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Ensure that documents are being managed and maintained appropriately. This work instruction sets out the steps to enable the Data Science Team to create, distribute, maintain, and when necessary, deleted documents.
Scope
The scope of this work instruction is focused solely on documentation that Data Science uses for information purposes and intentionally omits letters, emails, etc.
Prerequisites
This work instruction needs extends from the Document Management Policy and is dependent on a harmonized system where documentation is created, maintained, and managed.
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| Step # | Role | Instructions |
|---|---|---|
| 1.0 | Document Owner | Creates a document using the name, category, confidentiality classification |
| 2.0 | Document Owner | Distributes or Stores the document through the CDISC system used by the Data Science Team (Confluence Wiki, SharePoint / OneDrive, Azure DevOps Wiki, GitHub Wiki) |
2.1 | SharePoint | |
| 2.2 | Confluence Wiki | |
| 2.3 | Azure DevOps Project Wiki | |
| 2.4 | GitHub Wiki | |
| 2.5 | ||
| 3.0 | Document Owner | Maintains the document to make sure that the content is accurate and available |
| 3.1 | Document Owner | Reviews the document after one year of its creation |
| 3.2 | Document Owner | Updates the document if it is still needed for the department but needs added information |
| 3.3 | Document Owner | Sends the document to Archived Period if is not needed for the department after the one year review |
| 4.0 | VP Data Science | Decides if it is time to delete the document from Archived Period or give a one-year extension |
| 4.1 | VP Data Science | Reestablishes the document to its previous location and owner after two years in Archived Period if he considers that the document could be used again |
| 4.2 | VP Data Science | Deletes the document after two years in Archived Period if is not needed anymore |
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