This is the core of the Programme or Project Office as it ensures proper version control is established and maintained and is the mechanism through which Programme and Project information, guides and instructions are disseminated throughout the programme

It also provides the means to accomplish the following tasks:

• Allow access to, and retrieval from, the repository of any approved and authorised product developed within the Programme
• Provide links to Quality Review Control log for each approved product undergoing review/revision
• Provide access to general interest documents submitted by Programme staff to the repository
• Provide access to appropriate external bodies via URL to their Intranet or Internet web pages
• Generate new document numbers following an approved file naming convention.
• Define the documents required of a project when capital expenditure has been approved and project scope is understood

In addition the Document Library indicates for each document/file:

• An abstract statement of content/purpose of document
• Authors name
• Current approved version number
• Whether currently approved version is undergoing revision

The Document Library will enable the user to quickly obtain the required document/file using autofilters on file name, abstract statement, author name etc.

The Document Repository

This is an electronic folder in the Programme’s Directory the access to which is controlled by the Programme Office staff. The folder is named “Current Approved”.

All approved and authorised files are placed here and are only accessed by the users through a hyperlink on the Document Title field of the Document Library. Users are given Read Only access and will not have the authorisation to delete or replace the file.

The Document Repository (Current folder) is a component part of the Programme Office folder which is located within, and at the top of, the Programme Directory.

The Quality Review Control Log

Once the Programme Office has been advised that an approved document is to be revised a copy of the approved version is placed within a ‘working’ folder and an entry made in the Quality Review Control Log.

The log provides the means to:

• Identify/find the document by its number and title
• Open the document currently being worked upon
• Link back to open the original document in the repository for comparison
• List the reviewers of the document
• Indicate the required date for return of review comments from each reviewer
• Indicate to the Document Controller, through an automated process, when review comments are to be expedited from reviewers

The products provided with this package can be seen here - Version Control Package.
Note that documents provided with Trial Versions of the packages are in Adobe Acrobat format. Download Adobe Acrobat Reader HERE.