Skip to content

Document Storage and Version Control Policy

Purpose

This policy establishes the guidelines for the storage, sharing, and version control of key documents to ensure consistency, accessibility, and the integrity of information within the organisation.

Scope

This policy applies to all employees, contractors, and third-party collaborators who create, store, access, or manage documents related to the organisation’s operations.

Policy

Document Storage

  • Shared Accessible Storage: All documents must be stored in designated shared storage locations (e.g., SharePoint) that are accessible to relevant team members.
  • Storage Structure: A standardized folder structure should be used to organise documents. Each department or project should have its own folder with clear sub-folders for different types of documents (e.g., reports, meeting notes, contracts).

Service Transformation filing structure can be found here

Capital Projects filing structure can be found here

Property key documents are stored as follows:-

Original property documents are currently held by the Trust solicitors who carried out the work. Copies of the Trusts leases, licences deeds of variation, Land Registry Titles (where relevant) and Rent Review Memoranda in the Trusts property files on the Trust ‘W’ Drive.

The Property Team are transitioning to the MRI Database System which will hold copies of relevant tenancy documents. This system will allow easy access to the relevant documents for each property.

Compliance documentation for peripheral sites is held by RFL Estates Deparment.

  • Access Control: Access to shared storage locations must be managed to ensure that only authorised personnel can access or modify documents. Permissions should be reviewed regularly.

Document Naming Conventions

  • Consistency: Documents must be named using a consistent format to facilitate easy identification and retrieval. The format should include relevant details such as the document title, date, and version number (e.g., ProjectReport_2024-05-28_v1.0).

Version Control

  • Version Numbers: Key documents must be version controlled. The initial version should be labeled as v1.0, with subsequent revisions incrementing the version number (e.g., v1.1, v2.0). Minor changes increment the decimal (v1.1, v1.2), while major changes increment the whole number (v2.0, v3.0).
  • Dating: Each version of a document must be dated. The date should reflect when the version was finalised (e.g., ProjectPlan_2024-05-28_v1.0).
  • Change Log: A change log should be maintained for key documents, recording all modifications made, including the date of change, a brief description of the changes, and the name of the person making the changes.

Document Review and Approval

  • Review Process: Documents, especially key documents, must undergo a review process before being finalised. Reviews should be conducted by relevant stakeholders to ensure accuracy and completeness.
  • Approval: Key documents should be formally approved by a designated authority within the organisation. The approval should be documented, and the final version marked as approved.

Archiving and Retention

  • Archiving: Obsolete versions of documents should be archived in a designated folder or location with restricted access. Archiving ensures that previous versions are preserved for reference but do not clutter active working spaces.
  • Retention Period: Documents should be retained in accordance with the organisation's retention policy. Key documents may need to be retained longer due to legal, regulatory, or operational requirements. The NHS England Retention schedule is available here

Training and Compliance

  • Training: All employees and relevant stakeholders must be trained on this policy to ensure understanding and compliance.
  • Compliance Monitoring: Adherence to this policy will be monitored regularly. Non-compliance will be addressed promptly and may result in corrective actions.

Effective Date

This policy is effective as of 13-08-2024.

Review Cycle

This policy will be reviewed annually and updated as necessary to reflect changes in organisational needs or regulatory requirements.

Key Controlled Documents

Document Typical Approver
ISO Scope Document Project Board SRO
ISO Policy Statement RFLPS MD
ISO Objectives RFLPS Exec Team
List of Interested Parties Project Board
Aspect & Impacts Statement Project Board
Environmental Legal Framework Project Board
Project Playbook Project Board
Project Proposals RFLPS Exec Team
Company Policy Documents RFLPS Exec Team
Operating Procedures Project Manager
Board Papers RFLPS Exec Team
Meeting Minutes Project Board
Internal Audit Documentation Auditing Manager
Job Descriptions HR
Person Specifications HR
Contract Specification RFLPS Exec Team
Decision & Action Logs Project Manager
Risk Registers RFLPS Exec Team
Version Date Title Author Approver Review Date
0.1 28-05-2024 Document Storage & Version Control Policy Nigel Walker Draft Draft
0.2 04-06-2024 Document Storage & Version Control Policy Nigel Walker Draft Draft
0.3 04-06-2024 Document Storage & Version Control Policy Nigel Walker Draft Draft
0.4 02-07-2024 Document Storage & Version Control Policy Nigel Walker Draft Draft
0.5 02-07-2024 Document Storage & Version Control Policy Nigel Walker Draft Draft
1.0 13-08-2024 Document Storage & Version Control Policy Nigel Walker ISO Accreditation Project Board 13-08-2025
1.1 03-09-2024 Document Storage & Version Control Policy Nigel Walker ISO Accreditation Project Board 13-08-2025

Changelog

Version Change(s)
0.1 Initial draft
0.2 Add initial list of key documents
0.3 Add links to template file structure for capital & transformation
0.4 Add reference to Property Terrier system
0.5 Add hyperlink to NHS England document retention schedule
1.0 Final version approved by Project Board 13-08-2024
1.1 Minor amendment to Property document storage locations