How do you maintain and update the SOP library and repository?

You should have Process Owners or GPOs to ensure that a good governance framework is established for both quality and content of SOPs or AKA, (DTPs) Desk Top Processes. Two significant benefits of using a standard operating procedure include consistency and a decrease in the number of errors made. An SOP can also help the organization save time and create a better work environment. In addition, SOPs do help improve communication throughout the organization. They need to be monitored and have regular reviews and be auditable for when and who last updated the document and what changed.

In addition, you should always add a designee in case the responsible person isn't available to execute the process. Depending on the SOP you can add an expiration of up to 2 years.

Maintaining and updating the SOP library involves centralizing documents, implementing version control, organizing files systematically, controlling access, conducting regular reviews, establishing feedback mechanisms, providing training, managing changes, documenting revisions, archiving obsolete documents, conducting audits, and continuously improving processes. Through these measures, organizations ensure that SOPs remain accurate, relevant, and accessible to support operational excellence and compliance.

Use a risk grade for each SOP/DTP to help establish the level of risk associated with each SOP/DTP. This can be a great assistance in setting up a review cadence. Ensure there is a clear RACI of who is responsible for approving and reviewing. Keep a consistent folder structure to help to better understand the processing tower e.g. R2R, P2P, or O2C, and consistency with naming subprocesses, etc. Cash v Payments Master Data v KYC v Credit etc.

I also keep a draft of the last SOP fully executed in a special folder, if there are impacts to the SOP process within the effective year that are minor, I keep these within the SOP table of changes, by the time I need to amend the document is easy to start within the table of content if the SOP needs to change drastically I still have the minor changes available to be incorporated or perhaps excluded from the next version.

This process will vary significantly between organisations that maintain their SOPs manually and others that utilise a digital platform. If you manage your SOPs electronically it would be easy and straightforward to set up a revision date and an automated reminder to the SOP author well before the due date so that they can kick off the review process with all relevant stakeholders. If your process is done manually though you need a system in place to keep track of timelines and send relevant reminders. I manage SOPs for some of my clients manually. Thus, I have reminders in my calendar ahead of the review deadline so that I can initiate the documents' update and obtain the required approvals on time.

Depending on your team, SOPs should be assigned by roles and responsibilities, creating a training grid by job description will facilitate who/why the role needs access to the SOP, also you can establish the cadence and reminders for the next round of review by the same teammate, if you need acknowledgment of read/receipt you can use DocuSign or a similar platform that contains a CFR regulated module.

Establishing Quality Culture metrics to measure how teams are following and using the SOPs is critical to measure success, also creating a culture of, checking SOP before doing a task is a good way to implement, enforce and foster continuous improvement. Repetition of a task creates discipline.

When creating an SOP bring to the table a multidisciplinary team to assure everyone can provide their views, of course, this is when the document is impacting various stakeholders, also don't create SOPs that are too narrow on the scope of the activities you want teams to follow, it can create chaos at the end.