Managing Documents

Document Management

Each partner profile includes a dedicated section for storing important documents related to your partnership.

Types of Documents

Common partnership documents include:

• MOU (Memorandum of Understanding): Formal partnership agreements
• Contracts: Legal agreements and terms
• Licenses: Operating licenses and certifications
• Insurance: Proof of liability coverage
• Tax Documents: 501(c)(3) status or tax exemption forms
• Other: Any additional relevant documents

Adding Documents

Uploading Files

1. Go to the partner's profile page
2. Find the "Documents" section
3. Click "Upload Document"
4. Select the file from your computer
5. Choose the document type from the dropdown
6. Add a description if needed
7. Click "Upload"

Supported File Types

You can upload:

• PDF documents
• Images (JPG, PNG)
• Word documents
• Excel spreadsheets

File Size Limits

• Maximum file size: 10MB per document
• No limit on number of documents per partner

Viewing Documents

Document List

The documents section shows:

• Document name
• Type category
• Upload date
• File size
• Uploader name

Opening Documents

To view a document:

1. Click on the document name
2. It will open in a new browser tab
3. You can download or print from there

Organizing Documents

Document Categories

Organize documents by type:

• Keep agreements together
• Group certifications
• Maintain chronological records
• Separate active from expired documents

Naming Conventions

Use clear file names:

• Include dates for time-sensitive documents
• Add version numbers for updates
• Use descriptive names
• Avoid special characters

Document Security

Access Control

• Only authorized users can upload documents
• All team members can view documents
• Admin permission required to delete

Privacy Considerations

• Store only partnership-related documents
• Avoid uploading sensitive personal information
• Keep financial details secure
• Follow your organization's privacy policy

Best Practices

Regular Updates

• Review documents quarterly
• Update expired certifications
• Archive outdated agreements
• Remove obsolete files

Essential Documents

Always maintain current copies of:

• Partnership agreements
• Insurance certificates
• Contact information sheets
• Transfer protocols
• Emergency procedures

Organization Tips

• Create a document checklist
• Set renewal reminders
• Keep local backups
• Note expiration dates

Document Retention

Active Documents

Keep readily accessible:

• Current agreements
• Valid licenses
• Active insurance policies
• Recent correspondence

Historical Records

Archive but retain:

• Previous agreements
• Completed transfer records
• Past certifications
• Historical correspondence

Deletion Policy

Before removing documents:

• Check retention requirements
• Verify no longer needed
• Ensure proper backups exist
• Confirm with management