theofficeofnilsjohansson

Document Creation Procedure

Document No.	JDS-PRO-001
Revision	A
Date	2026-03-25
Status	APPROVED
Author	Nils Johansson

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1. Purpose

This procedure describes how to create a new document in the JDS system, from initial idea to approved release.

2. When to Create a Document

Create a new JDS document when:

• You need to record work that was performed (reports, logs)
• You need to track time or expenses (timesheets, expenses)
• You’re creating a deliverable for a project (drawings, manuals)
• You need to define how something is done (procedures)
• You’re writing to a client formally (correspondence)

Rule of thumb: If you’d regret not having it written down in 6 months, document it.

3. Step-by-Step Process

Step 1: Determine the Category

Refer to the category table in JDS-QMS-001 and pick the appropriate code (RPT, PRO, TSH, etc.).

Step 2: Get the Next Number

1. Open the Document Registry
2. Find the last number used in your category
3. Your document gets the next sequential number

Example: Last report was JDS-RPT-003, so your new one is JDS-RPT-004.

Step 3: Copy the Template

Go to the templates folder and copy the appropriate template for your document type. Rename it following the file naming convention:

JDS-[CAT]-[NNN]_short-description.md

Step 4: Fill In the Header

Every JDS document starts with a header block:

| | |
|---|---|
| **Document No.** | JDS-RPT-004 |
| **Revision** | DRAFT |
| **Date** | 2026-03-25 |
| **Status** | DRAFT |
| **Author** | Nils Johansson |

Step 5: Write the Content

Fill in the document body using the template structure. Write clearly and concisely. Remember: write for someone who wasn’t there.

Step 6: Review

For solo work:

• Re-read the document after a break (even 10 minutes helps)
• Check: Are all facts correct? Could someone else understand this?
• Check: Are all references and numbers accurate?

For collaborative work:

• Send to the designated reviewer
• Reviewer checks technical accuracy and completeness
• Reviewer provides comments or approves

Step 7: Approve and Release

1. Change the status from DRAFT to APPROVED
2. Set the revision to Rev A (first release)
3. Update the date to the approval date
4. Update the Document Registry
5. Commit the document to the repository

Step 8: Register

Add an entry to the Document Registry with:

• Document number
• Title
• Category
• Current revision
• Date
• Status
• Author

4. Checklist

Use this checklist before approving any document:

• Document number assigned and unique
• Correct template used
• Header block complete (number, revision, date, status, author)
• Content is clear and complete
• No spelling or technical errors
• Revision history table includes this revision
• Document registry updated
• File committed to repository

5. Common Mistakes to Avoid

Mistake	Why it matters	Fix
Skipping the registry	Documents become unfindable	Always update the registry when creating a document
Reusing a retired number	Creates ambiguity in references	Check registry; use the next available number
Leaving status as DRAFT	Others won’t know if it’s reliable	Always update status when the document is approved
Vague file names	Hard to browse the folder	Use descriptive, consistent names
No revision history	Can’t trace changes	Always include the revision history table

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Revision History

Rev	Date	Author	Description
A	2026-03-25	Nils Johansson	Initial release