Draft vs. Published Documents #
Understanding Draft and Published Documents in MedQdoc #
The Document Status system in MedQdoc helps you control, track, and structure your organization’s documentation. Documents move between Draft and Published states, each with specific rules to ensure quality, traceability, and compliance during audits.
What Is a Draft Document? #
A Draft document is an editable version that is still under preparation. Drafts are not considered official and cannot be used during audits or as supporting documentation in regulated processes.
Key characteristics of Draft documents:
- Fully editable content
- Comments and collaboration are allowed
- Not valid for audits or compliance use
- Requires approval before publication
Drafts are working versions where content is developed and refined before approval and publication.
What Is a Published Document? #
A Published document is the official, approved version. Once published, the content becomes locked and represents the controlled document used for compliance and audits.
Key characteristics of Published documents:
- Locked from editing
- Used as official documentation during audits
- Includes traceable metadata for quality and regulatory purposes
Moving From Draft to Published #
To publish a document, it must first be sent for approval. Once all assigned reviewers approve the document, the system automatically changes its status to Published.
Process overview:
- Prepare or edit the document in Draft state
- Send the document for approval or review
- After approval, the document becomes Published
Creating a New Version of a Published Document #
If a published document requires updates, it is not edited directly. Instead, a new version is created to maintain traceability and preserve the audit trail.
When creating a new version:
- A new Draft version is created from the published document
- The version number increases (for example, from 1 to 2)
- The new version must go through the approval process
This approach ensures historical versions remain intact and accessible for traceability and audit purposes.
Why the Draft and Published Status Matters #
Separating Draft and Published documents ensures controlled and structured documentation management. Drafts support collaboration and refinement, while Published documents guarantee that only approved and finalized content is used in quality management and audits.
This system supports compliance, simplifies audit preparation, and protects the integrity of your documentation processes.
Additional Resources #
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