Managed Documents

The Managed Documents site is a centralised repository for approved, high-level documents that govern company operations. It is designed to store policies, procedures, workflows, and forms in an organised manner to ensure compliance and accessibility.

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Overview

Managed Documents is categorised into five main folders:

• Policies: Governing rules and standards.
• Procedures: Step-by-step instructions for tasks.
• Processes: High-level workflows and systems overviews.
• Forms: Standardised templates for operational use.
• Standards & Guidelines: External standards and internal practices.

These folders ensure that employees can find and access official documents efficiently.

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Folder Structure

Here’s the folder hierarchy for Managed Documents:

• DirectoryPolicies/

  • DirectoryHR_Policies/

    • …
  • DirectoryIT_Policies/

    • …
  • DirectoryCompliance_Policies/

    • …
• DirectoryProcedures/

  • Expense_Approval_Procedure.docx
  • Leave_Request_Process.pdf
• DirectoryProcesses/

  • Procurement_Process_Map.pdf
  • Inventory_Management_Process.xlsx
• DirectoryForms/

  • Leave_Request_Form_v2.0.docx
  • Supplier_Application_Form_v1.0.pdf
• DirectoryStandards-and-Guidelines/

  • ISO9001_Guidelines.pdf
  • Employee_Conduct_Guidelines.docx

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Folder Descriptions

Policies

This folder contains approved documents outlining company rules and standards.

Subfolders:

• HR_Policies: Employee-related policies, including contracts and workplace behavior.
• IT_Policies: Policies regarding system usage, security, and compliance.
• Compliance_Policies: Regulatory documents ensuring legal and ISO compliance.

Examples:

• HR_Policy_WorkplaceConduct_v1.0_2025.pdf
• IT_SecurityPolicy_v2.3.pdf
• Compliance_EqualOpportunities_v1.1_2025.pdf

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Procedures

This folder provides step-by-step guides for operational tasks.

Examples:

• Expense_Approval_Procedure_v1.1.docx: Steps for approving employee expenses.
• Onboarding_Process_v1.0.docx: Guide for onboarding new hires.

Use Cases:

• Training new employees.
• Standardising repetitive tasks.

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Processes

Contains high-level overviews of workflows to ensure smooth operations.

Examples:

• Procurement_Process_Map_v2.0.pdf: A diagram outlining the procurement workflow.
• Inventory_Management_Process_v1.1.xlsx: Steps for managing inventory.

Use Cases:

• Optimising workflows.
• Training and compliance audits.

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Rovtech Forms

A repository of standardised forms for employees and external stakeholders.

Examples:

• Leave_Request_Form_v2.0.docx: Standard form for leave requests.
• Supplier_Application_Form_v1.0.pdf: Template for new supplier applications.

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Standards & Guidelines

Documents defining external and internal standards for company operations.

Examples:

• ISO9001_Standard_Guidelines_v3.1.pdf: Guidelines for ISO9001 compliance.
• Employee_Conduct_Guidelines_v1.2.docx: Best practices for workplace behavior.

Use Cases:

• Compliance with industry standards.
• Training and policy enforcement.

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Naming Conventions

To ensure consistency and searchability, use the following naming format: [DocumentType]_[Subject]_v[Version]_[Year].[Extension]

Examples:

• Policy_HR_EqualOpportunities_v1.0_2025.pdf
• Procedure_ExpenseApproval_v1.1_2025.docx
• Process_ProcurementMap_v2.0_2025.pdf

Components of the Naming Convention:

1. DocumentType: Specifies the type (e.g., Policy, Procedure, Form).
2. Subject: A brief descriptor of the document.
3. Version: Tracks updates to the document.
4. Year: Indicates the document’s applicability year.

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Best Practices

1. Regular Updates: Review and update documents annually to ensure they remain current.
2. Version Control: Always increment the version number when modifying documents.
3. Metadata: Leverage SharePoint metadata tagging for better searchability.

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Frequently Asked Questions

Why is Managed Documents separate from other files?

Managed Documents contains only approved, finalised documents. Separating them ensures integrity and avoids clutter from drafts or redundant files.

How often should these files be updated?

Policies and procedures should be reviewed annually or as regulations change.