Document compliance

Document compliance in Orthogramic

Ensuring document compliance is a key step in maintaining data integrity and alignment with business architecture principles in Orthogramic. Compliance verification ensures that uploaded documents meet organizational, regulatory, and business architecture standards before they are merged into the system.

Compliance verification before upload

Before a document can be uploaded and processed in Orthogramic, it must meet the following compliance criteria:

Relevance

• The document must be clearly relevant to the organization and the designated organizational unit.

• It should provide meaningful contributions to business architecture domains aligned with the Orthogramic metamodel.

Business architecture data

• The document should contain structured business architecture data that can be categorized within domains such as Strategy, Capabilities, Value Streams, Policy, Organization, Information, Initiatives, Stakeholders, and Performance.

Supported file format

• Only files in supported formats can be uploaded, see: Document types | Supported document types

Valid document type

• The document type must align with predefined classifications listed in the Orthogramic document types page (e.g., policy, report, memo).

Version control

• If a document with the same filename already exists in the system, a new version must be assigned to maintain historical accuracy and traceability.

File size limit

• The document must not exceed the maximum file size of 20 MB.

Handling non-compliant uploads

If the document does not meet compliance requirements, the system will:

• Reject the upload.

• Display a clear, actionable notification to the user explaining why the document was not accepted.

Users can review and modify the document to meet compliance requirements before attempting another upload.

Metadata validation

Once a document is uploaded, its metadata is assessed to ensure completeness and alignment with business requirements:

Core document metadata

• Document ID: Unique identifier assigned to the document.

• Title: Descriptive title of the document.

• Version: Version control applied if an existing document has the same title.

• Document type: Classification such as policy, report, or memo.

• Creation date: Original date the document was created.

• Last modified date: Timestamp of the last update.

• Author: The individual or entity responsible for the document.

• Owner: The primary owner, which defaults to the uploader.

Organizational details

• Organization title: Official name of the organization.

• Organizational unit: The unit responsible for the document (e.g., Deputy Administrator, Federal Railroad Administration).

• Organization type: Classification (e.g., Federal Government Agency, Public Company, Non-Profit Organization).

• Primary activity: The organization’s key function (e.g., rail safety regulation and enforcement).

• Size: Estimated number of staff.

• Location: Headquarters and operational sites.

Additional metadata fields

• Government entity: Relevant government body overseeing compliance (if applicable).

• Country: Country of domicile for the organization.

• Purpose: The organization’s primary mission or objectives.

• Products & services: Key offerings provided by the organization.

• Approval status: The document’s current approval stage.

• Relevance context: Explanation of how the document aligns with the organizational unit’s function.

• Content summary: A brief overview of the document’s contents.

• Relevance assessment: Justification for why the document belongs to the specified organizational unit.

Compliance verification before merging

Once uploaded, the document undergoes a secondary compliance check before merging into the organization’s business architecture:

1. Business alignment check

   • The document must contribute value to the organization’s strategic and operational goals.

2. Regulatory compliance validation

   • The document must adhere to internal governance policies and external regulatory frameworks.

3. Version comparison and conflict resolution

   • If an earlier version exists, the system identifies conflicts and recommends whether to:

     • Add new data (Additive Merge)

     • Replace outdated information (Overwrite Merge)

     • Selectively update sections (Update Merge)

4. Final review and approval

   • Users can review and edit the proposed merge before proceeding to ensure accuracy and alignment.

Summary of document compliance process

By ensuring document compliance at each stage, Orthogramic maintains data integrity, alignment with business architecture domains, and a clear audit trail for governance and decision-making.