Content Collection, Content Freeze, Change Handling, and Revisions Policy

This document explains how content is collected and frozen, how change requests are handled during execution, and how revisions are applied in a controlled and efficient manner.

Summary

  • Content is collected in three phases, each with its own content freeze
  • Work proceeds incrementally based on frozen content
  • Changes after freeze are logged, not immediately applied
  • Revisions are executed once, in a consolidated manner
  • Immediate changes are assessed separately by the Project Manager

Content Collection Phases

Content is collected in three structured phases, aligned with project planning and execution:

  1. Phase 1 – Foundational/Kick-start Content
  2. Phase 2 – Section-Level Content
  3. Phase 3 – Final Supporting Content

Each phase is reviewed and approved independently.

Content Freeze per Phase

At the end of each phase, the submitted content enters Content Freeze.

What Content Freeze Means

  • Content for that phase is approved and locked
  • Work proceeds using the frozen content
  • Design blueprints, references, and development may begin based on that content

There are three content freezes in a standard project, one after each content phase.

Change Requests After Content Freeze

After a phase is frozen, clients may still identify changes or improvements. These are handled through a change request process, not immediate implementation.

How Change Requests Are Managed

  • All change requests must be shared with the Project Manager
  • The Project Manager will assess the request and explain:
    • Whether it can be safely deferred
    • Whether it requires immediate action
    • The impact on scope, timeline, cost, or effort

In most cases, clients choose to defer changes to the consolidated revision stage.

Change Logging & Revision Preparation

Deferred change requests are:

  • Logged by the Project Manager or
  • Shared with the client via a revision checklist or revision notes

This ensures:

  • No feedback is lost
  • Work continues without disruption
  • Revisions are applied efficiently in one cycle

Consolidated Content Revisions

Content revisions are executed once, after all three content phases are completed and frozen.

What Counts as One Content Revision

  • One (1) consolidated round of feedback
  • Covers content across all phases
  • Submitted in a single checklist or document
  • Implemented in one scheduled revision cycle

Allowed Content Revisions

Revisions are limited to refinement within the approved scope, including:
  • Copy clarity and wording adjustments
  • Minor refinements that do not change intent
  • Replacing or adding one image within an existing section
  • Adding small inline elements such as:
    • Icons with text
    • A single marquee element
These are permitted only if they do not alter structure, layout logic, or approved blueprints.

Immediate Changes vs. Consolidated Revisions

After content freeze, any requested change must be shared with the Project Manager.

The client may choose to:

  • Defer the change and include it in the consolidated revision round, or
  • Apply the change immediately by using the available revision at that stage

If a revision is used immediately:

  • It will be counted against the total number of included revisions
  • The consolidated revision count will be reduced accordingly

The Project Manager will advise on the impact of applying the change immediately versus deferring it. Additional approval or fees apply only if the requested change exceeds the agreed revision scope or affects finalized blueprints, structure, or development logic.

Design Revisions & Design Freeze

Design is executed based on:

  • Frozen content from each phase
  • Approved design blueprints and references

Design Revisions

  • One (1) design revision equals one consolidated round of feedback
  • Limited to visual refinement within the approved blueprint

Design Freeze

Once design blueprints and references are approved:

  • The design is finalized
  • Changes to layout, structure, or visual direction are treated as scope changes
  • Minor non-structural additions (icons, small images, decorative elements) may be accommodated at discretion

Development Revisions & Development Freeze

Development follows approved designs and frozen content.

Development Revisions

  • One (1) consolidated round of feedback
  • Limited to alignment with approved designs and expected behavior

Out-of-Scope Development Changes

  • New features or functionality
  • Logic or flow changes
  • Layout restructuring
These require separate assessment and approval.

Definition of “One Revision”

One (1) revision is defined as:

  • A single, consolidated set of feedback
  • Submitted at one time
  • Implemented in one scheduled revision cycle

Multiple or staggered feedback submissions are treated as additional revisions.