- Editing Authorised Controlled Documents

Editing Authorised Controlled documents

Introduction

This article takes you through the steps required for editing authorised controlled documents within iPassport. Typically when a controlled document is authorised it is no longer possible to make changes to that document. However, minor errors can occur that may not require a whole version change and release. As such, it’s possible to create minor changes to authorised controlled documents (Document Correction). Specific preferences and permissions are required to allow this procedure so that it’s not used indiscriminately. For example, it’s not recommended to use this feature to completely replace a document as traceability of changes can be lost.

Preferences and Permissions

There is one preference that governs the ability to edit authorised controlled documents and it can be set independently in each OU.
To enable the use of this feature in a selected OU:

  1. Go to Administration > Settings > Organisational Unit Preferences
  2. Select the OU to edit from the dropdown menu next to, Organisational Unit:
  3. Click the row, Document Control to open this section of Preferences
  4. Tick the checkbox next to, Allow minor change for that OU
  5. Click Save

This setting is not activated in any OU by default; each OU that requires it must have the preference enabled.

There are seven permissions that govern the ability to allow staff members to perform Document Corrections to controlled documents, one for each type of document:

  • COSHHs:Allow Document Correction
    (This permission allows minor changes only to COSHH records and the same exclusivity applies to all the following)
  • Documents:Allow Document Correction
  • External Documents:Allow Document Correction
  • Health And Safeties:Allow Document Correction
  • Policies:Allow Document Correction
  • SOPs:Allow Document Correction
  • Job Descriptions:Allow Document Correction

These permissions are only found in the system role of Administration Editor by default; if they are required in any other role they have to be added.

Making a Minor Change (Document Correction)

This operation can be done when a document is in ‘authorised’ status (which includes it being ‘under ‘review’) or while ‘pending authorisation’ and provided the OU preference and permissions above are in place. Documents pending authorisation have been included so the authoriser has the choice of making minor corrections at the time of authorising. In addition to allow loading an edited version of a document, this facility also allows changing the document Title, Index, Section, Authors, Subject, Category, Introduction and Scope and, if the document hasn’t undergone any reviews, the Version Number can be edited too. When a document has already been reviewed, the field, Version Number will not be visible.

When editing the title or the index of a document, iPassport still performs its normal validation checks so that details are not duplicated in the OU.

Note that for SOPs, document corrections can be made to the SOP document, the Bench document and the Risks document. It is possible to remove a bench copy from an authorised document without replacing it by using the Document Correction: Bench option.

To make a minor change to a document:
1. Open the document to its General tab
2. Click the text box next to Actions to the right of the document title
3. Select the option, Document Correction from the dropdown menu
3. Click Go
4. The lightbox that pops up requires a reason to be entered for the log records
5. Perform relevant changes and click Save changes

Please note the caption, “This option allows you to make small changes to the authorised document. If you need to change the content of the source document please use option ‘Create new version’ “. Changes to the content of the document will not be formally tracked by this method so it’s not advisable to make significant modifications to the subject matter from a document control point of view.

All changes are recorded within the Log and History tabs of the document in question and can be searched using the filters available.