SayPro Archive materials in SayPro’s digital content hub

SayPro Archiving Protocol – Digital Content Hub

Department: SayPro Monitoring, Evaluation and Learning (MEL) Office
Applies to: Reports, templates, dashboards, newsletters, datasets, event materials, visual media, case studies, evaluations.

---

✅ Step 1: Finalize and Approve Materials

Before archiving, verify:

• ✅ Final version (no “draft” labels or tracked changes)
• ✅ Internal approval completed (from MEL lead or relevant team head)
• ✅ Clear naming convention (see below)
• ✅ Metadata prepared (title, description, tags, author, date, version)

Naming Convention Example:

cssCopyEdit[Category]_[Region]_[Title]_[MonthYear]_v[version]
e.g., Report_Gauteng_YouthTrainingEvaluation_May2025_v1.pdf

---

📁 Step 2: Assign Archive Folder Structure

Store materials under a clear folder structure inside the SayPro Digital Content Hub (e.g., SharePoint, Google Drive, Box, or custom CMS).

Recommended Folder Paths:

swiftCopyEdit/SayPro_DigitalHub/MEL/Newsletters/2025/June
/SayPro_DigitalHub/MEL/Reports/2025/Youth_Skills
/SayPro_DigitalHub/MEL/Templates/Updated_Guidelines
/SayPro_DigitalHub/MEL/Case_Studies/Limpopo_WASH
/SayPro_DigitalHub/MEL/Webinar_Materials/Erasmus_Entrepreneurship_May2025

---

🏷️ Step 3: Tag and Describe Files for Searchability

Use document properties or metadata fields (where supported):

• Title: June 2025 MEL Newsletter
• Tags: #Newsletter, #Youth, #Erasmus, #Monitoring
• Version: v1.0
• Owner: MEL Office – saypro.org
• Access Level: Internal / Public / Restricted
• Upload Date: 24 June 2025
• Description: Monthly newsletter covering M&E activities, case studies, and upcoming events.

---

📤 Step 4: Upload and Backup

Upload to:

• ✅ SayPro Digital Hub (primary location)
• ✅ Backup repository (e.g., MEL Office external drive or internal mirror server)
• ✅ If applicable, publish a public-facing copy on saypro.org

Optional:

• Include links in team knowledge portals (e.g., Notion, Confluence, or internal dashboards)

---

🕓 Step 5: Schedule Periodic Archiving

Establish a regular cycle:

• Monthly: Newsletters, dashboards, updated data templates
• Quarterly: Learning briefs, case studies, field evaluation reports
• Annually: Program evaluation summaries, MEL frameworks, toolkits

Set ownership:

• Archive Owner: MEL Assistant or Documentation Officer
• Reviewed by: MEL Manager or Head of MEL Royalty

---

🧾 Example Archived Materials for June 2025

Material Title	Archive Path
June 2025 MEL Newsletter	/MEL/Newsletters/2025/June
Erasmus+ Webinar Materials	/MEL/Webinar_Materials/Erasmus_Entrepreneurship_May2025
Access Control Monitoring Sheet (Template)	/MEL/Templates/AccessControl
Limpopo Water Project Case Study	/MEL/Case_Studies/Limpopo_WASH
M&E Internal Interview Summary Report	/MEL/Reports/Internal_MEL_Team_Insights_May2025