GovernDocs includes structured fields designed for governance documents.
In this article we will go through the fields available for policies within GovernDocs.
Policy Details
The main Policy Details section contains all of the most commonly used fields for a policy document.
Policy file
This Add File button allows you to upload the primary policy document – typically a PDF or Word Doc file that visitors can download.
Version
The version field records the current version number of the policy.
Policy ID
If your policy has a unique ID, you can add that here to help identify the document.
Status
The status field can be used to indicate whether a policy is Approved, Draft, Under review or Archived depending on your internal workflow. You can extend this by adding your own custom statuses using the PRO plugin.
Owner
This could be the team or department responsible for owning this policy.
Responsible Role
This is the role who is responsible for authoring this policy.
Approving Authority
Who is responsible for having the final approval of this policy.
Effective Date
The date that this policy is effective from.
Approval Date
The date that this policy was approved.
Review Before
This is the next scheduled review date.
Last Reviewed
The date that this policy was last reviewed.
Description
A description of the document, used on the front end to give users some detail about the policy.
Records Management
The Records Management section stores information about how a policy should be handled within an organisation’s records system. These fields help organisations manage document sensitivity, retention requirements and disposal obligations. Many organisations, particularly government agencies and regulated organisations, must follow records management rules that define how long documents must be kept and who is allowed to access them.
Classification
The classification defines the sensitivity level of the policy. This determines who should be able to access the document and how it should be handled within the organisation.
Retention Period (Years)
The retention period defines how long the policy should be kept before it can be reviewed for disposal. Some documents must be retained for a minimum number of years for audit or compliance purposes.
Disposal Date
The disposal date specifies a fixed date when the document may be eligible for removal or archival according to records management policies.
Compliance
The Compliance section records any legal or regulatory requirements related to the policy. These fields help organisations document the legislation, standards, or regulations that the policy supports. This information can be useful during audits, internal reviews, or governance checks.
Legal / Regulatory Citation
Records the law, regulation, or standard that the policy relates to. For example, a specific act, regulation, or section of legislation.
Compliance Notes
Optional notes that provide additional context about compliance requirements. This may include guidance for auditors, governance staff, or policy reviewers.
