{
  "schemaVersion": "1.0",
  "title": "Document Management System",
  "lang": "en",
  "prd": {
    "oneLiner": "Connect document classification, versions, owners, review and approval, access controls, and retention policy.",
    "goal": "Achieve 95% or more current-owner assignment for critical operating documents.",
    "whyNow": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find.",
    "category": "Internal operations system",
    "platforms": [
      "Web"
    ],
    "problem": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find.",
    "solution": "Connect document classification, versions, owners, review and approval, access controls, and retention policy.",
    "alternatives": "Email, chat, spreadsheets, and manual ledgers",
    "differentiator": "Manage intake, processing, and operations data as one connected source of truth.",
    "targets": [
      {
        "name": "Employee authoring or finding work documents",
        "role": "Requester and operational user",
        "needs": "Quickly register needed work and know its status.",
        "pain": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find."
      },
      {
        "name": "Document and knowledge operations coordinator",
        "role": "Operations administrator",
        "needs": "Manage priority and history and review operations metrics.",
        "pain": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find."
      },
      {
        "name": "System and policy administrator",
        "role": "Operations and security administrator",
        "needs": "Manage access, policy, and audit history.",
        "pain": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find."
      }
    ],
    "scenarios": [
      {
        "text": "An operational user registers required work and checks its status.",
        "start": "P1"
      },
      {
        "text": "An operator processes queued work and handles exceptions.",
        "start": "P5"
      },
      {
        "text": "System and policy administrator reviews policy and access.",
        "start": "P9"
      },
      {
        "text": "System and policy administrator reviews audit records and operating metrics.",
        "start": "P10"
      }
    ],
    "northStar": "Share of operations requests completed on time",
    "kpis": [
      {
        "name": "On-time processing rate",
        "target": "Achieve 95% or more current-owner assignment for critical operating documents.",
        "baseline": "Not measured",
        "method": "Monthly aggregation of state changes against target dates",
        "refs": [
          "F6"
        ]
      },
      {
        "name": "Operations visibility",
        "target": "100% of key work tracked",
        "baseline": "Not measured",
        "method": "Share of records connected to reporting",
        "refs": [
          "F11"
        ]
      },
      {
        "name": "Auditable operations rate",
        "target": "100% of key changes retained",
        "baseline": "Not measured",
        "method": "Monthly audit-log and change-history review",
        "refs": [
          "F12"
        ]
      }
    ],
    "inScope": [
      "Document authoring and file registration",
      "Document, folder, version, owner, and approval-status lookup",
      "Review, approval, version management, and retention handling",
      "Document freshness, approval delay, and retention-policy reporting",
      "Document authoring and file registration validation and duplicate prevention",
      "Search, filter, and history management",
      "Owner, priority, and SLA management",
      "Approval and policy review",
      "Exception, rejection, and reprocessing",
      "Notifications and subscriptions",
      "External integration and data synchronization",
      "Role, permission, and audit management"
    ],
    "nonGoals": [
      "External customer portal",
      "Replacing adjacent systems such as accounting or payroll"
    ],
    "assumptions": [
      "User and organization data are available through company SSO.",
      "Operators manage policy and classification criteria."
    ],
    "risks": [
      "Weak initial classification can cause incorrect processing.",
      "Stale source data can reduce operational trust."
    ],
    "openQuestions": [
      "What defines urgent processing and approval?",
      "What are the post-completion verification and reopen rules?"
    ],
    "constraints": [
      "State, owner, and priority changes require audit logs.",
      "Access is limited by role.",
      "Permission, policy, and state changes require audit logs."
    ]
  },
  "requirements": [
    {
      "id": "R1",
      "title": "Intake and data quality",
      "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find.",
      "status": "todo",
      "priority": "high",
      "acceptance": [
        {
          "text": "Required context, changes, ownership, and status are retained in an auditable record.",
          "done": false
        }
      ],
      "features": [
        {
          "id": "F1",
          "title": "Document authoring and file registration",
          "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy.",
          "status": "todo",
          "priority": "high",
          "acceptance": [
            {
              "text": "Required context, changes, ownership, and status are retained in an auditable record.",
              "done": false
            }
          ],
          "specs": [
            {
              "title": "Document authoring and file registration core processing rule",
              "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            },
            {
              "title": "Document authoring and file registration exception and audit handling",
              "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy. Retain change, failure, and reprocessing conditions with history.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            }
          ]
        },
        {
          "id": "F2",
          "title": "Document authoring and file registration validation and duplicate prevention",
          "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find.",
          "status": "todo",
          "priority": "high",
          "acceptance": [
            {
              "text": "Required context, changes, ownership, and status are retained in an auditable record.",
              "done": false
            }
          ],
          "specs": [
            {
              "title": "Document authoring and file registration validation and duplicate prevention core processing rule",
              "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            },
            {
              "title": "Document authoring and file registration validation and duplicate prevention exception and audit handling",
              "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find. Retain change, failure, and reprocessing conditions with history.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            }
          ]
        }
      ]
    },
    {
      "id": "R2",
      "title": "Records and search",
      "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy.",
      "status": "todo",
      "priority": "high",
      "acceptance": [
        {
          "text": "Required context, changes, ownership, and status are retained in an auditable record.",
          "done": false
        }
      ],
      "features": [
        {
          "id": "F3",
          "title": "Document, folder, version, owner, and approval-status lookup",
          "desc": "Achieve 95% or more current-owner assignment for critical operating documents.",
          "status": "todo",
          "priority": "high",
          "acceptance": [
            {
              "text": "Required context, changes, ownership, and status are retained in an auditable record.",
              "done": false
            }
          ],
          "specs": [
            {
              "title": "Document, folder, version, owner, and approval-status lookup core processing rule",
              "desc": "Achieve 95% or more current-owner assignment for critical operating documents.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            },
            {
              "title": "Document, folder, version, owner, and approval-status lookup exception and audit handling",
              "desc": "Achieve 95% or more current-owner assignment for critical operating documents. Retain change, failure, and reprocessing conditions with history.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            }
          ]
        },
        {
          "id": "F4",
          "title": "Search, filter, and history management",
          "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy.",
          "status": "todo",
          "priority": "high",
          "acceptance": [
            {
              "text": "Required context, changes, ownership, and status are retained in an auditable record.",
              "done": false
            }
          ],
          "specs": [
            {
              "title": "Search, filter, and history management core processing rule",
              "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            },
            {
              "title": "Search, filter, and history management exception and audit handling",
              "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy. Retain change, failure, and reprocessing conditions with history.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            }
          ]
        }
      ]
    },
    {
      "id": "R3",
      "title": "Processing and ownership",
      "desc": "Achieve 95% or more current-owner assignment for critical operating documents.",
      "status": "todo",
      "priority": "high",
      "acceptance": [
        {
          "text": "Required context, changes, ownership, and status are retained in an auditable record.",
          "done": false
        }
      ],
      "features": [
        {
          "id": "F5",
          "title": "Review, approval, version management, and retention handling",
          "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find.",
          "status": "todo",
          "priority": "high",
          "acceptance": [
            {
              "text": "Required context, changes, ownership, and status are retained in an auditable record.",
              "done": false
            }
          ],
          "specs": [
            {
              "title": "Review, approval, version management, and retention handling core processing rule",
              "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            },
            {
              "title": "Review, approval, version management, and retention handling exception and audit handling",
              "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find. Retain change, failure, and reprocessing conditions with history.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            }
          ]
        },
        {
          "id": "F6",
          "title": "Owner, priority, and SLA management",
          "desc": "Achieve 95% or more current-owner assignment for critical operating documents.",
          "status": "todo",
          "priority": "high",
          "acceptance": [
            {
              "text": "Required context, changes, ownership, and status are retained in an auditable record.",
              "done": false
            }
          ],
          "specs": [
            {
              "title": "Owner, priority, and SLA management core processing rule",
              "desc": "Achieve 95% or more current-owner assignment for critical operating documents.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            },
            {
              "title": "Owner, priority, and SLA management exception and audit handling",
              "desc": "Achieve 95% or more current-owner assignment for critical operating documents. Retain change, failure, and reprocessing conditions with history.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            }
          ]
        }
      ]
    },
    {
      "id": "R4",
      "title": "Approval and exceptions",
      "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find.",
      "status": "todo",
      "priority": "high",
      "acceptance": [
        {
          "text": "Required context, changes, ownership, and status are retained in an auditable record.",
          "done": false
        }
      ],
      "features": [
        {
          "id": "F7",
          "title": "Approval and policy review",
          "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy.",
          "status": "todo",
          "priority": "mid",
          "acceptance": [
            {
              "text": "Required context, changes, ownership, and status are retained in an auditable record.",
              "done": false
            }
          ],
          "specs": [
            {
              "title": "Approval and policy review core processing rule",
              "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            },
            {
              "title": "Approval and policy review exception and audit handling",
              "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy. Retain change, failure, and reprocessing conditions with history.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            }
          ]
        },
        {
          "id": "F8",
          "title": "Exception, rejection, and reprocessing",
          "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find.",
          "status": "todo",
          "priority": "mid",
          "acceptance": [
            {
              "text": "Required context, changes, ownership, and status are retained in an auditable record.",
              "done": false
            }
          ],
          "specs": [
            {
              "title": "Exception, rejection, and reprocessing core processing rule",
              "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            },
            {
              "title": "Exception, rejection, and reprocessing exception and audit handling",
              "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find. Retain change, failure, and reprocessing conditions with history.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            }
          ]
        }
      ]
    },
    {
      "id": "R5",
      "title": "Notifications and integrations",
      "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy.",
      "status": "todo",
      "priority": "mid",
      "acceptance": [
        {
          "text": "Required context, changes, ownership, and status are retained in an auditable record.",
          "done": false
        }
      ],
      "features": [
        {
          "id": "F9",
          "title": "Notifications and subscriptions",
          "desc": "Achieve 95% or more current-owner assignment for critical operating documents.",
          "status": "todo",
          "priority": "high",
          "acceptance": [
            {
              "text": "Required context, changes, ownership, and status are retained in an auditable record.",
              "done": false
            }
          ],
          "specs": [
            {
              "title": "Notifications and subscriptions core processing rule",
              "desc": "Achieve 95% or more current-owner assignment for critical operating documents.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            },
            {
              "title": "Notifications and subscriptions exception and audit handling",
              "desc": "Achieve 95% or more current-owner assignment for critical operating documents. Retain change, failure, and reprocessing conditions with history.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            }
          ]
        },
        {
          "id": "F10",
          "title": "External integration and data synchronization",
          "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy.",
          "status": "todo",
          "priority": "high",
          "acceptance": [
            {
              "text": "Required context, changes, ownership, and status are retained in an auditable record.",
              "done": false
            }
          ],
          "specs": [
            {
              "title": "External integration and data synchronization core processing rule",
              "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            },
            {
              "title": "External integration and data synchronization exception and audit handling",
              "desc": "Connect document classification, versions, owners, review and approval, access controls, and retention policy. Retain change, failure, and reprocessing conditions with history.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            }
          ]
        }
      ]
    },
    {
      "id": "R6",
      "title": "Insights and controls",
      "desc": "Achieve 95% or more current-owner assignment for critical operating documents.",
      "status": "todo",
      "priority": "mid",
      "acceptance": [
        {
          "text": "Required context, changes, ownership, and status are retained in an auditable record.",
          "done": false
        }
      ],
      "features": [
        {
          "id": "F11",
          "title": "Document freshness, approval delay, and retention-policy reporting",
          "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find.",
          "status": "todo",
          "priority": "high",
          "acceptance": [
            {
              "text": "Required context, changes, ownership, and status are retained in an auditable record.",
              "done": false
            }
          ],
          "specs": [
            {
              "title": "Document freshness, approval delay, and retention-policy reporting core processing rule",
              "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            },
            {
              "title": "Document freshness, approval delay, and retention-policy reporting exception and audit handling",
              "desc": "Files, versions, and review history are spread across repositories, making the current copy and accountable owner hard to find. Retain change, failure, and reprocessing conditions with history.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            }
          ]
        },
        {
          "id": "F12",
          "title": "Role, permission, and audit management",
          "desc": "Achieve 95% or more current-owner assignment for critical operating documents.",
          "status": "todo",
          "priority": "mid",
          "acceptance": [
            {
              "text": "Required context, changes, ownership, and status are retained in an auditable record.",
              "done": false
            }
          ],
          "specs": [
            {
              "title": "Role, permission, and audit management core processing rule",
              "desc": "Achieve 95% or more current-owner assignment for critical operating documents.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            },
            {
              "title": "Role, permission, and audit management exception and audit handling",
              "desc": "Achieve 95% or more current-owner assignment for critical operating documents. Retain change, failure, and reprocessing conditions with history.",
              "acceptance": [
                {
                  "text": "Required context, changes, ownership, and status are retained in an auditable record.",
                  "done": false
                }
              ]
            }
          ]
        }
      ]
    }
  ],
  "ia": {
    "sections": [
      {
        "id": "S1",
        "title": "Intake and data quality",
        "pages": [
          {
            "id": "P1",
            "title": "Operations dashboard",
            "type": "top",
            "refs": [
              "F1",
              "F1:0",
              "F3",
              "F4:0",
              "F7:1",
              "F11"
            ],
            "children": []
          },
          {
            "id": "P2",
            "title": "Work list",
            "type": "page",
            "refs": [
              "F3",
              "F3:0",
              "F4",
              "F1:0",
              "F4:1",
              "F8",
              "F11:0"
            ],
            "children": []
          },
          {
            "id": "P3",
            "title": "Create record",
            "type": "page",
            "refs": [
              "F1",
              "F1:1",
              "F2",
              "F5",
              "F8:0",
              "F11:1"
            ],
            "children": []
          }
        ]
      },
      {
        "id": "S2",
        "title": "Records and search",
        "pages": [
          {
            "id": "P4",
            "title": "Record detail",
            "type": "page",
            "refs": [
              "F3:1",
              "F4:1",
              "F11",
              "F2",
              "F5:0",
              "F8:1",
              "F12"
            ],
            "children": []
          },
          {
            "id": "P5",
            "title": "Processing workspace",
            "type": "page",
            "refs": [
              "F5",
              "F5:0",
              "F6",
              "F2:0",
              "F5:1",
              "F9",
              "F12:0"
            ],
            "children": []
          }
        ]
      },
      {
        "id": "S3",
        "title": "Processing and ownership",
        "pages": [
          {
            "id": "P6",
            "title": "Approval and exception queue",
            "type": "page",
            "refs": [
              "F7",
              "F7:0",
              "F8",
              "F2:1",
              "F6",
              "F9:0",
              "F12:1"
            ],
            "children": []
          },
          {
            "id": "P7",
            "title": "Notifications and integrations",
            "type": "page",
            "refs": [
              "F9",
              "F9:0",
              "F10",
              "F3",
              "F6:0",
              "F9:1"
            ],
            "children": []
          }
        ]
      },
      {
        "id": "S4",
        "title": "Insights and controls",
        "pages": [
          {
            "id": "P8",
            "title": "Operations reports",
            "type": "page",
            "refs": [
              "F11",
              "F11:0",
              "F3:0",
              "F6:1",
              "F10"
            ],
            "children": []
          },
          {
            "id": "P9",
            "title": "Policy and access settings",
            "type": "page",
            "refs": [
              "F10:1",
              "F12",
              "F3:1",
              "F7",
              "F10:0"
            ],
            "children": []
          },
          {
            "id": "P10",
            "title": "Audit log",
            "type": "page",
            "refs": [
              "F8:1",
              "F12:0",
              "F12:1",
              "F4",
              "F7:0",
              "F10:1"
            ],
            "children": []
          }
        ]
      }
    ]
  },
  "flow": {
    "start": "P1",
    "transitions": [
      {
        "from": "P1",
        "to": "P2",
        "ref": "F1"
      },
      {
        "from": "P2",
        "to": "P3",
        "ref": "F2"
      },
      {
        "from": "P3",
        "to": "P4",
        "ref": "F3"
      },
      {
        "from": "P4",
        "to": "P5",
        "ref": "F4"
      },
      {
        "from": "P5",
        "to": "P6",
        "ref": "F5"
      },
      {
        "from": "P6",
        "to": "P5",
        "ref": "F8"
      },
      {
        "from": "P5",
        "to": "P7",
        "ref": "F6"
      },
      {
        "from": "P7",
        "to": "P8",
        "ref": "F9"
      },
      {
        "from": "P8",
        "to": "P9",
        "ref": "F10"
      },
      {
        "from": "P9",
        "to": "P10",
        "ref": "F12"
      },
      {
        "from": "P10",
        "to": "P4",
        "ref": "F11"
      },
      {
        "from": "P4",
        "to": "P1",
        "label": "Refresh operations status"
      },
      {
        "from": "P5",
        "to": "P6",
        "ref": "F7"
      }
    ]
  }
}