Document Creation & Approval Procedure

1. Purpose

To ensure all official Palace documents are created, reviewed, and approved in a structured and consistent manner.

2. Scope

Applies to:

• Laws

• Policies

• Procedures

• Official announcements

3. Roles Involved

• Secretary → Drafts and manages documents

• Council of Elders → Reviews content

• Fon → Final approval

4. Procedure Steps

Step 1: Drafting

1. Secretary creates document using official system

2. Document must include:

   • Title

   • Category

   • Content

Step 2: Internal Review

1. Draft is submitted to Council of Elders

2. Feedback is provided

3. Revisions are made if necessary

Step 3: Approval

1. Final document submitted to Fon

2. Fon:

   • Approves OR

   • Requests revision

Step 4: Publication

1. Approved document is:

   • Published on Palace website

   • Archived in records

2. Public access depends on document type

Step 5: Updates

1. Any update must follow the same process

2. Version history should be maintained

5. Record Keeping

• All documents must be stored securely

• Digital backups must be maintained

6. Access Control

• Only authorized personnel may:

  • Create documents

  • Edit documents

  • Delete documents