SayPro Documentation

SayPro Research Documentation Protocol

🗂️ 1. File Naming Conventions

Ensure every file follows a consistent structure for easy sorting and tracking:

cssCopyEdit[Department]_[DocumentType]_[Topic]_[MonthYear]_v[VersionNumber]
Example: Research_Report_EconomicImpact_April2025_v1.0

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📦 2. Folder Structure on SayPro Drive/SharePoint

Organize by year, month, and content type:

yamlCopyEditSayPro_Research/
├── 2025/
│   ├── 04_April/
│   │   ├── Reports/
│   │   │   ├── Final_Reports/
│   │   │   ├── Drafts/
│   │   ├── Data/
│   │   │   ├── Raw_Survey_Data/
│   │   │   ├── Cleaned_Data/
│   │   ├── Presentations/
│   │   ├── Communications/
│   │   │   ├── Newsletters/
│   │   │   ├── Social_Media_Content/
│   │   ├── Appendices/

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📑 3. Version Control & Access Logs

• Use v1.0, v1.1, v2.0 to track changes
• Maintain a changelog document per folder indicating:
  • Author
  • Edits made
  • Date modified
• Use SharePoint or Google Workspace permissions to manage editing access

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📚 4. Archiving Guidelines

• Monthly Backup to external drive or cloud vault (e.g., AWS, OneDrive)
• Quarterly review of outdated drafts or duplicated content
• Tag archived folders with: sqlCopyEditARCHIVED_DO_NOT_EDIT_[Year-Month]

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📎 5. Documentation Templates to Use

Document	Template
Monthly Report	SayPro Research Report Template (.docx/.pdf)
Slide Presentations	SayPro Branded PowerPoint (.pptx)
Research Briefs	2-page summary format (.docx/.pdf)
Communications	Newsletter template, infographic design files
Data Logs	Excel/CSV log with metadata and source tracking

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🧾 6. Recordkeeping Tracker (Master Index)

Maintain a master spreadsheet (e.g., Research_Document_Index.xlsx) with:

• Document name & type
• Storage path
• Version
• Author
• Approval date
• Access level
• Linked folder/file

SayPro Documentation & Reporting Compliance Framework

📋 1. SayPro Documentation Compliance Checklist

Every report, communication, and data file should meet the following standards:

Category	Requirement	Status Check
Branding	SayPro logo, colors, and fonts used correctly	✅ / ❌
File Naming	Follows naming convention (e.g. Report_EconImpact_April2025_v1.0)	✅ / ❌
Template Use	Uses official SayPro templates (doc, slide, infographic)	✅ / ❌
Metadata	Title, author, version, date, and description included	✅ / ❌
Version Control	Clearly labeled and updated (e.g. v1.1, v2.0)	✅ / ❌
Source Citations	All data and visuals have referenced sources	✅ / ❌
Language & Tone	Plain language, professional, inclusive	✅ / ❌
Document Footer	Includes SayPro contact details, confidentiality tag	✅ / ❌
Storage Location	Stored in correct SharePoint/Drive folder	✅ / ❌
Approval Sign-Off	Reviewed by manager or head of research	✅ / ❌

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🔄 2. Internal Review Workflow

Implement a 3-step internal workflow to ensure quality and compliance:

1. Drafting Stage – Created using correct template + naming convention
2. Peer Review Stage – Reviewed by a colleague for accuracy and format
3. Approval Stage – Final approval by Research Coordinator/Manager

Use tools like Google Docs suggestions or Microsoft Word track changes to streamline edits.

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🧾 3. Documentation Standards Manual

Create a 5-page internal manual (or update an existing one) covering:

• Templates and formatting rules
• Branding elements and visual standards
• Data privacy and citation policies
• Roles and responsibilities in documentation
• Versioning and archiving protocols

This can be shared during onboarding and reviewed quarterly.

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📌 4. Compliance Monitoring

• Assign a monthly reviewer to audit a sample of 3–5 documents
• Use a tracking sheet to log compliance checks and actions
• Send gentle reminders to teams when non-compliant files are found