SayPro Research Archiving Protocol

Task: Maintain Documentation and Archive Research Findings

Unit Responsible: SayPro Economic Impact Studies Research Office
Oversight: SayPro Research Royalty
Applies to: SCRR-21 and all SayPro Market Fit Research Projects

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1. 🎯 Objective

To ensure that all research outputs—data, reports, notes, surveys, analysis tools, and correspondence—are properly documented, version-controlled, and securely stored in SayPro’s centralized digital ecosystem for institutional memory, compliance, and future re-use.

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2. 📑 What to Document and Archive

Document Type	Examples	File Naming Convention
Research Frameworks	Logic models, theories of change, research questions	BMA0625_Framework_ResearchPlan_v1
Survey Instruments	Drafts, translations, pilot versions, final deployed surveys	Survey_MarketFit_Client_June25_vFinal
Raw Data Sets	Survey exports, interview transcripts, usage logs	Data_ClientSurvey_June25.xlsx
Analysis Files	Thematic codebooks, pivot tables, charts, sentiment analyses	Analysis_ROIInsights_Q2.xlsx
Final Reports & Memos	Monthly reports, executive summaries, stakeholder briefs	SCRR21_Report_MarketFit_June2025.pdf
Meeting Notes & Correspondence	Notes from team meetings, emails with stakeholders	MeetingNotes_ImpactTeam_2025-06-12
Appendices & Visual Aids	Charts, infographics, maps, dashboards screenshots	Appendix_DashboardEngagement_Q2.png

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3. 🗃️ Archival Process in SayPro Digital Ecosystem

A. Digital Platforms to Use

Platform	Purpose	Access Level
SayPro SharePoint	Master repository for all internal research assets	Restricted to SayPro Research
SayPro Archive Hub	Public-facing summaries, approved for external use	Read-only for wider SayPro teams
SayPro CRM	Store related client feedback and field notes	Linked to client engagement logs

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B. Version Control Practices

• All documents should include version history (v1, v1.1, vFinal) in file names.
• Final versions must include author initials and approval date in metadata.
• For collaborative docs, use “Track Changes” or comments to record revisions.

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C. Uploading Workflow

1. Prepare Files
   • Ensure accurate formatting, naming, and metadata (date, author, project code).
   • Convert draft reports to PDF for archiving (keep editable copy in Word/Excel too).
2. Upload to SharePoint
   • Create folder: 2025 > Market Fit > SCRR-21 > [Document Type]
   • Upload files in appropriate subfolders.
3. Update Research Tracker
   • Log document name, author, date uploaded, version, and summary in SayPro’s Research Archive Log.
4. Notify Team
   • Send automated update to research lead and collaborating units confirming upload.

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4. 🔒 Data Security & Ethical Compliance

• All archived materials must adhere to SayPro’s Data Protection & Ethics Policy.
• Raw data files containing PII (personally identifiable information) must be:
  • Encrypted
  • Stored in restricted-access folders
  • Retained only for the approved retention period (typically 3–5 years)

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5. 🛠️ Tools & Templates to Support This Task

Template Name	Use Case
SayPro Research Archive Log Sheet (Excel)	Track all document uploads and metadata
SayPro Document Version Control Template	Log version history and author signatures
SayPro Digital Filing Checklist (PDF)	Ensure consistent and complete archiving

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6. ✅ Weekly Maintenance Routine

Task	Frequency	Owner
Upload new or revised files	Daily/as needed	Assigned Research Officer
Audit file names and structure	Weekly	Documentation Coordinator
Review archive log completeness	Weekly	Project Lead
Back up critical datasets	Bi-weekly	IT/Knowledge Management

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7. 📌 Final Notes

Maintaining a complete and accessible research archive ensures:

• Compliance with donor and policy expectations
• Continuity of institutional knowledge
• Ease of referencing for future research cycles
• Better collaboration across SayPro departments and regions

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