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The HR Document Change Control Template covers part number, description of change, action codes, and more. After the Controller has approved the request, other reviewers must consider the reason for the change and determine if the change is warranted. The Controller notifies the requestor if the RDC is denied. If approved, the Controller assigns a Document Change Number (DCN) on ADM103-2 DOCUMENT CHANGE CONTROL form and submits the new or changed documents along with the appropriate approvals to the Office Manager for typing and formatting.
The Office Manager updates the document, indexes the revision, and updates the revision history. The Office Manager notifies the reviewers indicated on the RDC via email when the document is available for review. Reviewers indicate intended approval or submit additional comments. If comments are substantive, the Office Manager incorporates the comments and contacts reviewers for there-review. When all reviewers indicate intent to approve, the Office Manager circulates the final documents to obtain signatures.
When the required signatures 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 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.