Governance practice · Practical guide

Decision Register Statuses: Proposed, Approved, Superseded and Rescinded

Define decision lifecycle states so a searchable register never mistakes proposals for binding authority.

Why lifecycle labels matter

A decision register becomes dangerous when an entry labelled “decision” contains an unapproved recommendation or when a revoked resolution still appears active. Define a small, controlled set of statuses before populating the register. Each status should have a documented meaning, an authorised transition and a link to evidence. A task being completed does not change the legal or governance status of the underlying decision.

Distinguish proposals from approvals

Use “proposed” for a motion or recommendation awaiting the required decision process. “Deferred” means no approval occurred and the matter may return with further information. “Approved” should require a verified meeting, competent decision-maker, valid procedure and the exact adopted wording. If approval is conditional, preserve the conditions in a separate field; do not silently convert it to unconditional approval when a staff member reports progress.

Handle subsequent changes without erasing history

“Superseded” indicates a later authorised decision replaces an earlier one. Link both records, record effective dates and explain the relationship. “Rescinded” records an authorised reversal; it is not the same as deleting the original entry. Where a decision expires automatically, retain its original authority and mark its time-bound validity separately. A correction to the minutes should reference the approved amendment rather than editing the decision text without a trace.

Design controlled transitions

Restrict status changes to people who can verify the source and are authorised to maintain the register. Require a source meeting identifier, resolution reference, effective date, approving authority and reason for a change. Separate status from implementation: an approved decision can have outstanding actions; a rescinded decision may still require remedial tasks. Review transition logs periodically and make the last verified source easy to open.

Fictional worked example

In a fictional charity, the board proposes a new travel policy in March but defers the vote. The entry stays “deferred,” not “approved.” In April the board adopts a revised policy effective in June. The register links the April resolution to the proposal and marks the prior policy “superseded” only from the effective date. No software agent independently determines the effective date or approval.

Review checks

Search for approved entries lacking a resolution citation, superseded entries without a successor, and status changes without an authorised reviewer. Resolve ambiguous historical records by checking the signed minutes and applicable governing rules. Keep a visible “verification required” note where evidence is missing rather than inventing a confident state.

This is general operational guidance, not legal advice. Follow your governing documents and applicable law. All examples are fictional. SecretAIry's interactive demo does not access customer records.