Document Management

This SOP defines how Maryland Productions (MP) and Event Revolution (RV) create, store, organize, scan, and retain administrative and job-related documents. Consistent document management ensures information is easy to find, secure, and reliable, and supports legal, financial, and operational requirements.

If a document cannot be found quickly, it is considered unmanaged.

Purpose

  • Standardize how documents are created and stored.

  • Ensure documents are easy to locate and understand.

  • Protect sensitive and confidential information.

  • Support compliance with billing, payroll, and record retention requirements.

  • Reduce errors caused by missing or outdated documents.

Who This SOP Is For

  • Administrative and office staff

  • Project Managers

  • Warehouse managers submitting documentation

  • Sales & Client Experience staff

  • Leadership reviewing records

Anyone creating, handling, or storing documents must follow this SOP.

Document Types Covered

This SOP applies to both digital and physical documents, including:

  • Job folders and job closeout documents

  • Contracts, proposals, and change orders

  • Invoices, receipts, and billing support

  • Timesheets and payroll documentation

  • Vendor and subrental paperwork

  • Insurance certificates and legal forms

  • Damage reports and repair documentation

  • Policies, SOPs, and internal records

Primary Storage Systems

Google Workspace

Primary storage for active and archived documents.

QuickBooks

System of record for invoices, payments, and financial attachments.

Current RMS (MP)

Source for job references and job-level attachments.

Flex (RV)

Source for rental-related documentation.

Physical Files

Used only when required; must be scanned and digitized promptly.

Document Lifecycle Overview

All documents follow the same lifecycle:

  1. Creation or Receipt

  2. Naming & Classification

  3. Storage

  4. Use & Updates

  5. Retention

  6. Archival or Disposal

Skipping steps creates risk.

File Naming Standards

All digital files must use consistent, descriptive naming:

Format: YYYY-MM-DD_Client_Event_DocumentType_Description

Examples: - 2025-04-12_AcmeCorp_SpringGala_Invoice_Final.pdf - 2025-06-01_FestivalX_LightingChangeOrder_v2.pdf - 2025-05-20_Internal_PayrollTimesheet_Week21.xlsx

Avoid vague names like scan.pdf or final_final.pdf.

Folder Structure

Job folders must follow the standard structure:

  • 01_Contracts

  • 02_Quotes_Proposals

  • 03_Change_Orders

  • 04_Invoices_Payments

  • 05_Timesheets_Payroll

  • 06_Vendor_Subrentals

  • 07_Insurance_Legal

  • 08_Damage_Reports

  • 09_Job_Closeout

Do not create custom folder structures without approval.

Document Scanning

Physical documents must be scanned promptly.

Scanning Standards

  • Scan within 48 hours of receipt.

  • Ensure scans are: - Legible - Complete - Properly oriented

  • Combine multi-page documents into a single file.

  • Use PDF format unless otherwise required.

After scanning, physical documents must be stored or disposed of according to retention rules.

Version Control

  • Do not overwrite original documents.

  • Use versioning for revisions: - _v1, _v2, _final

  • Clearly identify superseded versions.

  • Only one document should be marked Final.

Unclear versioning causes errors.

Access & Permissions

  • Grant access on a need-to-know basis.

  • Restrict HR, payroll, and financial documents.

  • Do not share documents externally without approval.

  • Revoke access when roles change.

Confidentiality must be maintained.

Document Updates & Corrections

  • Corrections must be documented.

  • Do not alter signed contracts or invoices.

  • Add amendments or corrected versions instead.

  • Maintain audit trails for changes.

Never modify records to hide errors.

Archival & Retention

  • Follow the Record Retention Policy.

  • Archive completed job folders after closeout.

  • Do not delete records prematurely.

  • Legal holds override retention schedules.

Retention protects the company.

Responsibilities

Administrative Staff

  • Maintain folder structure and naming standards.

  • Scan and upload documents.

  • Monitor completeness of job folders.

Project Managers

  • Ensure job documentation is complete.

  • Submit change orders and approvals.

  • Support closeout documentation.

Warehouse & Technical Staff

  • Submit damage reports and supporting documents.

  • Provide accurate job-related paperwork.

Leadership

  • Enforce standards.

  • Approve exceptions.

Quality Control

  • Job folders reviewed at closeout.

  • Missing documents flagged immediately.

  • Naming and structure enforced consistently.

  • Confidential data handled correctly.

Good documentation prevents downstream issues.