ZYC-DOC-001 – Policy Governance & Publication Policy
Purpose
To define how policies are proposed, drafted, approved, and published at Zeyro. This ensures all documents are consistent in tone, structure, and governance, and that accountability for regulatory compliance remains with SMF 16 (Compliance Oversight).
Scope
Applies to all policies, manuals, plans, and registers that form part of Zeyro’s compliance and operational framework. This includes documents authored by operational teams but published centrally in GitBook.
Policy Statement
Zeyro maintains a single, controlled library of policies in GitBook. Only SMF 16 has edit and publication rights within GitBook to maintain version control and regulatory consistency. Operational teams may draft and agree policies, but publication requires SMF 16 review and approval before they become official.
A ChangeLog page in GitBook records every policy amendment after publication, providing a transparent history of changes, reasons, and approvals.
Document Lifecycle
Stage
Who
Description / Output
1. Proposal
Any operational or management team
Identify a need for a new or updated policy (e.g. from audit findings, process change, or new regulation).
2. Drafting
Operational owner (subject expert)
Draft policy in Markdown following Zeyro’s GitBook format. Collaborate with SMF 16 for compliance accuracy.
3. Review
SMF 16 (Compliance Oversight)
Reviews content for regulatory alignment, internal consistency, and tone. May return for revision.
4. Approval
Zeyro Board
Formally approves final drafts. Approval is minuted.
5. Publication
SMF 16
Publishes approved version to GitBook and updates the Policy Register (ZYC-REG-001). Previous versions are archived.
6. Maintenance & Change Logging
SMF 16
Each policy change post-publication is recorded in the GitBook ChangeLog, describing: – Date of change – Nature of change – Reason (regulatory, operational, editorial) – Approval reference.
7. Review
SMF 16 & Policy Owner
Conduct annual review or ad-hoc update following regulatory or business change. SMF 16 ensures review cycles remain current.
Style and Format Standards
Structure
Title, purpose, scope, policy statement, responsibilities, review, and document control.
Use plain English and concise Markdown structure.
Tone
Professional and accessible; avoid legalese.
All policies should support the “readable for everyone” principle.
Version Control
Each document contains a document control block with version, approval date, and next review.
Historic versions remain archived in GitBook.
The ChangeLog records subsequent amendments between official versions.
Accessibility
Policies must be accessible to all staff.
No draft may remain unreviewed by SMF 16 for more than 30 days.
Roles and Responsibilities
SMF 16 (Compliance Oversight / MLRO)
Owns the policy governance framework and GitBook library.
Approves and publishes final versions.
Maintains the ChangeLog and Policy Register.
Ensures all documents remain current and compliant.
Operational Policy Owners
Draft and maintain practical accuracy.
Propose new policies or updates when processes evolve.
Provide rationale for changes to be entered into the ChangeLog.
Zeyro Board
Approves all new policies and material revisions.
Reviews quarterly updates on policy changes.
Record Keeping
Policy drafts, review notes, and approvals are recorded in Jira under the “Policy Governance” workflow.
GitBook serves as the official, published version control record.
The ChangeLog provides a public-facing summary of all policy changes and approvals.
Review
This policy is reviewed annually by SMF 16 or upon any structural or regulatory change affecting the policy framework or GitBook configuration.
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