Controlled Document Distribution List

DOE-STD-1073-2003

Configuration Management

6.3.3 Controlled Document Distribution List

Contractors should establish and maintain controlled document distribution lists. The

lists should identify both the documents that are to be controlled and the individuals who

are holders of copies of those documents ("controlled document users," or as identified in

10 CFR Part 830, Appendix A, paragraph G.5, the "authorized users list"). The

document owner should determine the list of controlled document users to be included on

the controlled document list. The distribution list should include any satellite document

distribution centers. To ensure they are included on the distribution list for revised

documents, controlled document users should inform the document owners of their need

for specific documents. Whenever a document is superseded by a new revision, a copy

of the new revision must be sent to each controlled document user of the document.

6.3.4 Identification of Proposed Changes

The organization responsible for document control should be notified of any need to

change a document as soon as that need is identified and approved, typically through the

change control or work control processes. A DCN may be used for this purpose. The

organization responsible for document control should provide a receipt acknowledging

the notification that a document should be changed. The organization responsible for

document control should take the appropriate action to update the document and record

the status in the document control database.

6.3.5 Major Vs. Minor Document Changes

The contractor should specifically identify in the change control process what constitutes

a minor change (e.g., inconsequential, editorial corrections). Major changes to controlled

documents are any changes that are not defined as minor changes. Major changes to

controlled documents must be reviewed and approved by the document owners. The

configuration management process may specify a simpler review for minor changes.

6.3.6 Notification of Pending Changes

Pending changes are changes that have been approved for which the associated

documents have not yet been updated and distributed. The organization responsible for

document control should provide notice of pending changes to the controlled document

users for the applicable documents. A notice of the pending change should also be

attached to, or appropriately referenced on, the affected master document, in order to alert

anyone requesting a copy of the document.

6-5