As a document owner, you are responsible for ensuring that your documents are properly named, updated, and accessible to the right people. Your key responsibilities include:

• Adding Document to the Controlled Document Folder in the Drive Share
• Completing the Vitel Health Document Tracker for each document
• Naming documents according to the standardized format.
• Keeping content accurate, up-to-date, and relevant.
• Managing access permissions to ensure the right people have appropriate access.
• Ensuring document security and compliance with company guidelines.

To maintain consistency, all documents must follow this format: [YYYY-MM-DD][Department/Project][Document Type][Description][Version]

Example:

• 2024-02-11_Marketing_CampaignProposal_SpringLaunch_v1.pdf
• 2023-12-05_Finance_Invoice_ABCCompany_Invoice1234.pdf

Naming Guidelines:

• Use YYYY-MM-DD format for dates.
• Include Department or Project Name to identify ownership.
• Use Document Type (e.g., Proposal, Invoice, Policy).
• Provide a brief but clear description.
• End with Version Number (v1, v2, Final, Approved).

• Regularly review and update documents to keep them relevant.
• Archive outdated versions and retain only necessary files.
• Use track changes and versioning where applicable.
• Ensure proper formatting and clarity for readability.

• Set document permissions based on need-to-know access.
• Assign View/Edit roles accordingly:
  • View Only: For reference materials, policies, and final documents.
  • Edit Access: For collaborative working documents.
• Use Google Drive to control access.
• Regularly review and update permissions as needed.

• Store confidential documents in secure, restricted-access folders.
• Follow company guidelines on data privacy and information security.
• Do not share documents outside the organization without proper authorization.

• Every document should be logged in the Document Tracker.
• Update the tracker with:
  • File Name
  • Date Created/Updated
  • Department/Project
  • Document Type
  • Tags for Easy Search
  • Owner (You!)
  • Status (Draft, Approved, Archived)
  • Document Link

✅ Keep file names simple and clear.
✅ Use standard tags for easy searching.
✅ Regularly clean up outdated or unnecessary documents.
✅ Train new team members on the document management process.
✅ Check the Document Tracker before creating a new file to avoid duplicates.

If you have any questions about document ownership, reach out to the VP Operations.