At a glance
| Input | Action | Output | Limit |
|---|---|---|---|
| Governed term | Require Approved status and a positive version | Eligible term record | Draft, review, and deprecated records cannot enter the frozen meaning set |
| Meaning fields | Copy term, definition, category, synonyms, notes, and space scope | Complete meaning snapshot | Required term and definition fields cannot be empty |
| Source and control references | Normalize, de-duplicate, and sort references | Stable reference set | Each reference needs an identifier and source |
| Review metadata | Copy ownership, effective dates, review dates, and approval evidence | Version-specific governance record | Missing required approval evidence blocks capture |
| Approval chain | Compare creator, editor, submitter, and approver | Four-eyes evidence | The approver cannot be the creator, content editor, or submitter |
| Canonical meaning | Calculate a deterministic SHA-256 digest | Meaning content hash | The hash detects changed recorded content; it does not prove correctness |
| Frozen subject | Add the subject ID to baseline membership and the manifest | Fixed term-meaning member | It becomes current only after complete evidence verification and promotion |
How it works
- Open Terms and complete the governed meaning.
- Select Submit for Review.
- A separate eligible reviewer selects Approve and records the required reason.
- Open Compliance Scanner and run Scan Space for each governed space.
- Open Terminology Baseline, then Create enterprise freeze.
- Select Governed spaces, set Retention class and Retain until, then select Prepare and queue freeze.
- Review Frozen meanings and revisions, then select Run verification.
Example
A quality team approves “Material change” at version 4. The governed record includes its definition, synonyms, regulatory references, review dates, and separate approver. The freeze copies those values into a term subject and records its hash in baseline evidence. If the live definition later reaches version 5, the completed baseline still contains version 4.
What this does not mean
The freeze captures only approved meanings with complete approval evidence. It is a versioned copy, not a live pointer to the glossary. Its hash detects mutation of recorded content. It does not certify the meaning, prove that a source reference is correct, or create legal WORM storage. A later approved version belongs to a later baseline.
Related questions
Next step
Approve the governed meaning, scan its spaces, and create a verified baseline before relying on it as release evidence.
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