Document Database

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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