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Document control

REVIEW

Issue sheet
Document location /nhsbsa-digital-playbook/how-to-contribute/document-control/
Title Document control
Author Author Role
Owner Owner Role
Issued to DDaT
Approved by Approval body
Approved
Last reviewed
Next review due

Revision history

Version Date Amended by Approved by Details
1.0 RC-1 Author initials Approver initials Initial release

The playbook allows you to declare an issue sheet and document review information using frontmatter data.

Document status

You can add a status to your document frontmatter to make it clear when an article isn’t fully complete.

Set the status using this frontmatter attribute:

status: FINAL

Our standard statuses are:

  • DRAFT
    The article is being written. Articles in DRAFT status will not be shown in related articles so you will need the URL to be able to view it.
  • REVIEW
    The article is open for review. Reviewers should use Github Issues to request changes.
  • FINAL
    The article has been approved and should be taken as authorised NHSBSA guidance.
    We display article status alongside the title except for FINAL.

Issue sheet

The issue sheet provides information such as author, approver etc and complies with the NHSBSA document control standard.

By example the issue sheet on this document is configured as:

issuesheet:
    reference: 
    author: "Author Role"
    owner:  "Owner Role"
    issued_to: "DDaT"
    issued_reason: "Guidance"
    approved_by: "Approval body"
    approval_date: 2022-06-24
    wellbeing_inclusion_approval_date: 
    accessibility_approval_date: 
    revisions:
        - version: "1.0 RC-1"
          date: 2022-06-24
          amended_by: "Author initials"
          approved_by: "Approver initials"
          details: "Initial release"

Issue sheet settings

Field Description
reference document reference number inline with your team/functional structure
author job title of the document author
owner job title of the accountable document owner
issued_to departments and/or job titles or all staff
issued_reason ‘For action’ and/or ‘For information’
approved_by approval body
approval_date ISO-8601 formatted date. Date of approval
wellbeing_inclusion_approval_date ISO-8601 formatted date. A Wellbeing and Inclusion Analysis (WIA) document is required to be completed by the documentation owner prior to work starting on new policies and other documentation, where relevant, if those documents impact on people, or provide guidance where adjustments need to be considered. If you are unsure whether your documentation would be applicable, please contact the Wellbeing and Inclusion team for further advice and guidance
accessibility_approval_date ISO-8601 formatted date. NHSBSA documentation needs to be accessible to everyone. This ensures that everyone can access information easily and in a timely way. It is the responsibility of the person writing, creating or making changes to documents, to ensure they are accessible. This relates to the content and also format i.e. pdf. For more information on ensuring everything you produce is accessible please refer to the accessibility pages on My Hub.
revisions any number of revisions may be listed, most recent at the top

Revision settings

Field Description
version version number
date ISO-8601 formatted date. Date of change
amended_by Author initials
approved_by Approver initials
details Change details

Document review

Documents should be reviewed on a regular basis. The normal interval would be one year. The playbook allows you to declare review criteria using frontmatter data. Review frontmatter is required to trigger automated reminders and to annotate the published pages.

By example the review data on this document is configured as:

review:
    last_reviewed_date: 2022-06-24
    review_cycle: ANNUAL
Field Description
last_reviewed_date ISO-8601 formatted date
review_cycle `ANNUAL` is the default value. Any other intervals should be configured using Luxon duration notation. e.g. 
review_cycle:
      years: 2

Improve the playbook

If you spot anything factually incorrect with this page or have ideas for improvement, please share your suggestions.

Before you start, you will need a GitHub account. Github is an open forum where we collect feedback.

Suggest a change to this page

Published:

Last reviewed:

Next review due: