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Document Naming and Delivery Guidelines

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One phase of the implementation process requires delivery of policies, procedures, or documents to PolicyStat. 

The following guidelines will help ensure a quick and efficient hand-off of documents and require minimal follow-up by our Client Services staff.

 

DOCUMENTS FOR UPLOAD

Policy and procedure documents for upload should be Microsoft Word (.doc or .docx) format.



Files such as addendums, spreadsheets, forms, presentations, or other items can be added as attachments or saved as “stub” policies.

For documents saved in PDF format, consult your Site Administrator or PolicyStat Implementation Consultant for more information.



Each document for upload should:

  • Be the latest version without mark-ups or edits.
  • Contain only one policy or procedure.
    NOTE: Please do not combine multiple policies or procedures into one file.

 

ATTACHMENTS FOR UPLOAD

Attachments must be saved as separate files with distinct file names.

  • Suggested format: “attach-name of the parent document.
    • e.g., attach-Discharge Instructions

PolicyStat Client Services will update the attachment during the conversion process to a descriptive name matching the attachment title.

Attachments must be included in the same zipped file as their respective parent document.

The PolicyStat Site Administrator should attach the files using the same format as it was received (e.g, .doc, .pdf, .xls, etc.)

FILE ORGANIZATION/ZIPPING

Organize documents and attachments with similar category names. “Categories” refers to similar groupings like area, policy area, department, document owner, etc.

Convert folders with documents for upload to zip files prior to providing to the PolicyStat Site Administrator.

To convert a folder to a zip file:

  1. Right-click on the folder
  2. Click Send to
  3. Click Compressed (zipped) folder
  4. For more detailed directions, see this article

If installed, the zip function may be represented by another compression program like WinZip, 7-zip, etc.

PolicyStat accepts the following compressed (.zip) file types:

  • .zip, .tar, .gzip, .rar

As a general guideline, zipped folders should be 10 MB or less. Larger zip file sizes may result in failed uploads that will require breaking files out to smaller folder sizes

Do not include documents in the zipped files if they should not be imported to PolicyStat - (e.g. policy cover pages, policy indexes, templates, etc.)

 

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This article applies to the following user roles:

owner.png aeditor.png amanager.png siteAdmin.png

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