SayPro Documentation:

SayPro Maintain records of all reports, research findings, and communications.

SayPro Documentation & Records Management Framework

🎯 Objective:

To maintain a centralized, secure, and searchable repository of all SayPro research outputs and related communications for internal use, reporting, auditing, and strategic planning.

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SayPro What to Document

Document Type	Examples
Research Reports	Monthly economic reports, sector studies, impact briefs
Raw Data & Analysis	Survey results, data sets, analytical code or outputs
Presentations	Internal briefings, stakeholder decks, webinar slides
Executive Summaries	Short briefs shared with leadership or partners
Communications	Press releases, blog posts, newsletters, public statements
Supporting Materials	Methodologies, questionnaires, minutes, email records

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SayPro Storage System Options

Platform/Tool	Use Case
Google Drive / Workspace	Day-to-day cloud file storage & sharing
Notion / Confluence	Research tracking, notes, internal collaboration
SharePoint / OneDrive	Department-level access control & archiving
Airtable / Trello	Metadata tagging, version tracking, workflows
Backup Repositories	External HDD, AWS S3, or encrypted offline backup

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SayPro Organizational Structure

Example folder structure in Google Drive or SharePoint:

markdownCopy code📂 SayPro_Research_Archive
   ┣ 📁 2025
   ┃ ┣ 📁 April
   ┃ ┃ ┣ 📄 Report_Monthly_Economic_Insights.pdf
   ┃ ┃ ┣ 📊 Dashboard_Data_Exports.xlsx
   ┃ ┃ ┣ 📄 Executive_Summary_April.docx
   ┃ ┃ ┣ 📽️ Webinar_Recording_Link.url
   ┃ ┃ ┗ 📄 Social_Posts_Script.txt
   ┗ 📁 Methodologies
       ┣ 📄 Survey_Template.docx
       ┗ 📄 Sampling_Framework.xlsx

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SayPro Best Practices for Documentation

• Version Control: Include version numbers (v1.0, v2.0), author initials, and last modified dates.
• Access Management: Use role-based permissions (e.g., Read-only for staff; Edit for analysts).
• Naming Conventions: Consistent file names like SayPro_Report_Economic_2025-04_v1.2.pdf.
• Backups: Weekly automated cloud backup + quarterly physical or encrypted backups.
• Retention Policy: Maintain all final reports indefinitely; raw data retained per legal requirements (e.g., 5–10 years).

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SayPro Implementation Steps

1. Assign a documentation lead or admin per department
2. Set up central folders with editable permissions
3. Create a metadata sheet/index for searchability
4. Train team on upload, access, and versioning protocols
5. Schedule quarterly audits of documentation health