Organizational Development for Knowledge Management at Water ...

1.15.4. Changing Process Owners
Changing Process Owners does not require changing document version through a formal change
process. If a Process Owner is rotated, changes their work role, or leaves the company, the
outgoing Process Owner or his/her supervisor/manager should notify the CI Department of the
new Process Owner’s name. The CI Department makes the change in the Approved Process
Documents Database. An electronic record is made at the time of the Process Owner change as an
audit trail of the transaction.
1.16. Editing Process Tools
Attachments that do not contain any process-oriented information will be placed in the Process Tools
Database. Forms, templates, contact lists, and checklists are ideal candidates. Edits to such attachments,
referred to as Process Tools, may be made in the Process Tools Database without going through the formal
change process outlined in section 6.8. It is the responsibility of the Process Owner to update Process
Tools as necessary.
There is a notification field in the Process Tools binder that should be used to notify all users and
potentially affected interests about changes made in a Process Tool. For detail instructions see attachment
I05-00002, Editing Process Tools.
1.17. Periodic Evaluation of Documents
Documents are scheduled for evaluation every three years after the last approval date. The next suggested
evaluation date is noted as “Review Due:” in the approved document binder and is found next to the
“Approval Date.” Lotus Notes will e-mail the Process Owner when the evaluation period is approaching.
This periodic evaluation is conducted to assure that the process document is accurate, comprehensive, and
still viable. The version number of the document is increased after the evaluation is complete. See Section
6.8 for processing changes; detailed instruction are found in the Process Owner Manual, attachment I01-
00002. If no change is necessary, the document version is still increased by one number in order to provide
an audit trail of the review activity.
1.18. Archiving Documents
When a new version of a document is issued, the Lotus Notes database automatically moves a copy of the
new version to an Archive Database. This database is maintained and accessible by Continuous
Improvement. All related DCNs are also maintained with their respective documents. Anyone requiring an
archived version of a document should contact Continuous Improvement.
1.19. Making Documents Obsolete
Sometimes business requirements change making process documents invalid. To remove documents from
the Approved Process Documents Database, the Process Owner copies the document to the Draft Process
Documents Database as described in Section 6.8.
In the DCN, the version change should be noted as from the current version to OB (for Obsolete). The
description in the DCN describes the reasons for making the document obsolete. Approval signatures are
obtained by using the Approval Cycle. Once all signatures are obtained, Continuous Improvement moves
the document to the Approved Process Documents Database and then it is deleted. A copy is retained in
the Archive Database. Anyone requiring an archived version of a document should contact Continuous
Improvement.
1.20. Other Types of Documentation
1.20.1. Stand Alone Documentation
Stand-alone documentation refers to authoritative documentation already in existence before the
Document Control process was implemented. Areas generating and maintaining these documents
are responsible for describing the document control methodology. This type of document is
usually noted in the Reference Document section of the document templates. The following list is
a representative sample of stand-alone documents.
• Utilities Administrative Regulations
• Utilities Rules and Regulations (Tariffs)
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