Controlling and Tracking Documents

DOE-STD-1073-2003

Configuration Management

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

schedule.

6.3

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.

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