Centralized all company policies and procedures into a single, version-controlled repository with automated ID creation, status updates, and real-time progress tracking via Google Apps Script. Partnered with Communications to build an internal website linking approved documents and created governance processes for document lifecycle management. Reduced retrieval time by 50% and manual management effort by 40%, eliminating compliance risks from outdated versions.
Project Overview
Challenges & Solutions
Challenges
Company policies and procedures were scattered across multiple locations with no centralized repository
No version control, document approval workflow, or standard naming conventions
Multiple outdated or duplicate versions in circulation, leading to compliance risks
No secure process for restricting sensitive documents to top management
No unified access point for employee-facing documents
No tracking mechanism to monitor document review and approval progress
Solutions
Collected all existing policy and procedure documents into a central Google Drive repository
Reviewed documents with authors or identified subject matter experts to confirm final versions
Designed and implemented an approval workflow in Google Process to ensure all documents were reviewed, approved, and locked before publication
Deleted outdated or duplicate documents after obtaining formal approval
Partnered with the Communications department to design and launch an internal company website to serve as a central access point for all employee-facing documents
Established a secure storage and access process for documents intended only for top management
Used Google Apps Script to automate document ID creation, update document status, and send notifications to stakeholders
Created an automated dashboard in Google Sheets to track document progress and approval status in real time
Developed standardized document lifecycle processes for creation, approval, and publishing
Worked with privacy and cybersecurity teams to ensure compliance with data handling and access protocols
Provided the foundation for a private LLM implementation