The document revision process

This section describes the steps involved in revising a document that is already in the Master Document List.

Notes:

• Each organisation should consider its own 'business rules' that may apply to the process, and include those in a documented procedure
• Changes may not be made directly to documents in the Master Document List. Documents may be opened and changes saved using the 'File / Save As' feature available in most native applications. The revised document may be temporarily placed in a folder on your server or hard drive - ready for upload after your checking/approval process
• If your practice is to include revision number / revision date identification on the actual document, that information should also included in the revised document. Revision number / date are typically entered in a header or footer

How to record and implement a document revision

The following steps will change the revision status of the document within the Qudos database. It will also result in the revised document file replacing the previous one in your nominated 'Master Documents' folder, and the previous one being relocated to your nominated 'Archive documents' folder.

From the Main Screen:

Step	Activity	Result
1	Click Documents	Opens Master Document List
2	Click anywhere in the chosen document record	Selects and highlights the record
3	Select menu item Functions / Revision	Opens Document Revision History form
4	Click New button	Opens Document Revision form to describe the new revision
5	Describe the revision, and add name of the authorising person, date and reason for the revision in the appropriate fields
6	Use Browse button to navigate to, and select the file containing the revised document
7	Click Save button	Saves changes
8	Click Close button	Closes the Document Revision form and returns you to the Document Revision History form. A new revision record is added to the history. The file selected at step 6 is uploaded - replacing the existing file. The superseded file is moved to the nominated 'Archive documents' folder If the option for automatically generating emails has been activated in your Management Console, a notification email form will pop up. You may modify the email content, and choose to send or close without sending.
9	In the Document Revision History form, click Close button	Returns you to the Master Document List. The Revision number and date fields have been updated

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