SayPro Document Management Folder Structure Template

SayPro Templates to Use: Document Management Folder Structure Template:
A template outlining the various categories of documentation and where they should be stored in the system (e.g., active proposals, completed tenders)

SayPro Templates to Use:

1. Document Management Folder Structure Template

To ensure efficient organization and management of documentation, SayPro will adopt a standardized folder structure for storing and organizing all documents related to Tenders, Bidding, Quotations, Proposals, and Royalty agreements. Below is a template outlining the proposed categories and sub-categories to be used within the document management system. The structure ensures all documents are logically grouped and easily accessible for review, approval, and auditing purposes.

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Root Folder: SayPro Document Management

This will be the main root folder where all relevant documentation is stored. Inside this root folder, all documentation will be organized into the following primary categories.

1. Tenders

• Purpose: This category holds all documentation related to tenders, including drafts, submissions, and completed tenders.
• Subfolders:
  • Active Tenders
    Purpose: Holds tenders currently in progress or awaiting submission.
    Example folder names:
    • Tender_[Client Name]_[Tender ID]
    • Tender_[Project Name]_[Tender Date]
  • Completed Tenders
    Purpose: Holds all finalized tender documents that have been completed and submitted.
    Example folder names:
    • Tender_[Client Name]_[Submission Date]
    • Tender_[Project Name]_[Completion Date]
  • Tender Drafts
    Purpose: Stores drafts of tenders that are still under internal review or preparation.
    Example folder names:
    • Tender Draft_[Client Name]_[Date]
  • Tender Templates
    Purpose: Stores standard templates or reference documents used for creating tenders.
    Example folder names:
    • Tender Template_[Category]

2. Bidding

• Purpose: Contains all documentation related to bidding processes including proposals, bid responses, and correspondence.
• Subfolders:
  • Active Bids
    Purpose: Stores bids that are currently in progress or awaiting submission.
    Example folder names:
    • Bid_[Client Name]_[Bid ID]
    • Bid_[Project Name]_[Bid Date]
  • Completed Bids
    Purpose: Holds all finalized bids that have been submitted and are either awarded or rejected.
    Example folder names:
    • Bid_[Client Name]_[Bid Award Date]
    • Bid_[Project Name]_[Completion Date]
  • Bid Proposals
    Purpose: Stores documents related to proposals sent for bidding.
    Example folder names:
    • Proposal_[Client Name]_[Proposal Date]
  • Bid Correspondence
    Purpose: Contains all email communications, letters, or other correspondence related to the bidding process.
    Example folder names:
    • Bid_[Client Name]_[Correspondence Date]

3. Quotations

• Purpose: Stores all documentation related to quotations, including draft, finalized, and approved quotations.
• Subfolders:
  • Active Quotations
    Purpose: Holds quotations that are currently under review or awaiting approval.
    Example folder names:
    • Quotation_[Client Name]_[Quotation Date]
  • Completed Quotations
    Purpose: Stores finalized quotations that have been approved or delivered.
    Example folder names:
    • Quotation_[Client Name]_[Approval Date]
  • Quotation Templates
    Purpose: Stores standard templates for generating quotations.
    Example folder names:
    • Quotation Template_[Category]
  • Quotation Follow-ups
    Purpose: Contains follow-up emails or documents related to the quotations sent to clients.
    Example folder names:
    • Follow-up_[Client Name]_[Follow-up Date]

4. Proposals

• Purpose: This category organizes all proposals submitted by SayPro, including both draft and finalized versions, along with related documents.
• Subfolders:
  • Active Proposals
    Purpose: Stores proposals that are still under preparation or in review stages.
    Example folder names:
    • Proposal_[Client Name]_[Proposal Date]
  • Completed Proposals
    Purpose: Holds finalized proposals that have been submitted and await client feedback or approval.
    Example folder names:
    • Proposal_[Client Name]_[Completion Date]
  • Proposal Drafts
    Purpose: Stores drafts of proposals that are still being developed or internally reviewed.
    Example folder names:
    • Proposal Draft_[Client Name]_[Draft Date]
  • Proposal Templates
    Purpose: Houses reusable templates for proposal preparation.
    Example folder names:
    • Proposal Template_[Category]

5. Marketing and Royalty SCMR

• Purpose: Stores all documents related to SayPro’s marketing activities and royalty agreements under the SCMR process.
• Subfolders:
  • Marketing Proposals
    Purpose: Contains documents related to marketing campaigns and proposals submitted to clients.
    Example folder names:
    • Marketing Proposal_[Campaign Name]_[Client Name]
  • Royalty Agreements
    Purpose: Holds all documents related to royalty agreements, including signed contracts and royalty payment schedules.
    Example folder names:
    • Royalty Agreement_[Client Name]_[Agreement Date]
  • Marketing Campaign Materials
    Purpose: Organizes creative content, strategies, and other documents related to marketing campaigns.
    Example folder names:
    • Marketing Campaign_[Campaign Name]
  • Royalty Audit Reports
    Purpose: Stores any documents related to royalty audits and related financial reports.
    Example folder names:
    • Royalty Audit_[Client Name]_[Audit Date]

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2. Administrative Folder:

To ensure proper tracking and version control, the Administrative folder can be used to store records and reference documents associated with the management of documents.

• Document Logs
  Purpose: Contains logs for all documents created, submitted, or finalized, including metadata such as creation dates, approvers, and version history.
  Example folder names:
  • Document Log_[Tender/Bid/Quotation/Proposal]
• Approval Records
  Purpose: Stores records of all approvals related to tenders, quotations, bids, and proposals, including email chains or signed approvals.
  Example folder names:
  • Approval_[Document Type]_[Client Name]
• Version Control
  Purpose: Organizes the different versions of documents, ensuring that outdated versions are archived and only the latest version remains active.
  Example folder names:
  • Version Control_[Document Type]_[Document ID]

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3. Archived Folder:

Once a document reaches the end of its lifecycle (e.g., finalized, archived, or no longer active), it will be moved to the Archived folder. This folder ensures that documents are still retrievable for reference or audits but are not actively used in day-to-day operations.

• Archived Tenders
• Archived Bids
• Archived Quotations
• Archived Proposals
• Archived Marketing and Royalty

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Template Usage and Guidelines:

• File Naming Convention: Ensure all files within each folder follow a consistent naming convention to make searching easier. For example:
  • Tender_ClientName_TenderID_Date
  • Proposal_ClientName_ProposalDate
  • Bid_ClientName_BidDate
  • Quotation_ClientName_QuotationDate
  • RoyaltyAgreement_ClientName_AgreementDate
• Document Types: For each subfolder, ensure that each document type is standardized. All proposals should follow a specific proposal structure, and each tender should include the required sections such as cover letter, terms and conditions, pricing, and deliverables.
• Access Control: Assign appropriate permissions to each folder depending on the sensitive nature of the documents. For example, access to the Royalty Agreements folder may be limited to specific teams such as finance or legal.
• Version Control: Implement version control to track changes made to documents throughout the review and approval process. This ensures that only the most recent version is considered.

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This folder structure template provides a clear and standardized method of organizing SayPro’s tender, bidding, quotation, proposal, and royalty-related documentation. It supports efficient document management, ensuring that important files are easy to find and remain organized throughout their lifecycle.