Document Review Dates (Governance Requirement)
We are looking for additional functionality related to Document Expiry
- We want to identify and manage documents that have not been reviewed within their mandatory review periods
- e.g. A policy needs to be reviewed every 2 years, but has not been updated since 2023
Suggested Improvement
- optionally set a fixed review period against a document type (e.g. 2 years)
- Allow admin/editors to set a "review due date" when creating or revising a document (review due date can be any date up to but not exceeding the review date)
- Send Reminders to the document owners when the document is due or overdue (based on Review due date)
- Produce a list/view of all documents that are due or overdue (based on review due date)
- List should include the owner information for easy identification and follow-up
- Need a way to track status of the review, at a minimum need to know if a review is in progress
IMPORTANT: At all times the document needs to remain active and visible to readers, regardless of its review status
Impact without this
- we need to keep a separate register/list (outside of webmanuals) to manage which documents require review
- we may be non-compliant and unaware of the non-compliance
FYI - I found 2 related ideas
- (1) Documents with expiry Dates – Web Manuals
- (1) Document appearence for time limited documents – Web Manuals
2
Comments
I agree with this and have been asking Web manuals for this function. Ticking time limited automatically removes the document from Web manuals which is very dangerous if the manual owner does not complete the review in time.
It is difficult to prove to the regulators that a review has been completed when there are no changes made in the document.
Great Feature to come.
In the meantime, have you tried to use the "Task" function?
This woun't give you an overview of all Documents and when they are due, but you can at least keep an eye on on each document. This way you could even link the Review process to only a headline/Chapter instead of the whole document. Tasks can be assigned to specific users and can have a Due Date. You could use the Comment function for the Task to track if a Review was done but no changes are necessary if the simple Status change to "completed" is not enough. Thanks to the Search function in the To-Do/Tasks list you can easily filter and find the Annual Review only, to proof to an Auditor.
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