SayPro Human Capital Website Management Procedure SayProP553

Document Code: SayProP553
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 03 July 2025
Next Review Date: 03 June 2026

Policy Owner: SayPro Chief Human Capital Officer SayProCHCR

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1. Purpose

This procedure provides guidelines for the effective management, maintenance, and security of SayPro Human Capital websites to ensure accurate, up-to-date information and secure digital presence.

2. Scope

This procedure applies to all SayPro Human Capital Officers, Royal Directors, Deputy Chiefs, web administrators, content creators, and technical support staff involved in website management.

3. Definitions

• Website Management: Activities involving updating, maintaining, securing, and monitoring SayPro’s websites.
• Web Administrator: Officer responsible for technical website maintenance and security.
• Content Creator: Personnel responsible for generating and updating website content.
• Royal Director: Oversees website content compliance and strategic alignment.
• Deputy Chief: Provides executive oversight and resource allocation.

4. Objectives

• To maintain website accuracy, relevance, and professionalism.
• To ensure website security and data protection.
• To facilitate user-friendly navigation and accessibility.
• To comply with applicable legal and regulatory requirements.

5. Procedure

5.1 Website Content Management

• Content Creators must submit content updates through the Content Update Request Form (SayProF553-01).
• The Web Administrator reviews and approves content for technical compatibility and security.
• The Royal Director reviews content for accuracy, relevance, and compliance before publication.
• All published content must reflect SayPro branding guidelines.

5.2 Website Maintenance

• The Web Administrator conducts regular backups and software updates.
• Perform routine checks for broken links, outdated content, and technical issues monthly.
• Address any security vulnerabilities immediately.

5.3 Access Control

• Website access credentials must be managed securely and shared only with authorized personnel.
• Use multi-factor authentication where possible.
• Review access permissions quarterly and revoke as necessary.

5.4 Security Management

• Implement firewall, antivirus, and intrusion detection systems.
• Monitor website traffic for suspicious activities.
• Report and respond promptly to any cyber incidents or breaches.

5.5 User Support and Feedback

• Provide clear contact information for website-related inquiries.
• Collect user feedback via the Website Feedback Form (SayProF553-02).
• Address and resolve reported issues promptly.

5.6 Compliance and Legal

• Ensure website content complies with copyright, data protection, and privacy laws.
• Display required disclaimers, terms of use, and privacy policies.
• Maintain records of content changes and approvals.

6. Roles and Responsibilities

Role	Responsibilities
Web Administrator	Technical maintenance, backups, security management
Content Creators	Generate and submit accurate, compliant content
Royal Director	Review and approve content and compliance
Deputy Chief	Executive oversight and resource support
Human Capital Officers	Report website issues and coordinate content updates

7. Forms and Templates

• Content Update Request Form (SayProF553-01)
• Website Feedback Form (SayProF553-02)
• Access Permission Review Checklist (SayProF553-03)
• Security Incident Report Form (SayProF553-04)

8. Review

This procedure will be reviewed bi-annually or as required due to operational or regulatory changes.

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Approved By:
Neftaly Malatjie
Chief Executive Officer
SayPro