If approved, the Controller assigns a Document Change Number (DCN) on the Document Change Control Report Template and submits the new or changed accounting documents along with the appropriate approvals to the Office Manager for typing and formatting. Upon receiving G&A110-2 DOCUMENT CHANGE CONTROL, the Office Manager updates the accounting document, indexes the revision, and updates the revision history.
The Office Manager notifies the reviewers via email when the document is available for review. Reviewers indicate intended approval or submit comments via email. If comments are substantive, the Office Manager incorporates the comments and contacts reviewers for re-review.
When all reviewers indicate intent to approve, the Office Manager circulates the final accounting documents to obtain signatures. When the required approvals have been obtained, the Office Manager updates the master list with the new revision number and last review date for changed documents or with all required information for new documents.
Sufficient copies are made for distribution to all accounting locations indicated on the master list. The Office Manager stamps “Controlled Copy” in red on each copy and distributes the controlled copies. The master copy of the previous revision is pulled, marked “Obsolete,” and filed in the historical files.
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