SayPro Collect documentation from field teams via SayPro document portal.

Field Documentation Collection via SayPro Document Portal

To maintain organized, timely, and verifiable records of program activities and evaluation evidence, SayPro uses its centralized Document Portal to collect and manage documentation from all field teams.

8.1 Collection Process

• Field Teams upload all required documents directly to the SayPro Document Portal, a secure internal platform accessible to registered staff.
• Submissions include:
  • Completed data collection forms
  • Photographic evidence (with geotags and timestamps)
  • Attendance registers for trainings and community events
  • Signed consent forms and community feedback reports
  • Field trip reports, logistical summaries, and ad hoc observations

8.2 Portal Features

• ✅ Structured Upload Categories: By project, activity type, region, and reporting period.
• ✅ Auto-tagging: Metadata attached to each file for easy retrieval and sorting.
• ✅ Real-time Syncing: Immediate visibility to the Monitoring Office upon upload.
• ✅ Version Control: Ensures only the most recent and validated documentation is used for reporting.
• ✅ Secure Access Levels: Role-based permissions ensure appropriate access across SayPro teams.

8.3 Oversight and Verification

• The SayPro Monitoring and Evaluation Monitoring Office reviews incoming uploads daily for completeness and compliance.
• Non-compliance alerts are automatically triggered if required documents are not submitted within designated timeframes.
• Monthly verification logs are maintained to track documentation integrity across all regions.