- Published
- Updated
A document can look current in a country package without having been produced from the correct source version. Different filenames, email attachments and parallel working copies may circulate simultaneously. Sponsors should show which controlled source supports a local document and how later revisions will reach its owner.
Decision framework
Separate source-document ownership from local compilation responsibility. Connect each local output to its source version, translation or adaptation status and authorised acceptance. A computer's last-modified timestamp is not the scientific version of a document. Teams need a shared understanding of the applicable source location and access arrangements.
Worked example
For example, a local team uses the latest email attachment, but that file is an unaccepted draft. Other countries proceed with the previously approved version. A version map reveals the difference and prompts assessment of the local outputs produced from the draft. A newer date does not automatically make a file the appropriate source.
Implementation checks
- Display source version and acceptance status in the local inventory as explicit fields rather than relying on filenames alone.
- Define how source revisions reach country owners and how receipt of the relevant update will be confirmed.
- Before submission, test whether a sample local document can be traced back to its controlled source version and supporting decision.
Acceptance and boundaries
Accept the arrangement when a new team member can explain why the document is considered applicable. Version management is more than strict folders; it preserves connections between content and decisions. Country-specific implementation dates and necessary approval routes still require appropriate specialist assessment alongside the source map.
Frequently asked questions
- Is the newest-dated file necessarily the current version?
- Not always. Verify its controlled version and acceptance status.
- Can a local team change the source independently?
- Authority and the change process should be explicit rather than leaving source ownership uncertain.