I would like your help with understanding the following subject:
A change request is processed in a change control tool. Each change request has a number. If a proposed change is accepted, a schedule is created for making the change.
When it is necessary to store the configuration items modified in the configuration system, we have the option of describing what we have done. We record the implemented changes and the reasons for the changes, however we don't track the change request number.
Will the lack of tracing the change request number create a weakness in the Configuration Management Process Area? Is just recording the historical information about the changes in the comments and using the change control tool sufficient?
How important to your projects and business is it to track the change request number? Have you encountered issues with change control on the projects because you have not maintained this information? Recording and tracking the change request number is a very easy thing to do and I am wondering why you haven’t done that.
What also concerns me is that you imply that recording a description of the change made to a baselined item may be optional. If this is true, then it is then possible for someone to decide not to record this information. Recording the information should be mandatory.
Not tracing the change request number and the possibility of not recording a description of the change sound like high risk items that can cause you difficulties in the future. As a risk mitigation, I would record all change numbers and require that all changes made are clearly described in the event that someone else in the future needs to understand the nature and reasons for the change.
And since you are using a tool, which I assume is an off-the-shelf product, you may in fact be tracing the change request number and not even realize it. But from an appraisal point of view, it sounds like you might have most of Configuration Management covered and the problem you are asking about might be viewed by the appraisal team as a weakness. But is it a Goal breaking weakness? This a question that must be answered by the appraisal team.