SBC Connect - Shared Platform Document Governance

[OlgaPotiagalova]

Problem description

Shared platform documents, such as Terms of Use, are currently maintained independently by individual products and teams.

As a result:

• Multiple versions of the same document exist across different repositories and applications.
• There is no single authoritative source, making it difficult to determine which version is current.
• Document updates are not consistently synchronized across products, increasing the risk of outdated or inconsistent content being published.
• Ownership, review, and approval processes are not clearly defined.
• Teams spend unnecessary effort locating, validating, and maintaining duplicate copies of shared documents.

As the platform continues to support multiple products, maintaining separate copies of common legal and informational documents is not sustainable and increases operational and compliance risk.

Proposed Approach

Establish a centralized governance model for shared platform documents by creating a single, authoritative SharePoint repository for documents such as Terms of Use. Documents will be standardized where appropriate to support multiple products, managed under version control, and maintained through a defined ownership and review process.

The Platform (Connect) Team will own and maintain shared platform documents, coordinating updates across partnerships, Legal, Registries, and other affected business areas. This approach ensures consistent content across products while providing clear accountability, traceability, and controlled change management.

Objectives

• Establish a single source of truth for shared platform documents.
• Define ownership and maintenance responsibilities.
• Standardize document storage and organization across teams.
• Implement a review and approval process for legal content.
• Ensure consistent access and version control.
• Support future platform products with reusable governance practices.

[thorwolpert]

All of our historical and versioned products are in GitHub, I suggest we continue to use that as the authoritative source as they are used directly in the products.
One concerning thing I did hear is the different privacy frameworks and access models.
For Government and Broader Public Sector, they are all the same and can be at the Crown level, even if managed via delegation at a Ministry or Branch level.
For privacy legislation there is FIPPA, PIPA and PIPEDA.