval process, and if accepted, the proposed Changes are incorporated into a new version of the document. 

This results in a revised revision that reflects the approved modifications while maintaining a clear audit trail of changes, ensuring transparency and a clear audit trail throughout the document's life cycle.

Document vs. Document Revision

Document Base Version:

• The base version is the starting point or foundation of your document (e.g. an initial import).
• It represents the stable, agreed-upon content before any changes are made.

Document Revision:

• Approved CRs are implemented in the form of revisions.
• A revision builds on the base version (or the latest revision) and incorporates the approved changes.
• This process ensures all modifications are documented and easy to trace.

Clear Audit Trail:

• The life cycle keeps a record of every modification, making it easy to track what changes were made, by whom, and why.
• Rejected Change Requests are also documented for transparency.

This process ensures that documents are updated systematically while maintaining clarity, accuracy, and accountability.

Change Request vs. Change

Change Requests (CRs):

• Change Requests are proposed updates to specific parts of a document.
• Each CR goes through an approval process and can be either approved or rejected.
• Examples of CRs include editing content, adding sections, or removing outdated information.

Changes:

A Document Revision incorporates Changes that are approved and implemented Change Requests:

• Changes to the document are proposed through Change Requests (CRs).
• Each CR outlines specific updates, such as editing content, adding new sections, or removing outdated information.

Change

Changes are indicated by a black sidebar on the corresponding content module.

To view the change, expand the module by clicking the ‘chevron-down’ icon, then navigate to the CHANGES tab.