Smartsheet Revision History Procedure

Overview

This Smartsheet Revision History Procedure assists Team Members in creating accurate and timely revisions to official documentation while observing best practice standards.

Terminology

Applicability

This procedure applies to Knowledge Management, which is responsible for the accuracy of Thrive Pet Healthcare policy and SOP documentation.

Requirements

Every official document contains a record of its production, version, revision, and responsible functional specialists. This process ensures all documentation is current and aligned with current business practices. It provides responsible persons with approval, providing information, and field questions regarding the document.

Create the Tracker List

Within the master Revision Cycle Smartsheet, create a line for any new document in the pnp site if one does not exist. Only one list is necessary to track all documentation.

The list components are, at a minimum:

• document name

• confluence link

• expiration date

• responsible department

• notes if the item is held in exception

• if the item is archived and where

Additional columns may be:

• program

• notes

Complete the Smartsheet

1. Once a new document is created, record it in the Revision Cycle Smartsheet.

2. Set the expiration date one year from the date of creation or according to the recommended revision cycle outlined in the Documentation Guidelines and Thrive Operational Policy Requirements (Policy for Policies).

Updates

1. Each month, refer to the Smartsheet for items that have expired.

   • If set, the Expires column will be red, indicating a revision is necessary.

2. Communicate the need for revision to the appropriate Functional Specialist and support the edits and updates to the Revision History.

3. Once the Functional Specialist updates/reviews the necessary documentation:

   1. update Functional Specialists if necessary,

   2. change the Last Updated field with the current date

   3. In the Revision History table, increment the version number

      • if the revision is minor, increment by (.1)

      • if the revision is major, increment by a whole number

   4. complete the date

   5. record the revisions made

   6. record the person responsible for the revisions

4. Update the Microsoft List with the new Expires date one year from the review.

1. Construct an entry in the Revision History chart to indicate major changes in the document and the responsible participants.

   • Once the new document is complete or updates are made, Technical Documentation will update the Last Update line in that header table to reflect the most recent update.

2. If desired, contact Technical Documentation to proofread for consistency, apply the necessary compliance items, and publish the new piece to the appropriate location. The item will be published in the next publishing cycle.

Archive

If a process is obsolete, archive the document in a secured location outside the Community search range.

Save the final version in the department archival files and maintain it for the time required according to the Records Retention Policy and Schedule.

Remove the Archived document item from the Smartsheet.

BEST PRACTICE: Save the archived document in a folder with the date archived or append the date to the file name in the archive folder. Review and purge old files according to the Records Retention Policy and Schedule.