Follow-up actions

A returned review or corrected revision may require a check that cannot be closed during the same decision. A follow-up action keeps that work attached to the source document. Its title, due date, assignee, status, completion date and resolution make the responsibility visible. The overview page brings unresolved actions into view beside document status so the team can decide where attention is needed.

For example, a correction to a published procedure may call for verification that the replacement file reached the intended destination. The Document Controller records the correction and assigns the follow-up to a named person. The Follow-up Coordinator watches the due date and asks for evidence of the outcome. Completing the action requires a resolution that explains what was checked; a change to the parent document alone is not the follow-up result.

• Source. Each action points to the document whose issue needs attention.
• Assignee. A person is responsible for the next check and its recorded outcome.
• Resolution. Open, in-progress, completed and cancelled states distinguish work from closure.

Decide which review returns, publication exceptions and corrections need an action. Agree who assigns work and when an action may be cancelled. Set due dates that reflect the actual risk and make the resolution text specific enough for another controller to check later. Attach verification evidence to the document when the outcome requires a file or external reference.

An action can remain open while the document moves through other states. Review that combination deliberately. A pending verification after a correction should remain visible to the person responsible for publication and retention. If an assignee changes, preserve the document and its history so a new colleague can pick up the work without losing context.

Choose a published document whose source needs a correction. The controller creates the successor version and an action for verification. The assignee checks the corrected content and any receipt evidence, writes the result, and marks the action completed. The coordinator compares that result with the source document, the correction run and the review decision before considering the work closed.

Then inspect an overdue open action. Its document number, owner and assignee should be clear enough for the coordinator to ask the right person for an update. If the work is cancelled, the resolution should explain why it no longer needs completion.

• Open follow-ups — Review outstanding document work by due date and assignee.
• Runs needing reconciliation — Check whether an uncertain operation needs a verification action.
• Document register — Open the source document behind an action.

Follow the correction and follow-up process and the execution review process.