Organizational Development for Knowledge Management at Water ...

1.0 PURPOSE
The purpose of a document control system is to ensure that accurate and current process documents are
available to all employees and that outdated information is removed from general access.
The purpose of this document is to describe the processes used to create, review, approve, issue, notify, use,
change and obsolete process documents.
SCOPE
This process applies to all level 1, 2, and 3 documents, which describe processes essential to the effective
functioning of Colorado Springs Utilities. It describes the role of Continuous Improvement, Management,
Process Owners, Reviewers, Approvers, and all Colorado Springs Utilities Employees.
TERMS AND ABBREVIATIONS
Approval Date – the date the signed process document was moved to the Approved Process Documents Database.
Approved Process Document – the electronic version of a document that resides in the Approved Process
Documents Database. Approved Process Documents have been reviewed for adequacy and signed by Approvers
and become Colorado Springs Utilities policy upon final approval. The term “Approved Process Document” refers
to the parent document and its attachments.
Approved Process Documents Database – a Lotus Notes Database centrally located and accessible by all
employees. This database contains all Approved Process Documents, including parent documents and attachments.
Work should be performed as defined in Approved Process Documents.
Approvers – individuals identified by the Process Owner that must sign the document before it can be moved to the
Approved Process Documents Database and subsequently used to perform work.
Attachment – additions such as agendas, charts, drawings, forms, graphics, information/instructions, measurements,
policies, questionnaires, slides, or templates, which enhance the functionality or usability of the parent document.
CI – Continuous Improvement
Controlled Document – a hard copy of a quality document that has been issued and recorded for future retrieval
when changes occur.
Document Change Notice (DCN) – a Lotus Notes Database form used to record the history of document changes.
This form is attached to the parent document within the database and can be viewed in the Approved Process
Documents Database directly below the document it references.
Draft Process Documents Database – a Lotus Notes Database centrally located and accessible by all employees.
This database contains documentation that is in the process of being developed, reviewed, and/or approved. Work
should not be performed using a Draft Process Document.
ELMS – Enterprise Learning Management System
Evaluation Date – the date automatically assigned by the Notes system for three years from the last version of
process document.
External Document – documents, such as those created by regulatory agencies, which exist outside of Colorado
Springs Utilities that impact Springs Utilities operations or work methods.
Issue – to move a signed document from the Draft Process Documents Database to the Approved Process
Documents Database (see section 6.4). When a document has been issued it is considered “Approved” and can be
distributed and used to perform the task described, as a training aid, etc.
Level 1 – a type of document, which answers the question “Why?” Level 1 documents are typically philosophical
and strategic in nature.
Level 2 – a type of document that answers the questions “What?”, “Who?”, “Where?”, and “When?” Level 2
documents are more specific than Level 1 documents and less detailed than Level 3 documents. See Attachment
I03-00002 for instructions on how to write Level 2 documents.
Level 3 – a type of document that answers the question “How?” Level 3 documents are the most detailed form of
process document.
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