Domino.Doc 3.5 User's Guide - Lotus documentation - Lotus software

About document life cycle management
46 Domino.Doc 3.5 User’s Guide
Many business documents progress through a series of stages that collectively
form the document’s life cycle. These stages include Authoring,
Review, Approval, Release, and Archiving. As a document cycles through
its life, the related activity (like editing and reading) trends downward.
Eventually a document is no longer needed for regular and instant access
and can be archived to less costly media for occasional usage or simply for
policy compliance.
Review, approval, and archiving options can be enabled (or disabled) and
parameters can be defaulted on the document type form.
Document Authoring Facilitates the creation and initial editing of a
document by one or more editors.
Document Review Routes a draft document to a set of users for review.
The reviewers may edit document content, add a comment to the
document, or both. Typically, the results of a document review are used to
update the original document. Depending on how the review cycle was set
up, the reviewers may update the document themselves, or the author may
update the document from the reviewers’ comments.
Document Approval Routes a draft document to a set of users for approval
or rejection. Documents must be approved for many reasons. Policy
documents may need approval prior to being distributed to a broad
audience. Expense reports may need approval prior to the disbursement of
funds. The common factor is that one or more users must approve or reject
a document prior to the document moving to subsequent stages. During the
approval cycle, no changes or comments are made to the document’s
content. Approvers are allowed to attach comments, however.
Document Release Marks the document complete, meaning that it has
finished its editing life cycle. The properties of the released version of the
document will probably be different from that of the draft version. For
example, the security, or ACL, that is used during authoring and review
probably limits access to a small number of users, whereas the ACL given
to the final version may be a more wide-ranging thus allowing greater
access to the document.
Document Archiving Involves storing an out-of-date document in an alternate
repository (for example, the file system, a relational database, or an
optical disk).