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SUP-01-Document Control

This document outlines the procedures for document control and version management of documents published by Estates and Campus Services (ECS). It details the standard naming conventions and document structure for ECS documents, including the use of acronyms, procedure numbers, headers, footers and version numbering. It also specifies the approval, publication and archiving process for new and updated documents.

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SALAH HELLARA
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© © All Rights Reserved
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Download as PDF, TXT or read online on Scribd
42 views

SUP-01-Document Control

This document outlines the procedures for document control and version management of documents published by Estates and Campus Services (ECS). It details the standard naming conventions and document structure for ECS documents, including the use of acronyms, procedure numbers, headers, footers and version numbering. It also specifies the approval, publication and archiving process for new and updated documents.

Uploaded by

SALAH HELLARA
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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ECS Procedures

SUP-01-DCP
Document Control Procedure

1. DEFINITION AND SCOPE


1.1. This document defines the standard for document referencing, approval and version
control for Estates and Campus Services published procedure documents.

2. DOCUMENT REFERENCE NUMBER


2.1. Standard Acronym of ECS sub-Division, Procedure Number (numbering to start at 0), Initials
of Document Title, separated by hyphens, all letters in capitals,:

Examples
Support Services Document Control Procedure SUP-01-DCP
Projects and Planning Project Implementation Form PP-01-PIF

3. STANDARD HEADER

ECS Procedures
Document Name (Centred) REFERENCE (Aligned Right)

4. STANDARD FOOTER

Version Number Page N of N Release Date, Month Year

5. VERSION NUMBERING
5.1.
5.1.1.First iteration of the document to be version 1.0
5.1.2.Minor revisions and amendments change increment by .1 i.e. 1.0 becomes 1.1
5.1.3.Major revisions change whole number and revert to .0 i.e. 1.4 becomes 2.0

6. FONT
6.1. Font University standard font – Calibri (Body) 11.

7. DOCUMENT FILE NAME


7.1. Standard Acronym of ECS sub-Division, Document Title 1, Procedure Number as for the
reference number, separated by hyphens.

Examples
Support Services Document Control Procedure SUP-01-Document Control.docx
Projects and Planning Project Implementation Form PP-01-Project Implementation.docx

1Generic Titles such as Form, Procedure need not be included in the name. Where there are a number of documents with
the same process then this will need to be included. E.g. Pre-Contact Change Control Register

Version 1.1 Page 1 of 2 October 2018


ECS Procedures
SUP-01-DCP
Document Control Procedure

8. APPROVAL
8.1. All documents must be signed off by the relevant sub-Division Head.
8.2. Major changes must be signed off by the relevant sub-Division Head.
8.3. Minor revisions can be approved by the document creator.
8.4. Written evidence of sign-off for all documents and document version changes must be
provided prior to publication.

9. PUBLICATION
9.1. Approved document issued to KB – Implementation Log updated with Issue Date.
9.2. Approved document stored in secure area X:\ECS\PP\PP Procedures\Intranet
9.3. Previous version archived in secure area X:\ECS\PP\PP Procedures\Archive DO NOT USE.
9.4. Previous version on intranet deleted.
9.5. Approved document published on Intranet– Implementation Log updated with Publication
Date.

10. ECS SUB-DIVISIONS

Sub-Division Director Standard Acronym


Asset Management and Compliance Richard Thomas AMC
Campus Services Kirsty Woodward CS
Projects and Planning John Pointon PP
Service Development and Resources Chris Harrison SDR
Support Services Anne Harvey SUP

Version 1.1 Page 2 of 2 October 2018

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