6.3.7 Timely Incorporation of Changes
Contractors must incorporate approved changes into controlled documents in a timely
manner. The contractor should control and limit the backlog of changes that have not
been incorporated. Contractors should consider incorporating small changes in batches,
where appropriate. When there is a large backlog of changes that have not been
incorporated on a document, the documents may not reflect the physical facility or the
approved safety basis consequently diminishing the value of the documents. Document
control procedures should specify the limit of the number of changes that may be
outstanding for a document before the document is revised. That limit may vary
depending upon the type of document, document priority, complexity of the changes, and
the degree of overlap of those changes.
6.3.8 Distribution of Documents
Whenever a document is issued or superseded by a new revision, the contractor
organization responsible for document control must send a copy of the new revision to
each controlled document user of the document, along with a request for written receipt
acknowledgment. Contractors can facilitate the return of receipt acknowledgments by
sending a receipt acknowledgment form with the revised document. Document control
procedures should specify guidelines for the maximum time between issuance of the
revised controlled document and distribution. For example:
Level of importance of controlled documents...
Maximum time before distribution...
Most important (e.g. TSRs)
The recipients (controlled document users) should update their copy of the document (for
example, by inserting changed pages), and discard any obsolete pages or copies of
documents. The recipient must return a written acknowledgment of receipt to the
document control organization. The controlled document users should periodically
review controlled copies in use to ensure their accuracy and their consistency with the
6.3.9 Control of Superseded or Canceled Documents
The contractor should ensure that the document control process includes measures to
ensure that superseded or canceled documents are replaced. If someone requests a copy
of a superseded or canceled document, the provider should clearly and distinctively mark
the document as "Superseded" or "Canceled" before providing the document.