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Timely Incorporation of Changes
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Configuration Management - index
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Controlling Interfaces


DOE-STD-1073-2003
Configuration Management
6.3.10 Document Database
The document control process should include a database for tracking document status and
pending changes. The contractor must assign a database owner for the document
database with assigned roles and responsibilities. The database should contain basic
information about the document, including:
the unique document identification number,
the document owner,
the document type,
the current revision number,
the current document status (e.g., in revision, recently revised, needs to be
revised),
information regarding pending changes,
outstanding document change notices, and
any other information necessary for control and tracking.
As discussed below, the document database also supports the document retrieval function
with associated information such as retention times, storage location, retrievability
guidelines, and key words.
6.4
Retrieving Documents
Contractors should ensure that documents are retrieved (made available) in a timely
manner upon request. The contractor should establish the maximum retrieval time for
each document based upon priorities provided by the document owners and users. Easy
retrieval of documents is a service that facilitates contractor activities and encourages
workers to use up-to-date information.
When a copy of a document is issued, it should be the most recent version. The
contractor should make the status of controlled documents available to the affected
organizations. Additionally, the organization responsible for document control should
supply information regarding pending changes, including references to detailed
information, to anyone requesting the latest copy of the document. For example, if a
drawing is requested, the document control organization should also provide the requester
with a list or copies of existing change information (e.g., outstanding document change
notices, pending changes, and related physical changes in progress). This will alert the
requester to upcoming changes that could affect the retrieved document.
There are numerous document identification systems available, each possessing unique
advantages and disadvantages. Document identification systems range from the simple,
manual control of hard copies to elaborate computer-based, keyword-searchable, full-text
databases linked to the document images. Variables that affect the type and degree of
sophistication of the document identification systems selected include the size of the
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