11 Implement sign off and sign-off sheets

Sign off is the act of giving approval for a completed topic, page or document.

A sign-off sheet is the hard copy record of what was approved, who approved it and when it was approved. The sheet often becomes a permanent record of the project and part of the audit trail. Each version and edition of the procedures manual has its own sign-off sheet and should be stored for audit purposes.

Using a sign-off sheet:

• Distributes responsibility (and some of the workload)
• Helps edit the project
• Increases accuracy of completed material

Sign off should include approval from all parties with a vested interest in the project (for example, user manager, human resources, operations, writer and project manager).

DOCUMENTING PROCEDURES 11: Implement sign off and sign-off sheets