SayPro Document Organization and Classification System

SayPro Document Organization:
Classification of Documents: Categorize documents related to tenders, proposals, quotations, and bids into specific folders or systems according to predefined categories (e.g., active bids, closed bids, archived proposals)

1. Document Classification and Categorization:

Documents related to tenders, proposals, quotations, and bids will be categorized into several distinct folders or systems, depending on their status and relevance. This categorization will align with predefined categories within SayPro, as per the SayPro Monthly January SCMR-1 guidelines.

Key Categories:

1. Active Bids:
   • This category will contain all documents related to tenders and bids that are currently open and under review.
   • Files here should include:
     • Tender Documents
     • Bid Submission Forms
     • Bidding Details
     • Proposal Drafts
     • Correspondence related to ongoing bids
   • Folder Name Example: Active_Bids_YYYY
2. Closed Bids:
   • Documents that pertain to tenders and bids which have already been completed and no longer require further action.
   • This category will include:
     • Award Notifications
     • Evaluation Reports
     • Bidder Clarifications
     • Final Submission Documents
     • Contract Agreements (if applicable)
   • Folder Name Example: Closed_Bids_YYYY
3. Archived Proposals:
   • A dedicated folder for storing completed and finalized proposals that are no longer active but may be required for future reference.
   • The documents here will include:
     • Final Proposal Documents
     • Historical Bidding Reports
     • Evaluated Proposals
     • Signed Contracts
     • Payment or Delivery Terms
   • Folder Name Example: Archived_Proposals_YYYY
4. Rejected Bids and Proposals:
   • This will store documents related to tenders and proposals that were rejected or did not meet the required criteria.
   • Contents will include:
     • Rejection Letters
     • Bid Evaluation Feedback
     • Correspondence Related to Rejection
   • Folder Name Example: Rejected_Proposals_YYYY
5. Bid Modifications or Addendums:
   • This category will be used for any addendums or modifications to existing bids or proposals.
   • Files to be stored here will include:
     • Addendums to Proposals
     • Bid Modifications
     • Clarifications or Amendments to Tender Documents
   • Folder Name Example: Bid_Modifications_YYYY

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2. Document Management Under SayPro Tenders, Bidding, Quotations, and Proposals Office:

SayPro requires clear management and oversight of tender-related documents across different departments, including those handling marketing royalties and procurement.

Responsibility Allocation:

• SayPro Marketing Royalty SCMR:
  • The Marketing Royalty team is tasked with ensuring all tender-related marketing documents and promotional materials are stored, organized, and archived properly.
  • Documents related to marketing campaigns tied to tenders or quotations, including market research and promotional proposals, will be stored in this subcategory.
  • Folder Name Example: SayPro_Marketing_Royalties_Tenders_YYYY
• SayPro Tenders, Bidding, Quotations, and Proposals Office:
  • This department will be responsible for ensuring all documents related to the official submission of bids and quotations are organized and classified as per the lifecycle of the tender process.
  • Documents in this category will follow the classification outlined above, with additional subcategories like:
    • Preparation: Where documents related to the preparation of proposals or bids are stored.
    • Submission: Final documents that are submitted.
    • Evaluation: Tender evaluation reports, scoring matrices, and feedback.
    • Contract Execution: Signed agreements and contract details.
  • Folder Name Example: SayPro_Tenders_Proposals_YYYY

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3. Document Storage and Retrieval System:

SayPro will utilize an electronic document management system (EDMS) to store and retrieve documents. This system will follow the following guidelines to maintain the integrity and accessibility of all tender-related files:

Folder Structure Example:

• SayPro_Tenders_Proposals_YYYY
  • Active_Bids_YYYY
    • Bid_1 (Folder containing all documents for Bid 1)
    • Bid_2 (Folder for Bid 2)
  • Closed_Bids_YYYY
    • Bid_1_Closed
    • Bid_2_Closed
  • Archived_Proposals_YYYY
    • Proposal_1_Archived
    • Proposal_2_Archived

Each folder must be organized consistently across all files and include metadata such as:

• Tender ID/Proposal ID
• Submission Date
• Status (Active, Closed, Archived, etc.)
• Relevant Department/Team (e.g., Marketing, Procurement)

Document Indexing:

Each document uploaded to the system will be tagged with specific metadata to enhance searchability and retrieval. Relevant tags will include:

• Tender Number
• Bid Status
• Proposal Type (e.g., competitive, negotiated)
• Client Name/Project
• Date of Submission/Deadline

Access Control:

• Only authorized personnel within the procurement, marketing, and tender teams will have access to specific folders based on the document’s confidentiality level.
• Each document will have a history of access logs, which helps ensure accountability and track who viewed, edited, or deleted a document.

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4. Regular Auditing and Maintenance:

To maintain the integrity and functionality of the document management system, SayPro will perform regular audits to ensure all documents are properly classified and stored in the correct folder. This will also help in ensuring compliance with any internal policies or regulations regarding the handling of tender and proposal documents.

• Monthly Review: A review process will be carried out at the end of each month to check that all new tenders, bids, and proposals are correctly filed in the active or appropriate subcategory.
• Archival: Documents that are no longer in active use will be archived according to SayPro’s archival policies.

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5. Integration with Other Business Units:

The document management system will need to integrate smoothly with other units, such as finance, legal, and operations. For instance:

• Finance: They will require access to any bid or contract documents that involve financial transactions.
• Legal: They will need to review and approve any contractual documents or amendments.
• Operations: The operations team will access finalized contract agreements to ensure proper project execution.