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SayPro Human Capital Video Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP512

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Written by

Neftaly Malatjie

in

SayPro Human Capital Video Management Policies, Procedures, Processes, Templates, Documents, and Forms

Document Code: SayProP512
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 8 January 2025
Next Review Date: 30 June, 6 months from today or whenever needed

1. Policy Overview

The SayPro Video Management Policy establishes guidelines for creating, storing, distributing, and managing video content related to SayPro’s operations, training, marketing, and corporate communications. This ensures consistency, brand integrity, security, and compliance with legal and ethical standards.

2. Objectives

  • To standardize the creation, editing, and distribution of SayPro videos.
  • To protect SayPro’s intellectual property and maintain brand identity.
  • To ensure video content aligns with SayPro’s mission, values, and objectives.
  • To regulate access, storage, and sharing of video materials.
  • To comply with data protection and copyright regulations.

3. Scope

This policy applies to:

  • All SayPro employees, departments, and business units.
  • All video content, including promotional videos, training materials, event recordings, and internal communications.
  • Third-party vendors, contractors, and partners creating video content for SayPro.

4. Key Video Management Guidelines

4.1 Video Content Creation

  • All videos must be aligned with SayPro’s branding and messaging guidelines.
  • The Video Production Request Form (SayProF512-01) must be completed before any video production begins. This may be overridden by SayPro Events
  • All video scripts must be reviewed and approved before filming. This applies to acting. For SayPro speeches the speeches must be written first prior to presentation

4.2 Video Editing and Approval

  • SayPro’s Video Production Team ensures professional editing and quality control.
  • Videos must meet SayPro’s branding, technical, and content standards.
  • The Video Approval Checklist (SayProF512-02) must be completed before public release. Use SayPro Questions Group for Approval and do follow up for the approval to be done

4.3 Video Storage and Access Management

  • All videos must be stored on SayPro’s secure cloud storage and labeled according to SayPro’s naming conventions. The videos can be sent to + 27 84 313 7407. The videos will be auto stored and you can request urgent movement to the videos folder for the SayPro Chief Marketing Officer Videos Specialist or Officer.
  • All SayPro videos are to be uploaded by SayPro Chief Marketing Officer Video Office for consistency, storage and knowledge Management. Hence SayPro suggest that the videos must be sent to + 27 84 313 7407 for auto backup and saving.
  • Restricted access applies to sensitive or confidential videos.
  • Video access requests must be submitted using the Video Access Request Form (SayProF512-03). The request can be made to Neftaly Malatjie through SayPro Chairperson for access

4.4 Video Distribution and Publishing

  • SayPro videos must only be shared on official platforms, including SayPro’s website, YouTube channel, and social media.
  • Unauthorized sharing or modification of SayPro videos is strictly prohibited.
  • The Video Release Form (SayProF512-04) is required for videos featuring third-party individuals or organizations.

4.5 Video Security and Copyright Compliance

  • All videos must comply with copyright and intellectual property laws.
  • Proper attribution must be given for third-party content used in SayPro videos.
  • Unauthorized copying, modification, or redistribution of SayPro videos is prohibited.
  • videos must not have music from celebrities as this will be affect the rights and usage of SayPro videos.
  • use music that is copyright free.

4.6 Video Archiving and Retention

  • Videos must be archived for a minimum of five years unless otherwise specified.
  • Outdated or obsolete videos must be reviewed before deletion using the Video Archiving Request Form (SayProF512-05).

5. Procedures and Processes

5.1 Video Creation and Approval Process

  1. Complete the Video Production Request Form (SayProF512-01).
  2. Obtain approval from the SayPro Marketing or Communications team.
  3. Develop the video script and storyboard.
  4. Film and edit the video, ensuring SayPro branding compliance.
  5. Complete the Video Approval Checklist (SayProF512-02).
  6. Secure final approval before distribution.

5.2 Video Storage and Access Management

  1. Store all videos in SayPro’s official cloud storage.
  2. Ensure proper labeling and categorization of videos.
  3. Submit the Video Access Request Form (SayProF512-03) for restricted content.

5.3 Video Distribution Process

  1. Submit the Video Release Form (SayProF512-04) before public publishing.
  2. Share approved videos on SayPro’s website, YouTube, and social media.
  3. Track video engagement and performance using SayPro’s analytics tools.

5.4 Video Archiving and Retention

  1. Review old video content every 12 months.
  2. Submit the Video Archiving Request Form (SayProF512-05) for deletion or retention.

6. Roles and Responsibilities

  • SayPro Marketing Team:
    • Oversees video production, branding, and distribution.
    • Ensures all videos meet SayPro’s quality standards.
  • SayPro IT Department:
    • Manages secure storage and access to video files.
    • Ensures cybersecurity measures are in place.
  • SayPro Legal and Compliance Team:
    • Reviews copyright and intellectual property compliance.
    • Approves video releases involving third-party content.
  • Employees and Content Creators:
    • Follow SayPro’s video management guidelines.
    • Obtain proper approvals before publishing any video content.

7. Templates and Documents

  • Video Production Request Form (SayProF512-01)
  • Video Approval Checklist (SayProF512-02)
  • Video Access Request Form (SayProF512-03)
  • Video Release Form (SayProF512-04)
  • Video Archiving Request Form (SayProF512-05)

8. Compliance and Review

  • Non-compliance with this policy may result in disciplinary action.
  • This policy will be reviewed every six months to ensure alignment with SayPro’s strategic goals and industry best practices.

9. FAQs

Q1: Who can create and publish videos for SayPro?

A: Only authorized SayPro employees, marketing officials, and approved external vendors can create and publish videos.

Q2: Where should SayPro videos be stored?

A: Videos should be stored on SayPro’s secure cloud storage with proper access restrictions.

Q3: Can SayPro employees share company videos on personal social media?

A: Employees must obtain approval before sharing company videos on personal social media accounts.

Q4: What happens if a video is found to be non-compliant?

A: Non-compliant videos may be removed, and corrective action may be taken against responsible parties.

Q5: How can employees request access to restricted videos?

A: Employees must submit a Video Access Request Form (SayProF512-03) for approval.

Approved By:
Neftaly Malatjie
Chief Executive Officer

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