How to maintain a process library
Maintain a process library with one approved copy per process, clear ownership, searchable metadata, review triggers and archived history. See a worked QueryChart process and practical steps for applying it.
Maintain a process library with one approved copy per process, clear ownership, searchable metadata, review triggers and archived history.
The short version
- Define the register: Use stable IDs, consistent names, owners, categories and current-version links.
- Control publication: Require review and approval before a map appears as current; archive superseded issues.
- Keep it healthy: Review overdue items, broken links, duplicate maps and processes changed by incidents or systems.
How to maintain a process library in practice
A folder of diagrams grows stale when titles vary, duplicate copies circulate and owners leave. A useful library makes it easy to find the current process and to see when it was last checked against real work.
Create a register with process ID, name, owner, scope, effective version, review date, related SOPs and status. Publish approved links, not detached exports, and use a withdrawal step whenever a revision replaces an older map.
See the document control process workflow
Step through the decisions behind how to maintain a process library.
Define the register
A new or changed document enters the controlled flow with a stable identity.
Control publication
Review and approval distinguish a candidate map from the copy eligible for the library.
Keep it healthy
The master register and controlled location are updated while obsolete copies are withdrawn.
How it works
Define the register
Use stable IDs, consistent names, owners, categories and current-version links.
Control publication
Require review and approval before a map appears as current; archive superseded issues.
Keep it healthy
Review overdue items, broken links, duplicate maps and processes changed by incidents or systems.
Mistakes to avoid
Missing the decision record
Keep the actor, decision and effective state alongside the output. A folder of diagrams grows stale when titles vary, duplicate copies circulate and owners leave. A useful library makes it easy to find the current process and to see when it was last checked against real work.
Related QueryChart feature
Open the worked process
Use the linked document control process template to adapt the workflow to your team.
Frequently asked questions
Should every draft appear in the library?
Keep drafts available to collaborators but clearly separate from approved, effective processes.
What metadata is essential?
ID, title, owner, scope, status, effective version and next review.
What happens to old maps?
Archive them with history and remove them from normal search and points of use.