Page 4 - Health First — Documentation Governance Standard
📄 Health First — Documentation Governance Standard
🔐 Global Documentation Governance Notice
(Applies to all Health First documentation)
This Documentation Governance Standard applies to all Health First documentation stored in Archbee, including documents created before the adoption of this standard.
Existing documents that do not contain a formal classification header are considered implicitly governed based on their content, location within Archbee, and intended use, as defined by the Health First Organizational Structure & Authority Model.
The required document header and classification rules apply prospectively to all new documents and to any existing documents that are materially revised after the adoption of this standard.
1️⃣ Purpose of This Page
This document defines how documentation is created, classified, approved, stored, updated, and governed within Health First.
Its purpose is to ensure:
- Consistency and clarity
- Clear authority and ownership
- Proper version control
- Alignment with Health First mission, structure, and voice
- Safe, compliant use of AI-assisted content
No document is considered official unless it complies with this standard or is explicitly governed under its legacy provisions.
2️⃣ System of Record Declaration
- Archbee is the system of record for Health First documentation
- ChatGPT and other AI tools are creation and acceleration tools, not systems of record
- External files (Google Docs, PDFs, spreadsheets, etc.) are working artifacts unless referenced or governed within Archbee
Rule: If it is not governed in Archbee, it is not an official Health First document.
3️⃣ Mandatory Classification (For New or Revised Documents)
Before creating any new or materially revised document, the following must be identified:
Required Classification Fields
- Primary Organization
- Health First
- OR Dr. Mays Wellness (a program within Health First)
- Document Type
- SOP
- Framework
- Policy
- Training
- Program Module
- Reference
- Worksheet / Tool
- Intended Audience
- Internal
- Client-Facing
- Mixed
If classification is unclear, clarification must occur before content creation.
4️⃣ Required Document Header (Prospective Use)
All new or materially revised formal documents must begin with the following header:
Documents created prior to this standard are not required to be retrofitted with this header unless substantially rewritten.
5️⃣ Legacy Document Governance
Documents created prior to the adoption of this standard:
- Are considered valid and authoritative
- Are governed implicitly by:
- Their location in Archbee
- Their subject matter
- Their intended operational or clinical use
- The Organizational Structure & Authority Model
Legacy documents must only be updated to meet this standard if they are:
- Substantially revised
- Repurposed for a new audience
- Elevated to formal policy, SOP, or training status
6️⃣ Authority & Ownership Rules
- All documentation defaults to Health First authority
-
“A program within Health First”
Dr. Mays Wellness documentation must be explicitly labeled as:
Authority Allocation
- Clinical, operational, HR, billing, compliance → Health First
- Wellness education, coaching programs, media → Dr. Mays Wellness (within Health First)
No document may override higher-level governance documents.
7️⃣ Document Type Definitions
SOP (Standard Operating Procedure)
- Step-by-step, repeatable processes
- Operational or clinical execution
- No storytelling or marketing language
Framework
- Conceptual or decision-making models
- Defines structure, not steps
Policy
- Rules, constraints, and boundaries
- Compliance-oriented and non-optional
Training
- Educational material for staff or clients
- Explains “how” and “why”
- May reference SOPs but does not replace them
Program Module
- Part of a structured program or curriculum
- Often sequence-based or time-bound
Reference
- Informational or contextual
- Non-procedural
8️⃣ Versioning & Updates
- Significant changes require a new version or clear revision note
- Outdated documents must be archived or marked clearly
- Silent overwrites of authoritative documents are not permitted
All updates must remain aligned with:
- Mission & Vision (Page 1)
- Organizational Structure & Authority (Page 2)
- Voice & Clinical Authority Guidelines (Page 3)
9️⃣ AI-Assisted Documentation Rules
AI tools may be used to:
- Draft documents
- Improve clarity and structure
- Accelerate documentation creation
- Enforce consistency with governance standards
AI tools may not:
- Invent clinical claims
- Override governance or authority rules
- Create final clinical or operational documents without human review
- Introduce new programs, policies, or structures without confirmation
Human review is required prior to publication in Archbee.
1️⃣0️⃣ Conflict Resolution Rule
If a conflict exists between documents:
- Mission & Vision take precedence
- Organizational Authority overrides lower-level documents
- Documentation Governance supersedes execution documents
- SOPs override informal guidance
Conflicts must be resolved before implementation or publication.
🔒 Governing Statement
This Documentation Governance Standard is authoritative for all Health First documentation. Any document that does not comply with these rules—or is not properly governed under the legacy provisions—must be revised before official use or publication.