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

  • Each file should contain only one policy or procedure. 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 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 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:
      • Right click on the folder
      • Click Send to
      • Click Compressed (zipped) folder
      • 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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