LESSON 04 OF 04 / OFFICE WORKFLOW

Keep a clear correction history.

Make the change traceable from the original issue to the new receipt.

Capture the issue before changing a file.

Record where the question or correction request came from, which report and version it concerns, and who will review the response. Keep the original request in the project’s secure files.

Preserve the version trail.

Use a new version label. Record the source of the change, who reviewed it and the reference to the approved replacement. Do not erase the old submission reference; mark its relationship to the replacement so someone can reconstruct what happened.

Follow the recipient’s correction process.

Check the current instructions for replacing or amending a submission. This guide does not prescribe a universal amendment method. Record each affected destination, what was sent and the resulting acknowledgment or outstanding question.

Make handoff possible.

Before another person takes over, leave a short note: current version, unresolved questions, next action, owner and evidence location. Avoid putting employee details in an ordinary email handoff.

Practice.

Acorn receives a request to clarify a report entry. Its office records the request, assigns a reviewer and creates version 03 after review. The correction stays open until the recipient’s required follow-up is documented; a new filename alone does not close it.