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Controlled documents are included from Business on.
We assemble, from the history of a controlled document, the record an audit demands: which version applies, what changed against the previous one, and that a rejected attempt stays visible.

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Starting point

The Access Control Policy from Approving a Document has been in force for a year. At the annual review the IT Security Officer shortened the review cadence for access rights in the chapter Granting and Review from quarterly to monthly and set the Classification from Internal to Confidential. A first draft was rejected for a missing transition rule and revised. The auditor wants to trace how the valid version 2.0 came about.

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1. Find the valid version

Tab History, Versions: 1.0 with status Superseded, 2.0 with status Valid. Tab Overview shows the same state under Valid Version; the history additionally shows the previous versions.
Superseded concerns the version, not the document. Approver and approval date of 1.0 stay intact.

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2. Compare the versions

1

Open version 2.0

A click on the row opens the sidebar with Created On, Approved On, Change Reason and the properties as of the time of approval.
2

Choose the comparison

The selection at the top of the sidebar puts 2.0 against version 1.0.
3

Read the properties

The Property Changes table shows the Classification in both versions: Internal against Confidential.
4

Read the chapters

In the chapter Granting and Review the cadence has changed: monthly instead of quarterly. The new chapter Transition Rule is marked. The content can be shown side by side or one below the other.
The comparison shows what changed. The Change Reason of version 2.0 shows why.

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3. Show the rejected attempt

The version list contains only approved versions. The approval history contains every request: A click on the rejected row opens the sidebar with the requester’s Comment and the IT Manager’s Rejection Reason: “Transition rule for ongoing review cycles is missing.”
For an auditor, the rejected request is part of the evidence: it shows that the approval process was reviewed, not only confirmed.

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4. Output the version as a PDF

Download stands next to version 2.0 as soon as the export is finished. The PDF contains the version as of the time of approval. Only a new approval creates a new version; the previous one is archived and listed in Versions with the status Superseded. For the valid version, the Overview tab also offers the Signed PDF button.
The export runs in the background. If Download is missing, no finished PDF export exists for this version yet.

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Result

Three sources form the evidence: Overview for the current state, Versions for the sequence of versions, the approval history for the requests and decisions.

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Next steps

The ongoing approval: Document Control.