📄Document Guidelines

Here you will find detailed rules and regulations regarding the use, creation and distribution of any documents created by or for the use of Freshly Shopping.

Document Creation Authority

All documents created for the use of Freshly Shopping UK must be created by a member of Senior Management or higher. Documents created by individuals holding ranks lower than Senior Management, including team leaders and members of departments such as Public Relations, are considered invalid and will not be recognised for any official purpose. Creating counterfit documents may result in a ban from our group and Discord server.

Document Storage Protocol

All documents used for Freshly Shopping UK must be stored within the appropriate departmental shared drive. Acceptable storage locations include Google Drive or Microsoft Sharepoint. If a member of Senior Management requires the creation of a new Sharepoint drive, they must contact the Executive Officer, Cuba Eastern, directly.

Files related to Freshly Shopping UK that are stored outside of these shared drives, including but not limited to local files and files stored on personal cloud accounts, must be destroyed. Failure to comply with this storage protocol constitutes a breach of these terms and conditions and may result in termination of employment or further action, under the Executive Management Teams discretion.

Copyright Assignment

By creating a file using our template, you automatically assign your copyright to Freshly Shopping UK, making us the new copyright owner. This ensures that all intellectual property created for the group is legally protected and managed under the group's name.

Document Approval Process

Any document produced for the use of Freshly Shopping UK, including those branded with our logo or associated designs (such as forms, Word documents, and presentations), must receive direct approval from executive management before use or distribution. Wrongful copies of documents bearing our branding should be reported to the Executive Management team immediately. Wrongful copies include direct copies, paraphrased copies, and printed copies of any branded documents.

Documents must not be shared or utilised until formal approval has been granted. This policy ensures that all communications maintain a consistent level of quality and adhere to our brand standards. Unauthorised creation or use of these documents may result in disciplinary action due to potential compromises in operational security and brand integrity.

Confidentiality Requirements

Documents that utilize the Freshly Shopping UK branding and are intended for management use must be kept within a 'confidentiality bubble.' Such documents should not be shared with individuals outside the designated management team unless explicit permission is granted by executive management. This policy ensures that our internal communications, strategies, and management practices remain confidential and are protected from unauthorised exposure. Sharing these documents without prior approval may lead to disciplinary action.

Access Permissions

All documents must have appropriate access permissions to prevent unauthorized copies and access. On Google Drive, documents must be set to either "Restricted" with access granted only to specific individuals, or to "Freshly Shopping - Anyone in this group can find and view." Downloading permissions should be set according to the document type by adjusting settings under Share -> Settings -> "Viewers and commenters can see the option to download, print, and copy," enabling or disabling this option as appropriate.

Document Approval Hierarchy

Documents created for departmental use and remaining within a departmental Discord server may be approved by any member of the executive management. Documents intended for distribution outside of a departmental Discord server must receive direct approval from the Executive Officer. Non-compliance with these approval procedures will result in sanctions.

Use of Document Templates

All documents must adhere to our standardized Document Template to ensure consistency and uphold quality standards across the group. The template is accessible by searching for "Freshly Shopping Document Template" on our Google Drive. Proper usage of this template is mandatory for all document creation activities within Freshly Shopping UK.

Compliance and Enforcement

Non-compliance with any of the above terms and conditions may result in disciplinary action, up to and including a blacklist from our community. Freshly Shopping UK reserves the right to modify these terms and conditions at any time. Management will be notified of any changes through official communication channels, within our Discord server. Compliance with these terms is mandatory for all members, and failure to adhere to these guidelines will be treated as a serious breach of company policy.