Storage and retention of documents must meet government record keeping requirements.
They should also meet applicable DOE Orders, specific commitments to DOE, national
standards, and the needs of the document owners and users. Originals or master copies of
controlled documents should be stored and protected. Retention times should be
established to meet the needs of the document owners and users and adhere to Federal
record keeping requirements. Document control procedures should establish
requirements for regularly backing up electronically stored documents on a defined
Controlling and Tracking Documents
Contractors must control select documents to ensure that only the currently approved
revisions of the documents are used. Contractors must track information on documents to
ensure the current status of documents is reflected and information is available on
pending changes. The major features for the effective control and tracking of documents
are discussed below.
6.3.1 Control Procedures
Contractors should develop and implement procedures that specify the document
identification, control, storage, and retrieval requirements. These procedures should
establish responsibilities and methods for each document control function. They should
also include provisions for the review of controlled documents to ensure they are
complete and approved prior to distribution. Document change notices should be used to
notify users of document changes.
6.3.2 Secure File
Contractors should establish and maintain a secure master file of the original documents
or master copies. The master copies should not be released from that file; only
reproductions should be provided, either on a regular distribution schedule or in response
to specific requests. Contractors should establish:
strict controls for the viewing of master copies and
access and security precautions to ensure that the document master file is
controlled and kept current.
Alternatively, the documents may be stored electronically and made available through the
web. Appropriate controls must be established to ensure that:
the document files are backed up
they are not lost and
the latest version is available on the web and postings do not lag behind changes.