SHANNON (“the Company”) announces the addition of an approval workflow feature to its own product, “Kitei Log.” Before a rule or manual is published (finalized as the official version and disseminated), you can now require a check by an approver who is different from the applicant, and keep a record of who approved which version and when as evidence.
Background
Kitei Log has been built to manage the creation, revision, dissemination, and viewing records of rules and manuals within a single workflow. At the same time, many customers told us they wanted to keep evidence that “a responsible person other than the one who edited the document reviewed its contents” when finalizing a rule. In the context of ISMS / PrivacyMark audits and internal controls, issuing a document is expected to include an approval step, with that step recorded. We have now built this into Kitei Log as a step within the product.
How the Approval Workflow Works
- Application: The editor finishes the draft and, instead of publishing, submits an “approval request.” The body of the document at the time of the request is fixed as the subject of approval, and the applicant and the date and time of the request are recorded.
- Approval / Return: The approver reviews the application together with a before-and-after diff, then chooses to approve or return it. When returning, they can attach a comment, and the applicant can revise the content and reapply.
- Publication: Only an approved version proceeds to publication (dissemination). A version that has not gone through approval never becomes the official version as-is.
Record of Approval
For each version, the applicant, approver, date and time of approval, and return comments remain in the per-version history. Because they can be reviewed together with the body text and the body hash in the revision history, at audit time you can present exactly “who drafted this version, and who approved it before it took effect.” Operations related to approval are also recorded in the per-tenant audit log, just like the existing viewing logs.
Settings That Fit Your Operations
The approval workflow can be switched between required and optional for each rule. For rules where the approval step is required, publication without approval is no longer possible. For rules that a small team wants to publish without an approval step, you can still choose to publish with only the editor’s review, as before. Approvers are designated within the scope of the existing administrator / editor permissions.
About Kitei Log
A SaaS that centrally manages the creation, revision, dissemination, and viewing records of internal rules, manuals, and labor-management agreements. It supports over 100 templates, .docx / .pdf import, automatic recording of viewing logs, and export of audit CSVs and watermarked PDFs. For details, please see the official site.
Inquiries Regarding This Release
SHANNON
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