The environmental ledger contains documents and daily business information. After the document is revised, historical matters still need to correspond to the version that was applicable at that time, and the directory structure should indicate the source and applicable time, rather than just saving the latest attachment.

Leader Scope

Arrange the record objects according to the management matters confirmed by the enterprise, and distinguish equipment data, process records and related documents. Specific filling requirements need to be confirmed by the responsible person in accordance with applicable requirements, and the software does not guarantee compliance.

Version Management

Documents and business descriptions may be updated, and the version, person in charge, and effective scope should be retained. Current usage data and historical archives are displayed separately to avoid misuse of expired files in the workplace.

Query retrieval

Organize queries by matter, time and object, and configure access scope. The value of a ledger lies in the fact that the data is complete and searchable, not that the more fields, the better; duplicate fields without clear purposes will increase the maintenance burden.

Scenario verification

You can select a file that needs to be updated and check the new version, old version and business records that reference the file. The archive page should indicate the applicable time to prevent historical matters from being automatically associated with subsequently revised data.

Specific verification methods

After updating a file, check that the old version is still available; enter the attachment from the historical matter and confirm that the reference is still the original version; use an account without permission to request a download and check the restrictions; two pieces of information with the same file name should be clearly distinguished by version, time and source.

Archiving not only saves files, but also saves the relationship between data and business processes. Historical references remain stable, and the new version has a clear effective scope so that staff can explain which basis was used at that time.