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Perform change control activities whenever any products being baselined under the project's CM function are revised. Change control activities include verifying changes made to the products, assigning a new version number to the revision, updating the logbook with the change information, updating the central library with the new version, distributing copies of the new version, and archiving the old version.
Review the updated product to ensure that changes have been made as described in the supporting documentation. The supporting documentation may be comments received from document reviews. The supporting documentation for software may be software change requests or discrepancy reports generated during testing.
Assign a new version number to each updated technical deliverable (hardware or software configuration item) and document deliverable. The version number must follow conventions established by the project's CM function, within SBA guidelines, and enable monitoring of the distribution of official copies and of the removal of outdated versions from the workplace.
After updating a baselined product, store the updated version in the project's central library. The library may be a physical storage space for hard copy documentation and program listings or an on-line subdirectory or partitioned data set where programs are stored. The central repository must be maintained in a manner that facilitates auditing the new version and all prior versions of a baselined product. To protect the integrity of the project's products, the ability to move CIs into and out of the library should be limited to as few staff members as possible and strict procedures should be established in the CMP and adhered to. These procedures will prevent old versions of CIs from overwriting newer versions and the same product from being updated concurrently.
Ensure that updated product information is recorded in the inventory log. This information should include the following details:
After an approved, updated version of the product is stored in the project's central library, distribute copies of the updated product or change packages following the same distribution channels and procedures used for the original product. Institute a plan to ensure the prompt removal of outdated versions from the work area.
Outdated versions of all products should be archived and retained for the period of time required to comply with SBA standards and guidelines. Old versions of software may be moved to tape or may be moved to a separate subdirectory or data set; store only the latest version in the main software library to prevent old versions from being tested, reworked, and released for production.
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