POLICY LOGIC · PRACTICAL GUIDE
Policy version control, without the confusion.
When several copies of a policy circulate, the practical question is simple: which one should people use? A consistent version record helps a team answer that question.
Give every policy a stable identity
Use a reference that stays with the policy when its title or owner changes. For example, POL-004 can identify a training policy across several revisions. Choose a system your team can maintain; the exact numbering pattern matters less than consistency.
Separate the version from the status
A version identifies a particular revision. A status describes where that revision is in the workflow, such as draft, in review, approved or superseded. A newer file is not necessarily approved. Make both pieces of information visible so a draft is not mistaken for the current issued copy.
Choose a numbering convention
One possible convention is 0.1 for an initial draft, 1.0 for the first approved issue and 1.1 for a later minor revision. A larger change might become 2.0. This is an example rather than a required standard: write down your rules, including who decides whether a change is minor or substantial.
| Version | Status | Change |
|---|---|---|
| 0.1 | Draft | Initial text for review |
| 1.0 | Approved | First agreed issue |
| 1.1 | In review | Proposed owner updates |
In this example, version 1.0 remains the approved issue while 1.1 is being reviewed.
Keep a short change history
Record what changed, why, who reviewed it and when it was approved. A description such as “updated escalation responsibilities following restructure” is more useful than “document updated”. Keep enough detail to trace the decision.
Make the current copy easy to find
Choose one agreed location for the issued policy. Link to that location where practical rather than repeatedly attaching copies to messages. Distinguish the published copy from editable drafts. Decide who can update each location and how an issue is recorded.
Handle superseded copies deliberately
When issuing a replacement, mark the previous version as superseded and follow your organisation's storage and retention arrangements. Check shared folders, local downloads, printed copies and related procedures. Do not simply remove history the organisation still needs.
Connect versions to reviews
A review does not always result in a new version. If the content remains appropriate, record that decision and the next review point. Use the review checklist to structure the conversation and the policy register template to track the current issue.
These guides describe practical document-management approaches. Adapt the process to your organisation.