This action is performed by the policy officer when a policy is due for review (i.e. on or before the policy's review date) and if a review has been deemed necessary by the policy owner or committee overseeing the policy.
The Governance Intranet will notify the policy officer when policies are due for review. This occurs according to the review date that is set in the policy properties, usually when the policy is first added, unless edited at a later stage. The default policy review date is 6 months.
When the policy source document is checked out of the Governance Intranet by a policy officer, then it will not be accessible to other policy officers until the document is checked in again.
You must have the name or policy category of the policy document to be downloaded so that you can find it easily in the list of policy source documents.
This procedure has been documented in Windows XP operating system. If you are using Windows 7 or other operating systems, the steps might vary slightly. We will be documenting all procedures for Windows 7 in due course.
Below are links to the parts of this procedure, either follow the procedure sequentially or jump to the part that you need help with:
Log in to the Governance Intranet. See: Logging in.
In Governance - Governance page, select Policies section.
The Policies - Home page opens displaying the Manage Policies menu item to add or remove policy source documents.
Click Manage Policies.
The Policies - All Documents page opens displaying a list of source policy documents.
Find the policy document which needs to be downloaded/checked out and select the check box alongside it.
In the Library Tools > Documents ribbon,
click 
Check
Out.
The Miicrosoft Internet Explorer dialog box appears confirming that you are checking out the policy.
Ensure that Use my local drafts folder check box is selected.
This checks out a copy of the document to the SharePoint Drafts folder in your My Documents folder.
Click OK.
The Policies - All Documents page reopens
and a 
checked out icon appears to the left of the
policy Title, showing that
this document is checked out and the Version
number changes to show a new minor version, (e.g. from 1.2 to 1.3).
The document has been downloaded and checked out and can be circulated for review.
Once the document has been reviewed and updated, if necessary, it can be checked in. See: Checking the policy document in.
In the Policies - All Documents page:
Find the policy document which needs to be checked in and select the check box alongside it.
In the Library Tools > Documents ribbon,
click 
Check
In.
The Check in dialog box appears with options to choose Version number, Retain Check Out and add Comments.
In the Version section:
If many changes have been made and it is a final, approved version of the policy for publishing, select the <Version number> Major version (publish) radio button.
This selection makes the Retain Check Out section unavailable and the option default to No.
If there are only minor changes and it has not been finalised for publishing:
Either select <Version number> Minor version (draft) radio button.
Or select <Version number> Overwrite the current minor version radio button.
In the Retain Check Out section, select the No radio button.
In the Comments section, add comments summarising what has changed in this version.
Click OK.
The Miicrosoft Internet Explorer dialog box appears confirming that you want to continue uploading the policy to the Governance Intranet.
Click Yes.
The Policies - All Documents page reopens
and the checked out icon next to the policy Title
is replaced by the 
Microsoft Word icon and the
Version number and policy
Approval Status is reflecting
selections made above, as applicable.
The policy document has been checked in.
Either continue working in the Governance Intranet.
Or log out, see: Logging out.