Comprehensive Documentation Storage System for GIEM

1. Recommended Physical Storage Structure

Central Document Control Center:

GIEM Documentation Center/
├── 00_MASTER_INDEX/
│ ├── Document Control Register.xlsx
│ ├── File Location Index.xlsx
│ └── Retention Policy Schedule.pdf
├── 01_LEGAL_COMPLIANCE/
│ ├── 01_Registration_Certificates/
│ ├── 02_Government_Approvals/
│ ├── 03_Policies_Procedures/
│ └── 04_Compliance_Tracker/
├── 02_ACADEMIC/
│ ├── 01_Curriculum/
│ ├── 02_Course_Materials/
│ ├── 03_Student_Records/
│ └── 04_Assessment/
├── 03_FACULTY_STAFF/
│ ├── 01_Appointments/
│ ├── 02_Qualifications/
│ ├── 03_Performance/
│ └── 04_Payroll/
├── 04_STUDENT_AFFAIRS/
│ ├── 01_Admissions/
│ ├── 02_Attendance/
│ ├── 03_Assessments/
│ └── 04_Certifications/
├── 05_INFRASTRUCTURE/
│ ├── 01_Property_Documents/
│ ├── 02_Equipment_Inventory/
│ ├── 03_Maintenance_Records/
│ └── 04_Safety_Security/
├── 06_FINANCIAL/
│ ├── 01_Fee_Structure/
│ ├── 02_Accounting/
│ ├── 03_Budgets/
│ └── 04_Audit/
├── 07_MARKETING/
│ ├── 01_Branding/
│ ├── 02_Collateral/
│ ├── 03_Advertising/
│ └── 04_Partnerships/
├── 08_OPERATIONS/
│ ├── 01_SOPs/
│ ├── 02_Administrative/
│ ├── 03_Academic_Ops/
│ └── 04_Technology/
├── 09_QUALITY_ASSURANCE/
│ ├── 01_IQAC/
│ ├── 02_Feedback/
│ ├── 03_Audits/
│ └── 04_Improvements/
├── 10_NSDC_AFFILIATION/
│ ├── 01_Application/
│ ├── 02_Communication/
│ ├── 03_Reports/
│ └── 04_Renewals/
├── 11_RISK_MANAGEMENT/
│ ├── 01_Risk_Register/
│ ├── 02_Insurance/
│ ├── 03_BCP/
│ └── 04_Incident_Reports/
└── 12_STRATEGIC_PLANS/
├── 01_Business_Plans/
├── 02_Expansion/
├── 03_Reports/
└── 04_Research/

2. Physical Storage Implementation Guide

A. Color-Coded Filing System:

text

• Legal - RED folders
• Academic - BLUE folders
• Financial - GREEN folders
• Student - YELLOW folders
• HR - ORANGE folders
• Operations - PURPLE folders

B. File Naming Convention:

text

Format: YYYYMMDD_DocumentType_Description_Version.pdf
Example: 20251015_Student_AdmissionForm_Batch1_v2.pdf

C. Document Control Process:

1. Document Receipt Register – Log all incoming documents
2. File Movement Register – Track borrowed files
3. Version Control Sheet – Maintain document versions
4. Access Control List – Define who can access what

3. Digital Storage – Google Workspace Recommendation

YES, I strongly recommend Google Workspace for these reasons:

Advantages:

• Real-time collaboration
• Automatic version history
• Cloud backup and accessibility
• Secure sharing controls
• Cost-effective for small teams
• Mobile accessibility

Google Workspace Folder Structure:

text

GIEM_Google_Drive/
├── 🔒 ADMINISTRATION/
│   ├── Legal & Compliance/
│   ├── Financial Records/
│   └── Policies/
├── 📚 ACADEMICS/
│   ├── Curriculum/
│   ├── Course Materials/
│   ├── Student Records/
│   └── Assessments/
├── 👥 HUMAN RESOURCES/
│   ├── Faculty Records/
│   ├── Staff Documents/
│   └── Recruitment/
├── 🎯 MARKETING/
│   ├── Brand Assets/
│   ├── Campaigns/
│   └── Partnerships/
├── 🔧 OPERATIONS/
│   ├── SOPs/
│   ├── Reports/
│   └── Maintenance/
└── 📊 STRATEGIC/
    ├── Business Plans/
    ├── Quality Assurance/
    └── Growth Plans/

4. Implementation Plan – Phase-wise Approach

Phase 1: Foundation Setup (Week 1)

text

1. Create Google Workspace account
2. Set up main folder structure
3. Design document templates
4. Create naming convention guide
5. Set up access permissions

Phase 2: Document Migration (Week 2-3)

text

1. Digitize essential documents first
2. Create master index spreadsheet
3. Train staff on filing system
4. Set up backup procedures
5. Establish review cycles

Phase 3: Ongoing Management (Week 4+)

text

1. Daily document processing
2. Weekly quality checks
3. Monthly backup verification
4. Quarterly system review

5. Hybrid Approach Recommendation

Physical + Digital Combination:

text

PHYSICAL (File Cabinets)                     DIGITAL (Google Drive)
─────────────────────────────────────────────────────────────────
• Original signed documents           • Scanned copies of everything
• Legal certificates                  • Working documents
• Financial receipts                  • Collaborative files
• Student original forms              • Templates and forms
• Asset purchase bills                • Reports and analytics

Document Flow Process:

1. Receive → Physical document arrives
2. Log → Enter in receipt register
3. Scan → Create digital copy
4. File → Store physical in color-coded folder
5. Upload → Save digital copy in Google Drive
6. Index → Update master index

6. Access Control Matrix

Google Drive Sharing Settings:

text

Folder                 Access Level           Users
──────────────────────────────────────────────────────────────
Legal & Compliance     View Only              All Staff
                       Edit                   Directors, Admin Head
                       
Financial              View Only              Directors
                       Edit                   Finance Head
                       
Student Records        View Only              Faculty, Admin
                       Edit                   Academic Head
                       
HR Documents           View Only              Directors
                       Edit                   HR Manager

7. Backup Strategy

3-2-1 Backup Rule:

text

• 3 copies of important data
• 2 different media types
• 1 copy off-site

Implementation:

text

Primary: Google Workspace (cloud)
Secondary: External hard drive (physical)
Tertiary: Another cloud service (Dropbox/OneDrive)

8. Essential Templates to Create

Google Docs Templates Needed:

1. Student Application Form
2. Faculty Appointment Letter
3. Meeting Minutes Template
4. Incident Report Form
5. Student Feedback Form
6. Purchase Requisition Form
7. Leave Application Form
8. Performance Appraisal Form

9. Monthly Maintenance Routine

Document Management Tasks:

text

✅ First Monday: Review and update document index
✅ Second Monday: Check backup systems
✅ Third Monday: Archive old documents
✅ Fourth Monday: Train new staff on system
✅ End of Month: Complete monthly documentation audit

10. Cost Estimation

Initial Setup Costs:

text

• Google Workspace: ₹1,200/month (for 5 users)
• File Cabinets (2): ₹15,000 one-time
• Color-coded folders/labels: ₹3,000
• Scanner: ₹8,000 one-time
• External hard drive: ₹5,000

Recommended Priority Order:

1. Start with Google Workspace immediately
2. Set up basic physical filing system
3. Digitize critical documents first
4. Gradually build comprehensive system

11. Implementation Checklist

Week 1:

• Create Google Workspace account
• Set up main folder structure
• Design document naming convention
• Purchase essential physical storage
• Create master index spreadsheet

Week 2:

• Digitize legal and compliance documents
• Set up access permissions
• Train core team members
• Create essential templates
• Establish backup procedure

This hybrid system ensures you have the flexibility of digital access while maintaining physical copies of critical documents as required by Indian regulations. The Google Workspace approach is particularly recommended for its collaboration features and accessibility from anywhere.