Document Control Policy

Company: Tyrogen Limited (16884876)
Owner: Compliance
Approved by: Governing Body (or delegated authority per MD/GOVERNANCE/DELEGATION OF AUTHORITY)
Status: Draft (controlled policy)
Version: 0.2
Last updated: 2026-04-05
Next review: 2026-04-30

1) Purpose

This document is Tyrogen’s canonical policy source for controlled-document governance across the live MD/ library.

Tyrogen has this policy so that controlled documents and controlled records are created, maintained, referenced, updated, superseded, and retrieved through one clear and auditable control framework. That framework ensures the live library remains accurate, traceable, governable, and safe to rely on for internal control, regulatory evidence, and cross-referenced narrative use.

1.1 Ofqual alignment

This policy supports Tyrogen’s wider governance and regulatory framework, including:

• PR1 expectations of openness, integrity, and proactive compliance,
• B4 expectations relating to the accuracy and completeness of information provided to Ofqual,
• B7 expectations relating to compliance with Regulatory Documents,
• and the controlled-evidence architecture used throughout Tyrogen’s recognition narrative and supporting document set.

1.2 What this file owns

This file owns Tyrogen’s canonical position on:

• authoritative live-file status for controlled artefacts,
• treatment of reference copies and non-authoritative duplicates,
• minimum metadata and change-log requirements,
• stable file-path and cross-reference discipline,
• index and issuance requirements,
• review and correction triggers,
• supersession and archive distinction,
• the controlled-document / controlled-record boundary,
• and anchor / embed continuity rules for documents relied on elsewhere in the library.

1.3 What this file does not own

This file does not own:

• subject-specific retention periods or disposal rules, which are owned in Data Retention Policy and the relevant record owner controls,
• reserved-matters, approval-threshold, or delegation mechanics, which are owned in Board Terms of Reference and Delegation of Authority,
• process-specific evidence requirements that belong to the true owner policy, process, template, or register,
• or content-level compliance rules that belong in the source document being controlled.

Where those matters are relevant, this policy signposts them rather than duplicating their substance.

2) Scope

This policy applies across Tyrogen’s live controlled documentation set, including:

• policies,
• governance documents,
• process / SOP documents,
• templates,
• registers and logs,
• controlled narrative documents,
• controlled public statements maintained in MD/,
• and controlled evidence samples or case-file structures where they are maintained as library artefacts.

This policy applies to both:

• controlled documents — the documents that define Tyrogen’s framework, rules, process, or standard,
• and controlled records — the retained outputs showing that those frameworks, rules, processes, or standards have been operated.

3) Core policy position

Tyrogen’s policy position is that each controlled artefact must have one clear live owner file, one stable authoritative path, accurate metadata, a traceable change history, and corrected downstream references when the source changes. No reference copy, working duplicate, or superseded version may be treated as the authoritative source.

Tyrogen maintains one authoritative live file path for each controlled artefact in the MD/ library. The live file is the source that other documents should cite, embed, review, and maintain. Reference copies, working duplicates, and archived or superseded material are not authoritative and must not be relied on in place of the live file.

4) Controlled-document standards

4.1 Authoritative live file and stable path

• Each controlled artefact must have a clear live file path under MD/.
• That live file path is the authoritative source for citation, transclusion, review, and update.
• File renames, moves, or structural changes must be managed carefully because downstream links and embeds may rely on the existing path.
• If a path change is unavoidable, dependent references must be corrected promptly.

4.2 Reference copies and non-authoritative duplicates

• Files following a [filename] copy pattern are reference copies, incumbents, or working comparison artefacts unless explicitly re-issued as the live file.
• Such copy files may be used for drafting comparison or migration support, but they are not the controlled source for operational or regulatory reliance.
• Reference-copy content must not silently diverge into an alternative authoritative version.
• Where a live file has been refreshed from a copy file, reliance must remain on the live file path, not on the comparison artefact.

Tyrogen distinguishes clearly between the live controlled source and any [filename] copy reference file. A copy file may support drafting, comparison, or migration work, but it does not become authoritative merely because it contains earlier or fuller text. Reliance remains with the live source file unless a formal replacement has been issued through the proper control route.

4.3 Minimum metadata and structure

Every controlled document must include, as a minimum:

• a clear title,
• company identification,
• owner,
• approval route,
• status,
• version,
• last updated date,
• next review date,
• a structured body appropriate to the document type,
• and a change log.

Tyrogen requires each controlled document to carry minimum metadata and a usable internal structure so the artefact can be identified, reviewed, governed, and audited without relying on external explanation.

4.4 Change logging and version discipline

• Version numbers must be updated when controlled content changes materially.
• Change-log entries must describe the update clearly enough to explain what changed and why.
• Early-stage draft versions may remain low-numbered where the change log makes the development history clear.
• A change that alters ownership boundaries, active reliance, approval basis, reference architecture, or regulatory framing is material and should be versioned accordingly.

4.5 Indexing and issuance

• Controlled artefacts must be locatable through MD/INDEX and, where relevant, the relevant folder index.
• New live controlled artefacts must be added to the relevant index as part of issuance.
• Where a file’s metadata changes materially, the relevant index row should be updated so the library map remains accurate.
• Broken, stale, or misleading index references must be corrected promptly.

Tyrogen treats indexing as part of document control rather than optional library housekeeping. When a live controlled artefact is issued, materially refreshed, replaced, or corrected, the relevant index entry must also be brought into line so the document map remains accurate and auditable.

5) Reference integrity, links, anchors, and embeds

5.1 Stable cross-reference rule

• Links to controlled documents should use the live authoritative file.
• References must identify the true owner file for the proposition being relied on.
• If a document no longer owns a proposition, references should be moved to the true owner rather than left pointing to a stale convenience location.

5.2 Anchor and embed continuity rule

• Where a document is relied on by Obsidian-compatible heading links, block references, or embeds, stable anchors should be preserved where the proposition still belongs in that file.
• Anchor names may be rewritten only where the underlying proposition no longer belongs in the file, the anchor has become misleading, or the narrative should stop relying on it.
• New anchors should be attached to short canonical statements that are suitable for reuse.
• Anchor and embed practice must remain compatible with /home/jd/Desktop/Tyrogen/md_archive/OBSIDIAN COMPATIBILITY.

Tyrogen preserves stable paths, headings, and block anchors where other controlled documents rely on them, unless the proposition has moved to its true owner or the existing anchor has become misleading. In those cases, the obsolete anchor should be retired and downstream usage updated to the correct source rather than preserving a false ownership model.

5.3 True-owner migration rule

• A file must not continue to host a proposition merely because another document already links to it.
• If analysis shows that a proposition belongs in a different true owner file, the proposition should be moved or re-authored there.
• After that move, stale references, embeds, or reliance routes must be updated to the true owner.
• Retired anchors should not be kept alive in a way that disguises incorrect ownership.

If a proposition is found to sit in the wrong file, Tyrogen corrects the ownership model rather than preserving a misleading dependency. The anchor may be retired, but only after usage has been updated to the true owner so the library remains accurate, navigable, and evidentially sound.

6) Approval, review, and correction

6.1 Approval authority

• Approval authority is determined by the applicable governance and delegation framework.
• A document must not be represented as approved unless the appropriate authority has approved it.
• Draft documents may be used for controlled readiness and design activity where their status is clear.

6.2 Review cadence

• Policies: at least annually.
• SOPs / process documents: at least annually.
• Templates and registers: at least annually or when upstream requirements change.
• Controlled narrative or public statements: at least annually or sooner where operating facts materially change.

6.3 Review and correction triggers

Documents must be reviewed or corrected where relevant following:

• regulatory-document updates,
• a material incident, Adverse Effect, or control failure,
• repeated complaints, appeals, malpractice, security, or accessibility trends,
• significant organisational, governance, or operating-model change,
• introduction of new qualifications, centres, suppliers, systems, or delivery routes,
• discovery of stale ownership, stale links, broken embeds, missing anchors, or misleading references,
• or issuance of a materially refreshed source document that should replace an older dependency.

7) Supersession, archive, and retrieval

• Superseded material must be clearly distinguishable from the live version.
• Archived or historical material may be retained where needed for audit, investigation, or historical reference.
• Archived or reference material must not be allowed to masquerade as the current live source.
• Where a file is withdrawn, replaced, or materially re-owned, the live library must make the new authoritative route clear.

Tyrogen distinguishes clearly between live, superseded, archived, and reference-only material so that historic retrieval remains possible without creating ambiguity about what the organisation currently relies on.

8) Minimum records and evidence

Relevant records may include:

• document metadata within the controlled artefact,
• change logs,
• approval evidence where applicable,
• index entries showing where the artefact sits in the controlled library,
• correction or supersession evidence where references have changed,
• publication or issue evidence where external circulation is controlled,
• and archive or replacement markers where a live artefact has been superseded.

9) Related documents

• MD Index
• Policies — Index
• Data Retention Policy
• Board Terms of Reference
• Delegation of Authority

10) Change log