Procedure Documentation Department System

Every need for a documented procedure — new, or an update to an existing one — enters as a card in “Procedure”, where the requester defines the procedure’s scope, the problem it solves, and the departments affected. The procedure writer takes the card into “Drafting” and composes the first draft on the approved template: purpose, scope, steps, responsibilities, and attached forms. The draft moves to “Review”, where every affected department leaves its comments on the card within a set deadline; then to “Approval” with the manager authorized to sign. Once approved it moves to “Publication” and is officially announced to the company; it stays in force until the annual “Update” review checks its validity — either renewed, amended through a new cycle, or sent to “Archive” with the cancelled procedures, keeping its version for reference.

The Forum hosts the documented discussion around procedures: departments’ comments on drafts are debated in the procedure’s topic so they are not lost in scattered replies, and improvement suggestions from practitioners are gathered there to feed the annual update cycle. Announcements are the only official publication channel: a procedure does not take effect except by an announcement stating its number, version, and effective date — so no one works off an old version that reached them by mistake.

The information flow is controlled: any employee proposes a procedure or update in “Procedure”; procedure writers draft; the managers concerned review within the review window, not after; and the documentation manager approves publication and maintains the version register — every live procedure has one approved version, and everything else is archive. This ends the era of conflicting procedures circulating in email and group chats.