SOP-01 — Document and records control
Owner: Owner-operator (Document Owner and Records Owner for every SOP; no delegate exists). Version 2026-10-06 · effective 2026-10-06 · reviewed every 180 days · last reviewed 2026-10-06 · next review due 2027-04-04.
Purpose
Keep every SOP and record current, versioned and findable; make it impossible for a procedure to drift silently from what the platform does.
Scope
The Quality Manual, all SOPs, all policies at /api/trust/policies, and every record in the Records Register.
Procedure
- Any change to how the platform works that touches a receipt, a source, a record or customer data triggers a review of the affected SOP in the same release.
- Edit the SOP text in backend/sops.py; bump version to the release date; add a change-log line stating what changed and why. The service refuses to start if the version has no matching change-log line, so no procedure can change without a notation; each deployed version is also written automatically to the notation log at /api/trust/sops/changes.
- Deploy; read back /api/trust/sops/{id} in production and confirm the version shown is the new one.
- If a review finds no change needed, log it: POST /api/trust/sops/{id}/reviewed with a note. The SOP shows last_reviewed and next_review_due.
- Sentinel raises sop_review_overdue when today > next_review_due; the finding stays on /audit until a review is logged or the text is changed.
- The Records Register (/api/trust/records) is regenerated from the SOP texts on every request; a record not named in an SOP does not exist officially and must be added to the SOP that creates it.
Records this procedure produces — and who keeps them current
| Record | Where | Updated by | Update trigger | Retention | Public |
|---|
| SOP texts and change logs | backend/sops.py in version control; published /api/trust/sops | owner | any procedural change; scheduled review | indefinite (version history) | True |
| Review log | db.sop_reviews | owner | each review without text change | indefinite | True |
Evidence
/api/trust/sops · /api/trust/records
Change log
| Date | Change |
|---|
| 2026-10-06 | First issue of the quality system: manual, 14 SOPs, records register, review log, Sentinel overdue finding. |
Quality Manual · All SOPs · Records Register