Logged the day it arrives, acknowledged within two working days, owned by a named person, reviewed against dated sources. The procedure is short because the hard part is following it when the member is upset.
The simplest way to stop people quoting an old rate is to delete the old sheet. We do the opposite: keep it, mark it superseded, and restrict who can open it. Here is why the audit trail wins.
No. A quote is a sentence about a document. An approval is a decision about a member. Keeping them apart is the simplest piece of compliance we do, and the one most often blurred in a friendly conversation.