The useful starting point
Check revision identity, approval status and the controlled source separately; do not let an upload date stand in for approval.
Read the three copies without choosing yet
Folder A contains “Contact Sheet rev 4,” uploaded yesterday and marked draft. Folder B contains revision 3, marked approved last month. The document index lists revision 3 as current. A printed copy on a desk shows revision 2 with no status mark.
CCOHS includes document control and recordkeeping among management-system elements. The case’s specific labels and approval process are invented, so they should be read as facts of this exercise rather than universal naming rules.
Compare identity, status and dates
| Copy | Revision identity | Status evidence | Conclusion supported here |
|---|---|---|---|
| Folder A | Revision 4. | Explicitly marked draft. | A later draft exists; approval is not established. |
| Folder B | Revision 3. | Approved mark and matching current index. | The supplied evidence identifies this as current. |
| Desk copy | Revision 2. | No current-status evidence supplied. | Its status needs checking against the controlled source. |
An upload timestamp describes when a file reached a location. It does not automatically describe when the content was approved.
Handle a conflict without improvising
Now change one fact: the index says revision 4 is current, but the available revision 4 file still says draft. The original conclusion no longer follows cleanly. Record the conflict and ask the document owner which approved copy applies.
Do not remove the draft label yourself or infer approval because a larger number seems more recent. This exercise is about verifying status. For real work, use the organization’s process for resolving conflicting instructions rather than choosing an unsupported version.
Think about copies after a revision
Once a revision is legitimately approved in the fictional case, ask where the old copies remain and how users find the current source. The review should include linked folders, printed reference copies and any training material that points to the old instruction.
A new file in one location does not establish that everyone sees the same information. Record which distribution checks were actually completed and which locations still require confirmation.
Write a concise version-verification note
A useful note names the document, revision, status source and date checked: “The supplied index identifies revision 3 as current; the available copy is marked approved. Revision 4 is a draft.” That wording is traceable and limited to the evidence.
For a second practice attempt, remove the index from the case and explain how your certainty changes. You can still report labels on the files, but you cannot claim to have checked them against a controlled current-version listing.
Check your reasoning.
A newer file is marked draft while the index identifies the older approved version as current. Which conclusion fits the case?
Open the suggested reasoning
The newer draft exists, but the supplied status evidence still identifies the older approved version as current. Follow the actual document-control process to resolve any uncertainty.
An original learning exercise from NCSO Prep, not an official exam question.
Sources and scope
Source review: . The examples and study methods are NCSO Prep editorial material. Official requirements and workplace decisions must be checked against the applicable current source.
- CCOHS: Occupational Health and Safety Management Systems
Background reference; the fictional case and worksheet are original NCSO Prep examples.