Archives

This page notes archives for company materials and the people on the team who can be contacted for access.

E-sign Archive

All e-signed documents from Feb 1, 2019 onward should be filed in the folder 2019_data_room_CONFIDENTIAL.

File Archive Naming Convention

  • All files should be renamed [FINAL_SIGNATURE_DATE]_[ENTITY_NAME]_[AGREEMENT_TYPE] all in lowercase with underscores for spaces ([FINAL_SIGNATURE_DATE] format is yyyymmdd)
  • All files should be filed in TRIPLICATE by date, entity and agreement type
    • by_date - Add file to this folder and it should auto-organize based on date pre-fix of file name.
    • by_entity - Add file to [ENTITY_NAME] folder, or create a new folder if one doesn’t exist.
    • by_type - Add file to existing folder with [AGREEMENT_TYPE]

Example:

For a vendor agreement signed on January 22, 2019 with ABC Company, Inc.:

  1. Name the file 20190122_abc_company_inc_vendor_agreement
  2. Copy and paste it three places in the archive:
  • by_date/20190122_abc_company_inc_vendor_agreement
  • by_entity/abc_company_inc/20190122_abc_company_inc_vendor_agreement
  • by_type/vendor_agreement/20190122_abc_company_inc_vendor_agreement

The purpose of this system is to optimize for the following:

  1. Fast look-up - By providing three of the most common ways to find files, in addition to search.
  2. Resiliency - Using folders instead of tags allows us to switch file storage systems without losing data.
  3. Security - Folder structure provides appropriate permissions for the right people to store and access documents.

Permissions

Overall Archive

  • by_date
    • UPLOADER: HR Admin // Upload to archive only, no view permissions
    • VIEWER UPLOADER: Finance Admin // Upload, download and view permissions, no delete
    • EDITOR - VP Finance // Full permissions including delete
  • by_entity
    • UPLOADER: HR Admin // Upload to archive only, no view permissions
    • VIEWER UPLOADER: Finance Admin // Upload, download and view permissions, no delete
    • EDITOR - VP Finance // Full permissions including delete
  • by_type/
    • VIEWER UPLOADER: Finance Admin // Upload, download and view permissions, no delete
    • EDITOR - VP Finance // Full permissions including delete

Agreements by Type

  • by_type/staff_agreements // FTE, consultant and vendor agreements
    • VIEWER UPLOADER: Finance Admin and HR Admin // Upload, download and view permissions, no delete
    • EDITOR - VP Finance // Full permissions including delete
  • by_type/commission_agreements // Commission Agreements
    • VIEWER UPLOADER: Finance Admin, HR Admin, Sales Ops Admin // Upload, download and view permissions, no delete
    • EDITOR - VP Finance // Full permissions including delete
  • by_type/partner_agreements // Reseller, Co-Seller and Professional Services Agreements
    • VIEWER UPLOADER: Finance Admin, Sales Ops Admin // Upload, download and view permissions, no delete
    • EDITOR - VP Finance // Full permissions including delete
  • by_type/customer_agreements // Customer Agreements
    • VIEWER UPLOADER: Finance Admin, Sales Ops Admin // Upload, download and view permissions, no delete
    • EDITOR - VP Finance // Full permissions including delete