AI Document Control and Versioning Procedure

How to use this document

• What it is for. This is a base procedure to create, review, approve, version, publish, retain and retire AI governance documents and records: policies, procedures, impact assessments, model and dataset documentation, AI committee minutes and other evidence. Its goal is that everyone always knows which version is current, who approved it and what changed.
• Who should own it. Usually the AI lead or a person on their team whom they designate. Enter the function in [RESPONSIBLE FUNCTION] and the person who manages the master list in [OWNER].
• Decisions to take first. Before adopting it, decide where documents are stored (repository or tool), the coding scheme (Section 6), who approves each type of document (Section 10) and the retention periods for records (Section 14 and aid C).
• Fields to complete. Replace the bracketed fields, such as [ORGANIZATION NAME], [RESPONSIBLE FUNCTION], [AI COMMITTEE] and [COMPLETE]. Keep [OPTIONAL] clauses only if they apply.
• Country variants. This document has no country variants. Minimum retention periods for some records are set by the laws of each country or sector: complete aid C with your advisors and the laws in "Related regulatory references" that apply to you.
• Review. Have legal validate the retention periods and the rules for legal holds and document production, and have IT confirm that the repository can control access and keep the full history.
• Approval and publication. Have it approved by the AI committee or executive leadership, record the approval in "Version history" and communicate it to everyone who drafts or approves AI documents.

AI Document Control and Versioning Procedure

Field	Value
Organization	[LEGAL ENTITY NAME]
Owning function	[RESPONSIBLE FUNCTION]
Procedure owner	[OWNER]
Approved by	[APPROVED BY]
Effective date	[DATE]
Review frequency	[REVIEW FREQUENCY]
Official repository	[COMPLETE: tool or location]
Contact	[AI GOVERNANCE EMAIL]

1. Purpose

This procedure sets out how [ORGANIZATION NAME] controls the documents and records of its AI governance, so that:

a) staff always use the current, approved version;
b) every change is identified, justified and approved by the right person;
c) the records that show how AI systems are managed are kept complete and retrievable for as long as needed;
d) the organization can show a client, an auditor, an authority or a court which document was in force on a given date.

2. Scope

2.1 This procedure applies to:

• Documents, which describe how something must be done and are updated over time: AI policies, standards, procedures, plans, guides, templates, charters and notices.
• Records, which show what was done and are not changed once closed: the AI system inventory, impact assessments, model cards and dataset datasheets, test and validation results, AI committee minutes and decisions, approved exceptions, incident reports, audit reports and training records.
• External documents the organization uses to manage AI: laws, regulators' guidance, technical standards and vendor documentation.

2.2 [OPTIONAL] Technical documentation of high-risk AI systems and technical files for regulated products are governed by this procedure and also by the specific requirements that apply to them.