It should be clear to a reader of your policy who wrote it, when it was created and approved, when it was last updated and when it is due for review. It may also be useful to identify key checkpoints in drafting and record that key stakeholders have been involved. The inclusion of a version number may be helpful. Policy documents are typically reviewed and updated every two to five years, so it is helpful for readers to know they have the most up-to-date version. Key information about the document should be easy for the reader to find and clearly displayed.

Document control information is typically located at the start or end of a policy document and formatted as a table. There may be local preferences in your organization as to where the information is located and how it is formatted and what information should be recorded. Consider which of the following you might include:

  • Approved by.

  • Approval date.

  • Version.

  • Last amended date.

  • Written/prepared by.

  • Policy owner/sponsor.

  • Policy contact.

  • Distribution.

  • Review Date.

  • File name.

  • Availability.

  • Brief description of key changes made.

Consider the level of detail that is needed if you are recording version history and changes made. It may be useful to keep track of minor details and input from different stakeholders whilst the policy is moving towards approval and sign off, but a less detailed summary of document history may be more appropriate for the final version of your policy that you publish.

Example policy statements

Wellcome Collection Digital Preservation Policy 2019–2021 (2019) - this policy includes a clear table on the back page providing key information about the document.

Bodleian Libraries Digital Preservation Policy (2022) - this policy includes a document history section at the end which shows history of the document as it is revised and updated. 

Archaeology Data Service Preservation Policy - the ADS provides a table on their web page showing preservation policy versions and dates. This allows users to easily see which is the current version but also to look back at previous versions if required.

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