Manage PSMF Periodic Reviews

SafetyDocs supports scheduling automatic reviews of PSMF documents and binders to ensure they are regularly updated, providing an efficient way of ensuring that your PSMF is always compliant and up-to-date. Regularly reviewing and updating PSMF content is essential for continued compliance with regulatory requirements, and is also aligned with the PSMF’s purpose as a living document.

Prerequisite

To use PSMF periodic reviews, your Admin must enable PSMF Periodic Reviews.

PSMF Periodic Review Process

The following points outline the PSMF periodic review process:

1. Your Admin completes a one-time setup of the PSMF Periodic Review job. This job reviews PSMF documents and binders every month on the scheduled date and time.
2. Each time the PSMF Periodic Review job runs, Vault:
   1. Detects documents and binders that are due for review based on the following criteria¹
      • The document or binder is classified under the PSMF Content or PSMF Binder document subtype
      • The document or binder is in a steady state type, such as Approved
      • The document or binder’s Next Review Date is in the current or prior month
      • The document or binder has a Review Frequency value
   2. Creates a PSMF Periodic Review record
   3. Adds each detected document or binder as a PSMF Document Review record on the PSMF Periodic Review
   4. For each PSMF Document Review, assigns a review task task to the document or binder owner
3. The assigned user completes the review for the associated document or binder, selecting a review outcome and updating content as required.

In addition to the records and tasks created by Vault as part of the PSMF Periodic Review job, you can manually create ad-hoc PSMF Periodic Reviews and PSMF Document Reviews to trigger document or binder reviews on an as-needed basis. For example, if an inspection is coming up, you can create an ad-hoc PSMF Periodic Review to review any related documents.

Include PSMF Documents and Binders in Periodic Reviews

To include a PSMF document or binder in periodic reviews:

1. Upload the document to your library.
2. Classify it using a PSMF Content or PSMF Binder subtype.
3. Populate the applicable fields.

When considering documents and binders for periodic review, Vault includes steady state documents with a Next Review Date in the current or prior month.

PSMF Document and Binder Fields

The following fields may be available:

Field	Description
PSMF Section	For PSMF Core Documents and PSMF Annex documents, select a PSMF section from the picklist. If your Admin has enabled Order PSMF Logbook by Section/Annex, Vault uses this value to determine the order of entries in the PSMF Logbook.
Last Review Date	Manually enter the date the document or binder was last reviewed, or use the calendar to select the date. For documents or binders captured as part of the PSMF Periodic Review job, Vault populates the current date when: The document or binder is moved to a steady state type, such as Approved A review task is completed for the associated PSMF Document Review with a Review Outcome of No changes needed Note: PSMF Generated Reports with a Report Generation Type value of Periodic are considered eligible for review every month, regardless of their Last Review Date.
Review Frequency	Select the frequency at which the document or binder should be reviewed. This field must contain a value to be included in periodic reviews.
Next Review Date	Manually enter the date the document or binder should be reviewed next, or use the calendar to select the date. For documents or binders captured as part of the PSMF Periodic Review job, Vault populates this field by calculating the Last Review Date plus the amount of time dictated by the Review Frequency. If the Review Frequency is blank, Vault leaves this field blank. For PSMF Binders, Vault clears this field when the binder moves to the Obsolete state.

Create a PSMF Periodic Review

Every time the PSMF Periodic Review job runs, Vault creates a PSMF Periodic Review.

If needed, you can manually create an ad-hoc PSMF Periodic Review outside of the scheduled job:

1. Navigate to PSMF > Periodic Document Reviews.
2. Select Create.
3. Complete the applicable fields, then select Save.

Once you have saved the PSMF Periodic Review, you can add PSMF Document Reviews for each document and binder you want to review.

PSMF Periodic Review Fields

The following fields may be available:

Field	Description
Review Type	Select Periodic or Ad-Hoc. For reviews created as a result of the PSMF Periodic Review job, Vault populates Periodic.
Due Date	Enter the date by which all the document and binder reviews within this review should be completed, or use the calendar to select the date. For reviews created as a result of the PSMF Periodic Review job, Vault populates the last Friday of the current month.
Description	Enter a description for the periodic review. For reviews created as a result of the PSMF Periodic Review job, Vault populates this field.

Create a PSMF Document Review

Every time the PSMF Periodic Review job runs, Vault adds a PSMF Document Review to the PSMF Periodic Review for every document and binder that is detected for review.

Similar to PSMF Periodic Reviews, you can manually create PSMF Document Reviews outside of the scheduled job, as needed:

1. Navigate to PSMF > Periodic Document Reviews.
2. Select the relevant PSMF Periodic Review.
3. Expand the PSMF Document Reviews section, then select Create.
4. Complete the applicable fields, then select Save.

Once you have saved the PSMF Document Review, Vault assigns a review task to the user identified in the Assigned To field.

PSMF Document Review Fields

The following fields may be available:

Field	Description
Document to Review	Select the relevant document from the picklist or select the Advanced Search () icon to use filters and refine your search. For document reviews created as a result of the PSMF Periodic Review job, Vault populates the relevant document.
Version	Vault populates the latest version of the document to be reviewed. To change this selection, select a different version from the picklist.
Due Date	Enter the date by which this document should be reviewed and approved. Use the calendar to select the date or enter the date manually.
Review Outcome	Once the document has been reviewed, select the appropriate outcome.
Review Rationale	Once the document has been reviewed, enter additional details explaining the review outcome.
Assigned To	Select the user to whom the review task should be assigned. For document reviews created as a result of the PSMF Periodic Review job, Vault populates the document Owner.
Periodic Review	Vault populates the PSMF Periodic Review in which this review task was created.

Review a PSMF Document

When a PSMF Document Review is created, the selected reviewer is assigned a task to review and approve it. Selecting a Review Outcome for a PSMF Document Review then moving the record to a Complete state triggers a series of object record and document updates, depending on the selected outcome:

• No changes needed
• Minor changes needed or Major changes needed
• Unable to review

To complete a PSMF Document Review task:

1. Navigate to the PSMF Document Review task and select Edit.
2. Select the Document to Review to open the document or binder and review its contents. Once complete, navigate back to the PSMF Document Review.
3. Select Edit.
4. Expand the Review section and select the relevant Review Outcome. Add any comments in the Review Rationale field as needed.
5. Select Save.
6. Update the lifecycle state of the PSMF Document Review to Complete.

No Changes Needed

When a reviewer selects a Review Outcome of No changes needed and moves the PSMF Document Review to the Complete state, Vault updates:

• The document’s Last Review Date to the current date.
• The document’s Next Review Date to the Last Review Date plus the amount of time dictated by the Review Frequency. If the Review Frequency is blank, Vault leaves this field blank.

The document’s lifecycle state remains unchanged.

Minor Changes Needed or Major Changes Needed

When a reviewer selects a Review Outcome of Minor changes needed or Major changes needed and moves the PSMF Document Review to the Complete state, Vault:

• Creates a new minor version of the document or binder so that changes can be drafted
• Adds a new entry to the PSMF Logbook for any non-PSMF Binder documents, populating the following fields with information from the PSMF Document Review:
  • User Making Change: The user selected in the Assigned to field
  • Document to Review: The latest version of the document being reviewed
  • Summary of Changes: The text entered in the Review Rationale field

Once the changes have been made to the new minor version and the document enters a steady state type, Vault updates the document’s:

• Last Review Date to the date that the document was approved.
• Next Review Date to the Last Review Date plus the amount of time dictated by the Review Frequency. If the Review Frequency is blank, Vault leaves this field blank.

Unable to Review

When a reviewer selects a Review Outcome of Unable to review and moves the PSMF Document Review to the Complete state, Vault takes no action. The next time the PSMF Periodic Review job runs, Vault includes the related document or binder in the PSMF Periodic Review.