A systems administrator notices that several teams are still using an obsolete network-topology diagram after a firewall replacement was completed the previous night. Which of the following process changes would BEST prevent staff from referencing outdated documentation after future infrastructure modifications?
Convert all topology diagrams to read-only PDFs on a shared drive.
Add a mandatory documentation-update task to the change-management closure checklist before an RFC can be completed.
Place a creation-date watermark on every page of each diagram.
Hold a company-wide documentation review meeting every quarter.
Integrating a required "update affected documentation" step into the formal change-management workflow ensures that every Request for Change (RFC) is not closed until runbooks, diagrams, and other artifacts are revised and re-published. ITIL defines a service change as the addition, modification, or removal of a service component and its associated documentation, and lists documentation review/closure as part of the change process. PDF-locking, watermarks, or quarterly reviews can help, but they do not guarantee that documents are updated immediately after each change, so stale information can still circulate.
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