SayPro Ensure all documentation is stored and accessible via the SayPro website

SayPro Documentation Storage and Accessibility Plan

Prepared by: SayPro Monitoring and Evaluation Monitoring Office
Division: SayPro Monitoring, Evaluation, and Learning Royalty
Objective: Implement a secure, organized, and user-friendly system on the SayPro website to store and provide access to all relevant documentation.

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🎯 Key Objectives

• Centralize storage of SayPro documentation in a digital repository
• Ensure easy and controlled access for internal and external stakeholders
• Maintain up-to-date, well-organized, and searchable document archives
• Protect sensitive data with appropriate security measures

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1️⃣ Categorize Documentation Types

Category	Examples
Financial Reports	Monthly revenue reports, audits, budgets
Program Documentation	Project plans, monitoring reports, impact assessments
Policies and Procedures	Organizational policies, data protection guidelines
Training Materials	Manuals, presentations, recorded sessions
Contracts and Agreements	Partnership MOUs, grant agreements
Communications	Newsletters, press releases, event summaries

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2️⃣ Develop Website Document Management Structure

Step	Description	Responsible Unit
Design intuitive navigation menus	Group documents by category, date, and relevance	IT & Communications
Implement document tagging and metadata	Enable keyword search and filtering	IT Team
Set up user access levels	Public documents, restricted internal access, confidential files	IT & Compliance Teams

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3️⃣ Upload and Organize Existing Documentation

Step	Description	Responsible Unit
Collect all current documents	Gather files from departments, finance, programs	M&E and Admin Teams
Format documents for web upload	Ensure files are PDF or web-friendly formats	Admin & IT Teams
Upload documents to website	Follow established folder structures and naming conventions	IT Team
Verify upload completeness and accuracy	Cross-check uploaded documents against source lists	M&E and Admin Teams

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4️⃣ Establish Ongoing Documentation Management Protocols

Step	Description	Responsible Unit
Define document submission procedures	Standardize how new documents are submitted and approved for upload	All Departments
Schedule regular updates and audits	Review document relevance and remove/archive outdated files	M&E and IT Teams
Backup and disaster recovery plans	Ensure copies of documents are safely stored and retrievable	IT Department

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5️⃣ Provide Training and Support

Step	Description	Responsible Unit
Train staff on document management policies	How to upload, categorize, and maintain documents	M&E and HR Teams
Offer user guides and FAQs on website	Help users find and access documents easily	Communications Team
Maintain helpdesk support	Assist with technical or access issues	IT Support

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✅ Expected Benefits

• Streamlined access to critical organizational documents
• Enhanced transparency and stakeholder trust
• Improved efficiency in information sharing and compliance
• Secure storage reducing risk of data loss or unauthorized access