~~NOTOC~~
====== Document Control Procedure ======

This procedure explains **how we manage the Unicis handbook** — ensuring that all policies, processes, and standards documentation are current, accurate, and approved.

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====== Purpose ======

To ensure that handbook content is:

  * **Clearly owned** — Each page has a responsible author/owner
  * **Properly approved** — Significant changes are reviewed before publication
  * **Consistently versioned** — We track changes; prior versions remain accessible
  * **Current and accurate** — Pages are reviewed regularly; outdated content is updated
  * **Audit-ready** — All changes are documented with dates and summaries

====== Who Approves What ======

| Content Type | Examples | Who Approves |
|---|---|---|
| **Policies** | [[pub:trust_center:isms_policy|Information Security Policy]], [[pub:trust_center:policies:it_security_policy|IT Security Policy]], [[pub:trust_center:policies:privacy_policy|Privacy Policy]] | CEO (Predrag) |
| **Standards Commitments** | [[pub:trust_center:iso_20000_1_overview|ISO 20000-1]], [[pub:trust_center:iso_27001_overview|ISO 27001]] overviews | CEO (Predrag) |
| **Service Commitments** | [[pub:company:service_strategy|Service Strategy]], [[pub:company:scorecard|Scorecard]] targets | CEO (Predrag) |
| **Team Processes** | [[pub:processes:start|Core Processes]], procedures | Team (process owners) — no CEO approval needed |
| **Reference Material** | Glossary, FAQ, links | No formal approval — updated as needed |

====== How It Works ======

=== When You Create or Update a Page ===

**Author:** Create or edit the page in the handbook

  - If it's a policy or standard → Request approval from CEO
  - If it's a process/procedure → Check with process owner
  - If it's reference material → Just update it

**Update the Revision History section** at the bottom with:

```
^ Date ^ Change ^ Author ^
| 2026-10-15 | Initial version | Predrag Tasevski |
| 2026-11-20 | Updated SLA targets | Alexander Ekl​öf |
```

=== When Changes Are Major ===

**Major changes** (SLA targets, policy statements, process steps):

  1. Edit page
  2. Post in Matrix (#handbook channel) with link: "Please review this update"
  3. Wait for approval (typically within 5 business days)
  4. Incorporate feedback
  5. Update Revision History with date + change summary
  6. Save page

**Minor changes** (typos, clarifications, link updates):

  - Just fix them; no approval needed
  - Update Revision History anyway (so we know it was edited)

====== Handbook Maintenance ======

=== Quarterly Review (Q1/Q2/Q3/Q4) ===

CEO reviews and confirms all **policy & standards** pages are current:

  * [[pub:trust_center:iso_20000_1_overview|ISO 20000-1 overview]]
  * [[pub:trust_center:iso_27001_overview|ISO 27001 overview]]
  * [[pub:trust_center:isms_policy|ISMS Policy]]
  * [[pub:trust_center:policies:it_security_policy|IT Security Policy]]
  * [[pub:trust_center:policies:privacy_policy|Privacy Policy]]
  * [[pub:company:service_strategy|Service Strategy]]
  * [[pub:company:scorecard|Scorecard]] (update targets if changed)

Mark at the footer: "//Last reviewed: Q3 2026 — next review: Q4 2026//"

=== Annually ===

All **process pages** are reviewed by their owners to confirm procedures are still accurate.

====== Version History ======

**Every page has an "Old revisions" link** at the bottom. Click it to:

  - See who edited the page and when
  - Read what changed in each edit (from the summary)
  - Restore an old version if needed (in case of mistakes)

This history is **audit evidence** — it shows how documentation has evolved.

====== Page Structure ======

All pages should include:

  * **Title** — Clear, descriptive heading
  * **Purpose** — Why this page exists
  * **Owner** — Who is responsible (if applicable)
  * **Content** — Main information
  * **Related pages** — Links to related handbook content
  * **Revision History** — Table showing dates, changes, authors (bottom)
  * **Last reviewed** — Footer date and next review date
  * **Tags** — Keywords for searching

See [[pub:processes:process_template|Process Template]] for an example.

====== What's In the Handbook (vs. What's Not) ======

**Handbook contains (Public):**
  * ✅ Public policies and commitments (for customers to see)
  * ✅ [[pub:company:service_strategy|Service commitments and SLA targets]]
  * ✅ [[pub:trust_center:isms_policy|Security policy overview]]
  * ✅ [[pub:trust_center:risk_framework|Risk management overview]]
  * ✅ Documented processes and procedures
  * ✅ Compliance scope and standards overview
  * ✅ Links to external tools and resources
  * ✅ [[pub:company:scorecard|Performance metrics and targets]]
  * ✅ [[pub:company:accountability_chart|Organizational structure and roles]]

**Handbook does NOT contain** (Confidential; in Unicis Platform):
  * ❌ Internal audit findings or risk assessments
  * ❌ Corrective action logs or compliance evidence
  * ❌ Security vulnerabilities or incident details
  * ❌ Sensitive business information

Confidential compliance documentation is stored in the Unicis Platform (accessible only to Unicis team).

====== Navigation & Links ======

To improve navigation, all handbook pages include:

  * **Related pages** — Links to related content
  * **Cross-references** — Links to other handbook sections
  * **Navigation footer** — Previous/Next links at bottom of page
  * **Tags** — Keywords for searching

This ensures customers and partners can easily find related information.

====== Access & Editing ======

  * **Read access:** Everyone (handbook.unicis.tech is public)
  * **Edit access:** Unicis team members only (request from Predrag if needed)
  * **Email for questions:** **handbook@unicis.tech**

====== FAQ ======

**Q: Can I edit a page I didn't create?**  
A: Yes, if it's minor (typos, clarifications). Major changes to policies? Ask the owner first.

**Q: How often should pages be reviewed?**  
A: Policies quarterly, processes annually, reference content as needed.

**Q: What if I disagree with feedback?**  
A: Discuss in #handbook channel. Goal is accuracy and consistency for our customers.

**Q: Can I delete a page?**  
A: Rarely. Instead, mark it as superseded: "**→ See updated version: [[new:page|Page Name]]**"

**Q: How do I know if a page is current?**  
A: Check the "Last reviewed" date in the footer. If it's past the next review quarter, time to update it.

====== Related Pages ======

  * [[pub:trust_center:iso_20000_1_overview|ISO 20000-1:2018]] — Service Management System
  * [[pub:trust_center:iso_27001_overview|ISO 27001:2022]] — Information Security System
  * [[pub:trust_center|Trust Center]] — Main security/compliance hub
  * [[pub:processes:process_template|Process Template]] — Template for consistent formatting

----

==== Navigation ====

← [[pub:trust_center|Trust Center]]

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//Last reviewed: October 2026 — next review: Q4 2026//

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