Definition and Importance
The document product life cycle refers to the various stages a document undergoes from creation to destruction. Managing this life cycle efficiently ensures that documents remain accurate, accessible, secure, and compliant with industry regulations.
Why It Matters:
- Reduces risk of outdated or non-compliant documents
- Improves workflow efficiency in organizations
- Ensures security and confidentiality of sensitive data
Key Stages of the Document Product Life Cycle
Creation
This stage involves the development of a new technical document. It includes planning, research, writing, and initial drafting of the document. The author or creator of the document defines its purpose, scope, and content, ensuring it meets the required standards and specifications. During this stage, the document is assigned a unique identifier and its metadata is established.
Review
After creation, the document undergoes a review process to ensure it meets the requirements and is free from errors. This stage involves checking the document for technical accuracy, completeness, and adherence to standards and formatting guidelines. Reviewers provide feedback, which is then incorporated into the document by the author.
Approval
Once the document has been reviewed and revised, it is submitted for approval. This stage involves verifying that the document meets the required standards, regulations, and organizational policies. The approver checks the document for final compliance and provides formal acceptance, which may involve signing off or applying an approval stamp.
Release
After approval, the document is released to the intended audience or stakeholders. This stage involves making the document available through various channels, such as publication on a website, distribution via email, or inclusion in a documentation repository. The release stage ensures that the document is accessible and usable by those who need it.
Obsolescence
This stage marks the document's retirement from active use. It occurs when the document is no longer relevant, has been superseded by a new version, or is no longer applicable. During obsolescence, the document is removed from active circulation, and its access is restricted or limited.
Archiving
When a document becomes obsolete, it is archived for historical or regulatory purposes. Archiving involves storing the document in a secure, controlled environment, where it can be retrieved if needed. The archived document is preserved in its original form, ensuring its integrity and authenticity.
Deletion
This stage involves the permanent removal of a document from all storage locations and systems. Deletion occurs when the document is no longer required, has been superseded, or has reached the end of its retention period. The deletion stage ensures that the document is completely erased and cannot be recovered.
Revision
When a document requires updates, corrections, or changes, it undergoes a revision process. This stage involves modifying the document to reflect new information, updated standards, or changes in requirements. The revised document is then re-released, and the previous version is either archived or deleted, depending on the organization's policies and procedures.