Understand
A proposed before-and-after workflow
A coordinator emails attachments, reconciles comments manually, and distributes the approved file through shared folders.
One controlled record moves through authorized states, retains version history and decisions, distributes the effective copy, and records acknowledgement or access exceptions where required.
The future state remains a design until it is tested with the people, data, systems, and exceptions in scope.
Deliver
Data and decisions needed
Access is limited to what the agreed work needs. Client owners approve source authority, operational rules, and acceptance criteria.
| Reference | Input or decision to establish |
|---|---|
| 01 | Document types and current procedures |
| 02 | Authorized roles and approval rules |
| 03 | Retention and access requirements |
| 04 | Representative revisions and exception cases |
Deliver
Delivery sequence
A bounded sequence protects continuity and makes learning visible before wider rollout.
- 01Confirm document-system boundariesDefine evidence and the exception path
- 02Define state transitions and metadataDefine evidence and the exception path
- 03Configure access and notificationsDefine evidence and the exception path
- 04Test concurrent review and rejectionDefine evidence and the exception path
- 05Complete client-required validationDefine evidence and the exception path
- 06Migrate only approved, reconciled recordsConfirm ownership and handover
Govern
How it fits existing systems
Existing systems are mapped by business responsibility, supported interface, data authority, update timing, and failure behavior. The design may integrate, configure, retain, or replace a component; no universal compatibility is assumed.
Govern
When a different approach may be better
If the existing document-management platform supports the required controls, improving its configuration and adoption is usually preferable to building a parallel workflow.