Reference

Gist

Appfire Comala apps

Confluence

Processes and activities

4.2.4 (a)

Review and approve documents for adequacy prior to issue;

Comala Document Management provides a method of enforcing review and approval processes for documents. This approval process is supported by built-in electronic signatures and an audit log. The flexibility provided by the Comala Document Management macro language enables configuring an approval process which reflects your defined documented approval processes, and the different organizational roles you have.

Each Confluence page has a unique Space/Title combination.

Page versions are captured automatically and provide comparisons between versions.

Unique page identifier may be allocated manually (i.e., using page properties or page metadata).

Define the review and approval process which works best for you.

4.2.4 (b)

Review, update as necessary and re-approve documents;

The approval process, as provided by Comala Document Management, supports processing of updates according to the defined approval process.

4.2.4 (c)

Ensure that the current revision status, and changes to documents are identified;

Comala Document Management provides the means to clearly distinguish between current and draft versions of documents. Some organizations go further and use Comala Publishing to help separate between approved pages and pages which are still in the authoring and approval process. It creates a structure of an authoring space, where approved documents are automatically published into an official space.

Confluence provides a complete history of changes to each document. If you setup a dedicated official space, then this feature will provide the difference between official versions of the page.

4.2.4 (d)

Ensure that relevant versions of applicable documents are available at points of use;

Users can access Confluence throughout the internet (as per your network and security configuration) using any device.

4.2.4 (e)

Ensure that documents remain legible and readily identifiable;

Each Confluence page has a unique Space/Title combination.

Keeping your documents electronically ensures they are always legible.

4.2.4 (f)

External document are clearly identified, and their distribution is controlled

Confluence provides a way to attach external files to pages; providing the sturucture to allign external documents with your internal structures (approvals, identification, access management)

4.2.4 (g)

Prevent deterioration or loss of documents;

Implement backup mechanism.

4.2.4 overall

Changes to documents are reviewed and approved by appropriate functions in the organization

The definition of the approval process in Comala Document Management supports a role-based approval and review process.

4.2.4 overall

Documents are retained for a defined retention period

Confluence provides the mechanism to retain all pages, including their historical versions.

Implement backup mechanism.

4.2.5

1. Records are a specific type of document,

2. Segregation and limited access to sensitive information.

3. Changes to records are identifiable

Confluence provides facilities to limit the access to documents in a granular manner.

Confluence also keeps historic versions of pages and provides comparisons between page versions.

Component

Role

Confluence

The platform for creating, storing and using the documented information.

Comala Document Management

An Appfire Comala app for Confluence which provides a way to enforce an approval process for documents. This approval process is supported by built-in electronic signatures and an audit log. The flexibility provided by the Comala Document Management macro language enables configuring an approval process which reflects your defined documented approval processes and the different organizational roles you have.

Comala Publishing
(optional)

An Appfire Comala app for Confluence which helps separate between approved pages and pages which are still in the authoring and approval process. It creates a structure of an authoring space, where approved documents are automatically published into an official space. This helps ensure that users of documents will always access to the current approved release.

It complements the functionality of Comala Document Management but is optional. Some customers find it easier to work with a set of two spaces, or it can be used in cases where there are more strict auditing requirements.

Secure infrastructure

Provide a secure platform, where only authorized users are accessing and modifying the data.

Backup facilities.